What are the key elements that make a conference successful from a planning perspective in Belgium?

Planning a successful conference in Belgium requires attention to several key elements. As an expert in conference planning with extensive experience in the Belgian market, I can highlight the following crucial factors: Strategic Venue Selection: Choose a location that's easily accessible, preferably near major transport hubs like Brussels Airport or well-connected cities such as Antwerp, Ghent, or Liège. Consider venues that showcase Belgium's unique character, such as historic castles, modern convention centers, or even breweries for a local touch. Timing and Seasonality: Be mindful of Belgian weather patterns and major events. Aim for spring or fall to avoid summer holidays and winter travel difficulties. Check the local calendar to prevent conflicts with significant Belgian events like the Brussels Jazz Festival or the Gentse Feesten. Multilingual Approach: Belgium is officially trilingual (Dutch, French, and German). Ensure your conference materials, signage, and presentations are available in multiple languages, with professional interpreters if needed. Cultural Sensitivity: Respect Belgium's diverse cultural landscape. What works in Flanders might not resonate in Wallonia. Tailor your approach to the specific region and audience. Innovative Technology Integration: Belgium is known for its strong tech scene. Incorporate cutting-edge conference technologies like AI-powered networking tools, virtual reality experiences, or hybrid event capabilities to enhance engagement. Gastronomic Excellence: Leverage Belgium's renowned culinary scene. Plan menus that showcase local specialties like Belgian chocolates, waffles, and a selection of famous Belgian beers, ensuring dietary restrictions are accommodated. Sustainable Practices: Belgium is committed to sustainability. Implement eco-friendly practices such as digital programs, locally sourced catering, and waste reduction strategies to align with local values and regulations. Engaging Program Content: Curate a mix of local and international speakers, interactive workshops, and panel discussions. Consider including topics relevant to Belgium's key industries like biotechnology, logistics, or European politics. Networking Opportunities: Create ample spaces and times for attendees to connect. This could include Belgian-style 'meet and greets' with local delicacies or organized tours of nearby attractions. Local Partnerships: Collaborate with local businesses and organizations to enhance the conference experience and provide authentic Belgian touches. According to a recent study by the International Congress and Convention Association (ICCA), Belgium ranks in the top 20 countries worldwide for hosting international association meetings, with Brussels being in the top 5 cities. This underscores the country's capability and experience in hosting successful conferences. By focusing on these key elements, conference planners can create a memorable and effective event that leverages Belgium's unique strengths and meets the high standards expected in this sophisticated market.

What are the key factors to consider when choosing a conference venue in Belgium?

Selecting the right venue for your conference in Belgium is crucial for its success. Here are the most important factors to consider: Location and accessibility: Choose a venue that's easily reachable for your attendees. Belgium's central location in Europe and excellent transport links make it an ideal conference destination. Consider proximity to major cities like Brussels, Antwerp, or Ghent, as well as accessibility by train, car, and air travel. Capacity and layout: Ensure the venue can comfortably accommodate your expected number of attendees. Look for flexible spaces that can be adapted to different session formats, including plenary sessions, breakout rooms, and networking areas. Technical facilities: High-quality audiovisual equipment, reliable high-speed internet, and good acoustics are essential for a smooth conference experience. Many Belgian venues offer state-of-the-art technology to support hybrid or fully virtual events. Catering options: Belgium is known for its culinary excellence. Look for venues that can provide high-quality catering services, accommodating various dietary requirements and showcasing local Belgian specialties. Accommodation: If your conference spans multiple days, consider venues with on-site accommodation or nearby hotel options. Belgium offers a range of accommodation types to suit different budgets. Sustainability: With growing emphasis on eco-friendly events, choose venues that prioritize sustainability. Many Belgian venues now offer green meeting options and follow environmentally responsible practices. Budget: Ensure the venue aligns with your budget, considering all costs including rental, catering, technical support, and any additional services. Local attractions: Belgium's rich history and culture can add value to your conference. Consider venues near cultural attractions or in historic buildings to enhance the overall experience for attendees. Multilingual support: Given Belgium's multilingual nature, check if the venue can provide support in multiple languages (typically Dutch, French, and English) to accommodate diverse attendees. Season and weather: Belgium's weather can be unpredictable. Ensure the venue has appropriate facilities for the time of year, such as air conditioning for summer events or adequate heating in winter. According to a recent survey by the Belgium Convention Bureau, 78% of conference organizers rated location and accessibility as the top factor in venue selection, followed by technical facilities (65%) and catering quality (58%). By carefully considering these factors, you can select a venue that will contribute significantly to the success of your conference in Belgium.

Top Conference Planning Companies in Belgium

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Elevate your events with Belgium's premier conference planning companies. Our curated selection showcases expert services ready to transform your vision into reality. From intimate corporate gatherings to large-scale international conferences, these planning professionals excel in creating memorable experiences. Explore each company's portfolio and client testimonials to gauge their expertise in venue selection, logistics management, and innovative event technologies. Whether you're organizing a business summit in Brussels or a cultural symposium in Antwerp, you'll find specialists to handle every detail. Need help finding the perfect match? Post your conference requirements on Sortlist, and let Belgium's top event planners reach out with tailored proposals to make your next conference a resounding success.

Top Featured Conference Planning Companies

haca.studio
5
(1 review)
Tell your story, think events.
At haca.studio, we design and deliver seamless, high-impact events for NGOs, EU institutions, and mission-driven organisations. Based in Brussels and working fully remotely across Europe, our team brings clarity, calm, and expertise to even the most complex gatherings. We cover every stage of the event lifecycle, from concept and planning to logistics, on-site coordination, and delivery. Whether you’re organising an international policy forum, a hybrid stakeholder meeting, or a high-level summit, we ensure your event is purposeful, inclusive, and professionally executed. Our services include: • Strategic event planning & programming • Venue scouting & supplier management • Hybrid & in-person event production • Travel, accommodation, and participant coordination • AV setup, interpretation & technical support • Sustainable, carbon-conscious event logistics Our remote-first structure enables us to remain agile, collaborative, and cost-efficient, without compromising quality. Wherever your event takes place, we’re ready to make it happen.
Looking for work in Conference Planning
Located in Brussels, Belgium
From €3,000 for Conference Planning
Worked in Government & Administration (+4)
Speaks English, Dutch, Belgium(+1)
1-10 members
Zanzibar
4.9
(7 reviews)
Events, hospitality & partnerships agency | Antwerp
Recommended
Top awarded
We transformeren ideeën naar event concepten met lef en creativiteit. Van personeelsfeesten tot family days. Heldere communicatie, een persoonlijke aanpak en events vol beleving is wat volgens ons het verschil maakt. We combineren ervaring en expertise met dynamische, hands-on en creatieve profielen. Onze uitvalsbasis bevindt zich in hartje Antwerpen.
Looking for work in Conference Planning
Located in Antwerp, Belgium
From €20,000 for Conference Planning
Worked in Energy & Oil (+17)
Speaks English, Dutch, Belgium
11-50 members
OWLTHINK
4.8
(13 reviews)
Crafting Moments, Creating Memories !
« Everything is Design » [ O w l t h i n k ] Studio is a creative studio that sets itself apart from others by its desire for detail. Moreover, speaking of the work, it is necessary to say that the studio has two main profiles: [Event & Graphic Design] . Mission ? Our focus is to create memorable brand experiences that connect with people. How ? Our aim is to help let businesses and unique ideas grow through design and creative thinking. Who are we ? Two friends, different knowledges, a Graphic Designer & an Event Designer Our vision // Help our clients to deliver THE message by creating, designing & implementing a new experience. Our wish // Build long term relationships, boost the client’s image and their business. Our devotion // Impossible doesn't exist, we create and develop every single event for you. We take care of all the aspects !
Looking for work in Conference Planning
Located in Grez-Doiceau, Belgium
From €1,000 for Conference Planning
Worked in Automotive (+16)
Speaks French, English
1-10 members

All Conference Planning Services in Belgium

Zanzibar
4.9
(7 reviews)
Events, hospitality & partnerships agency | Antwerp
Recommended
Top awarded
We transformeren ideeën naar event concepten met lef en creativiteit. Van personeelsfeesten tot family days. Heldere communicatie, een persoonlijke aanpak en events vol beleving is wat volgens ons het verschil maakt. We combineren ervaring en expertise met dynamische, hands-on en creatieve profielen. Onze uitvalsbasis bevindt zich in hartje Antwerpen.
Looking for work in Conference Planning
Located in Antwerp, Belgium
From €20,000 for Conference Planning
Worked in Energy & Oil (+17)
Speaks English, Dutch, Belgium
11-50 members
OWLTHINK
4.8
(13 reviews)
Crafting Moments, Creating Memories !
« Everything is Design » [ O w l t h i n k ] Studio is a creative studio that sets itself apart from others by its desire for detail. Moreover, speaking of the work, it is necessary to say that the studio has two main profiles: [Event & Graphic Design] . Mission ? Our focus is to create memorable brand experiences that connect with people. How ? Our aim is to help let businesses and unique ideas grow through design and creative thinking. Who are we ? Two friends, different knowledges, a Graphic Designer & an Event Designer Our vision // Help our clients to deliver THE message by creating, designing & implementing a new experience. Our wish // Build long term relationships, boost the client’s image and their business. Our devotion // Impossible doesn't exist, we create and develop every single event for you. We take care of all the aspects !
Looking for work in Conference Planning
Located in Grez-Doiceau, Belgium
From €1,000 for Conference Planning
Worked in Automotive (+16)
Speaks French, English
1-10 members
SPRDLUX EVENTS
5
(3 reviews)
Event agency for corporate events - we operate worldwide
SPRDLUX EVENTS is een full service evenementenbureau. We bedenken en organiseren events, meetings, incentives en congressen. Feesten waar nog lang over nagepraat wordt, zijn onze core business. We doen aan creatieve storytelling, terwijl we alle zintuigen prikkelen en uw gast onderdompelen in uw verhaal WE CREATE MEMORIES THROUGH EXPERIENCES De SPRDLUX focus ligt op service, kwaliteit en een ervaring creëren voor uw gasten. U kiest voor de totale ontzorging van uw event of u zet onze diensten in waar nodig. In nauw overleg bepalen we uw doelstellingen en in functie van uw budget zorgen we voor een gedetailleerd concept en plan. U kiest er voor om nauw betrokken te zijn bij de organisatie of juist niet. SPRDLUX EVENTS begeleidt en adviseert u bij elke stap. Bekijk ons werk en fijne reacties van klanten op onze website. Contacteer ons voor een vrijblijvend gesprek om te zien waar we u mee kunnen helpen. Ga voor niet minder dan superdeluxe! SPRDLUX EVENTS is a full service event agency. We organise events, meetings, incentives and conferences. Parties that will be talked about for a long time are our core business. We engage in creative storytelling, while stimulating all the senses and immersing your guest in your story WE CREATE MEMORIES THROUGH EXPERIENCES The SPRDLUX focus is on service, quality and creating an experience for your guests. You opt for the total care of your event or you use our services where necessary. We determine your objectives in close consultation and, depending on your budget, we provide a detailed concept and plan. You choose to be closely involved with the organization or not. SPRDLUX EVENTS guides and advises you every step of the way. Check out our work and great feedback from customers on our website. Contact us for a no-obligation consultation to see how we can help you. Go for no less than super deluxe!
Looking for work in Conference Planning
Located in Turnhout, Belgium
From €1,000 for Conference Planning
Worked in Retail (+8)
Speaks English, Dutch(+3)
1-10 members
haca.studio
5
(1 review)
Tell your story, think events.
At haca.studio, we design and deliver seamless, high-impact events for NGOs, EU institutions, and mission-driven organisations. Based in Brussels and working fully remotely across Europe, our team brings clarity, calm, and expertise to even the most complex gatherings. We cover every stage of the event lifecycle, from concept and planning to logistics, on-site coordination, and delivery. Whether you’re organising an international policy forum, a hybrid stakeholder meeting, or a high-level summit, we ensure your event is purposeful, inclusive, and professionally executed. Our services include: • Strategic event planning & programming • Venue scouting & supplier management • Hybrid & in-person event production • Travel, accommodation, and participant coordination • AV setup, interpretation & technical support • Sustainable, carbon-conscious event logistics Our remote-first structure enables us to remain agile, collaborative, and cost-efficient, without compromising quality. Wherever your event takes place, we’re ready to make it happen.
Looking for work in Conference Planning
Located in Brussels, Belgium
From €3,000 for Conference Planning
Worked in Technology Hardware & Equipment (+4)
Speaks English, Dutch, Belgium(+1)
1-10 members
OVAL PR & CONTENT (Nightingale)
4
(3 reviews)
We connect. For real.
Top awarded
NL OVER OVAL PR & CONTENT (voorheen Nightingale) Nightingale is een creatief PR & Content agency gericht op het verbinden van uw merk of winkel met uw huidige en toekomstige consument in een continu veranderende markt. Door innovatie, esthetiek en relevantie te combineren, kunnen wij ons specialiseren in strategische PR & content. OVER OVAL OVAL is een creative brand experience agency dat de beleving van mensen centraal stelt in elke campagne. Met een team van 120+ experts werken we in Amsterdam, Antwerpen, Brussel, Düsseldorf en Parijs. Met doordachte strategieën, inspirerende creativiteit en pakkende producties brengen we mensen en merken samen. We zijn sterk in Employee Experiences, Consumer & Citizen Experiences en Business Experiences. OVAL werkt onder andere voor Adobe, Aéroports de Paris, B&B Hotels, BMW, Bol, Decathlon, Delhaize, Deloitte, Fundis, Google, Henkel, le Ministère de la Culture, Nintendo, Proximus, Randstad, SD Worx, SNCF en de Vlaamse Overheid. Meer info via weareoval.be
Looking for work in Conference Planning
Located in Antwerp, Belgium (+2)
From €1,000 for Conference Planning
Worked in Telecommunications (+18)
Speaks Dutch, Belgium, English(+1)
51-200 members
OVAL
(0 review)
WE CONNECT FOR REAL
Top awarded
OVAL is a creative communication agency that puts real-life experience in the heart of campaigns. With a team of more than 130 experts we work from our offices in Amsterdam, Antwerp, Brussels, Dusseldorf & Paris. We blend live, digital, content, social, technology, loyalty and media into remarkable internal and external campaigns and live events. We work with brands like Google, BMW, Proximus, Bol.com, ABVV, Nintendo, Adobe, SD Worx, Thuisbezorgd.nl, Randstad, AB Inbev, adidas and many others. OVAL is a member of IDEA, ACC Belgium and awarded third place in best event agency in Europe by BEA. OVAL is B Corp certified.
Looking for work in Conference Planning
Located in Antwerp, Belgium (+3)
From €1,000 for Conference Planning
Worked in Software & Computer Services (+9)
Speaks English, Dutch(+2)
51-200 members
Festor
5
(5 reviews)
Loose tie events
We are an event management & production studio. We produce events, but above all we create events with meaning. We design, plan and manage events differently. We inspire and connect people through the power of unique events, creating experiences that combine creativity and strategy.
Looking for work in Conference Planning
Located in Kortrijk, Belgium
From €3,000 for Conference Planning
Worked in Entertainment & Events (+7)
Speaks English, Dutch, Belgium(+1)
1-10 members
D'M&S
(0 review)
We Power Up Your Brand
D’M&S is one of the largest Belgian independent communication groups with offices in Antwerp, Bruges and Brussels. In +40 years we grew from a marketing focused organisation into a diversified and integrated brand communication company. Both national and international clients rely on our vast expertise to create activating business-to-business and business-to-consumer campaigns. In line with today’s developments in our market, D’M&S is structured in a way that we can cover every aspect of the communication field: Insights Vision Creative Digital Live Within D’M&S, our +80 multi-talented people share their expertise, skills, and ideas whenever needed. We apply it on everything we do, thus building powerful, versatile and s ales driven communication strategies that fit the client’s goals. Let’s Create Impact Together Looking for a partner that thinks ahead, works fast, and delivers integrated communication that truly moves the needle? Let’s connect and build something extraordinary together.
Looking for work in Conference Planning
Located in Bruges, Belgium (+2)
From €1,000 for Conference Planning
Worked in Industrial Goods & Services (+13)
Speaks English, Dutch(+2)
51-200 members
Ductape - Event Agency
4
(2 reviews)
Full-service evenementenbureau te Antwerpen voor uw evenementen van A tot Z!
Ductape Event Agency is, met 10 jaar ervaring, de perfecte partner voor het volledig uitwerken van uw corporate event, personeelsfeest, klantenfeest, incentive, teambuilding, product launch, etc. van A tot Z, zowel in binnen- als buitenland. Ductape is een full service evenementenbureau. Dat wil zeggen dat wij het volledige event van A tot Z voor u opvolgen. Ook wanneer u bepaalde onderdelen zelf wenst op te volgen (locatie, catering, …) nemen wij al het overige voor onze rekening. Alles begint bij een gesprek over het soort evenement, wat uw wensen zijn en het budget dat u vooropstelt. We luisteren zorgvuldig naar u en streven ernaar om in functie van uw budget de beste oplossingen aan te reiken om er telkens weer een geslaagd event van te maken. Samen met u zetten we de puntjes op de i. Op de dag van uw evenement coördineren wij alles van opbouw t/m afbouw. We verzorgen uw evenement tot in de puntjes en bieden een feilloze, kwalitatieve en flexibele organisatie. U hoeft zich geen zorgen te maken, u hebt meer tijd over voor uw gasten en kunt zelf ook echt genieten van het event. ------ With 10 years of experience Ductape is the perfect partner for the complete organisation of your corporate event, staff party, client event, incentive, teambuilding, product launch, etc. from A to Z, in Belgium and abroad. Ductape is a full-service event agency. This means that we provide a follow up of the entire event from conceptualisation, set up, event until dismantling. If you wish to follow up on certain parts yourself (venue, catering, etc.), we will take care of everything else. It all starts with a good talk about the type of event you wish to organise, what your needs are and the budget you have in mind. We listen carefully and strive to provide the best solutions according to your budget to make it a successful event over and over again. Together with you, we will dot the i’s. On the day of your event, we coordinate everything from set up until dismantling. We take care of your event down to the last detail and offer a flawless, high quality and flexible organisation. You don’t have to worry about different suppliers and details, you have more time left for your guests and you can really enjoy the event yourself.
Looking for work in Conference Planning
Located in Antwerp, Belgium
From €1,000 for Conference Planning
Worked in Industrial Goods & Services (+12)
Speaks Dutch, Dutch, Belgium(+1)
1-10 members
Julien Corbier
5
(6 reviews)
Votre succès est mon objectif, Votre stratégie est mon expertise.
Je suis consultant en marketing basé à Liège, spécialisé dans l’élaboration et le développement de stratégie marketing. Fort d’une expérience solide, j’accompagne les entreprises de taille moyennes et grandes dans leurs défis marketing en leur proposant des solutions sur mesure, adaptées à leurs besoins spécifiques. Je comprends les enjeux complexes auxquels sont confrontées les entreprises dans un environnement en constante évolution. C’est pourquoi je m’efforce de concevoir des stratégies innovantes, ambitieuses et orientées vers des résultats concrets. Mon objectif est de contribuer à la réussite de vos projets en travaillant à vos côtés, de manière engagée et personnalisée. Mon boulot n’est pas d’être simplement un prestataire de services en marketing. Je m’intègre à votre entreprise comme un véritable responsable marketing externalisé. J'élabore votre stratégie, pilote vos opérations et vous conseille sur vos choix tactiques en vous accompagnant vers l'atteinte de vos objectifs.
Looking for work in Conference Planning
Located in Liège, Belgium
From €500 for Conference Planning
Worked in Others (+2)
Speaks English, French
1-10 members
ZININ
4.8
(8 reviews)
WE CREATE LIVE & DIGITAL BRAND EXPERIENCES & EVENTS.
WE CREATE LIVE & DIGITAL BRAND EXPERIENCES & EVENTS. ZININ offers expertise in strategy, design, innovation and experience, to harness the power of brand for growth. Our Disciplines : Corporate & Consumer Branding, Content Creation, Digital & Social Brand Experiences, Live & Hybrid Brand Events. We're pushing the boundaries of what’s possible in every format: Digital, Virtual & Social, Live or Hybrid. We are convinced that you never get a second chance to make an unforgettable first brand impression. We believe that every touchpoint of a brand offers unique opportunities. We activate brands by building powerful front lines in the digital & real world. We work for both b-t-c & b-t-b clients in various sectors: High-Tech, Chemical Industry, Healthcare, Pharmaceuticals, Human Resources, Finance, Logistics, Entertainment, Care, Education, Deco ... . A client can expect creative concepts with a flawless execution. ZININ is a flexible agency with short and direct communication lines between clients and the project team. If you're a looking for a creative brand content & conversation agency with extensive experience & network and real personal commitment, we can help you out!
Looking for work in Conference Planning
Located in Bierbeek, Belgium
From €5,000 for Conference Planning
Worked in Construction (+14)
Speaks Dutch, Dutch, Belgium(+2)
1-10 members
JDI - Grow Impact
5
(2 reviews)
Meer impact met je bedrijf dankzij een sterke strategie, gemotiveerde medewerkers en trouwe klanten
Je groeiambities waarmaken, dat is waar wij je mee helpen. Vanuit strategisch, tactisch en/of operationeel oogpunt krijg je precies de ondersteuning die jij nodig hebt om te groeien. En dat met zo min mogelijk groeipijn. Want aan groei moet je werken. En laat JDI nu juist die aanvullende hersens, die bijkomende ervaring en die extra handjes leveren die je daarvoor nodig hebt. Of je nu groot bent of nog klein, je ambitie om te groeien en je bereidheid om in alle openheid samen te werken zullen bepalen of we de juiste match zijn. JDI gooit namelijk al zijn expertise en gedrevenheid in de strijd om ook jouw ambitie waar te maken. Vanuit ons groei-DNA, maar ook omdat wij gepassioneerd samen mooie groeiverhalen willen schrijven. Wij bieden ondersteuning bij groei met de volgende hefbomen: Strategie: https://www.jdi.be/home/groeien-door-strategie/ Medewerkers: https://www.jdi.be/home/groeien-door-medewerkers/ Klanten: https://www.jdi.be/home/groeien-door-klanten/ Aarzel niet om ons hierover meer informatie te vragen! Dit kan door een mailtje te sturen naar Quinten@jdi.be of ons te bellen op +3216 88 37 55.
Looking for work in Conference Planning
Located in Huldenberg, Belgium
From €1,000 for Conference Planning
Worked in Energy & Oil (+4)
Speaks Dutch, Belgium, English
11-50 members
Learnence.com
4.7
(1 review)
Smart Video Alchemists to make your Events, Elearning, Webinar, Podcast, Corporate video... smarter!
Active depuis 2010 en captation d'événements et diffusion Live, Learnence réalise des émissions Tv pour les entreprises: duplex; événement hybrides, présentiels ou full virtuels: pour des applications de webinars, podcast ou de retransmission en direct de vos événements corporate, sportifs, médicaux, culturels. Engagez votre audience et fidélisez-là à travers nos outils et plateformes Eventshub.eu pour créer une véritable communauté autour de votre événement, formation ou webinaire ! EventsHub.eu provides convenient and intuitive solutions for hosting online events, while paying particular attention to the audience engagement dimension: - Interactions between speakers and audience via chat, Q&A, voting, etc. - Networking tools - One to one networking - Alternating plenary sessions and participatory workshops - Audience retention over time The EventsHub.eu platform has perfectly followed and anticipated the evolution of event practices during the different phases of the health crisis, justifying its use in both "Full Virtual" and "Hybrid" configurations or as a support for 100% face-to-face events. EventsHub is now a tool recognised and appreciated by many international institutions and organisations.
Looking for work in Conference Planning
Located in Brussels, Belgium
From €500 for Conference Planning
Worked in Hospitals & Healthcare (+4)
Speaks English, Dutch, Belgium(+1)
11-50 members
Event Masters
(0 review)
Turning events into memorable and impactful experiences.
Top awarded
Event Masters is a dynamic event marketing company with an extensive events offering. Need an idea for a teambuilding or incentive? Maybe you want to organise a tailormade event or a conference? Want to push your boundaries with an event abroad? Event Masters offers a complete range of creative events.
Looking for work in Conference Planning
Located in Willebroek, Belgium
From €1,000 for Conference Planning
Worked in Government & Administration (+1)
Speaks English, Dutch, Belgium(+3)
11-50 members
Red Circle Scomm
(0 review)
Administration, comptabilité, sponsoring, évent, corporate évent, séminaire, Team Building, Hôtesse,
Red Circle Plus qu’un nom, une vision globale. Analyser, ressentir, additionner, brainstormer, expérimenter, connecter, imaginer, creuser, améliorer, comprendre, transmettre et multiplier. C’est à peu près ce qu’il se passe à chaque seconde dans le cerveau de nos différents partenaires au sein de Red Circle Et c’est de ces continuelles synergies que naissent vos meilleures solutions dans le domaine de l’évènementiel & support administratif, comptable. Envie de collaborer avec nous, envoyez-nous un e-mail à sales@red-circle.com celui-ci a pour but d’obtenir des informations sur vos besoins, comprendre le contexte et les problématiques auxquelles Red Circle pourrait répondre. Nous pourrons définir ensuite un rendez-vous téléphonique, visioconférence ou physique afin d’obtenir plus de détails sur votre cahier des charges.
Looking for work in Conference Planning
Located in Liège, Belgium
From €800 for Conference Planning
Works in multiple industries
Speaks English, Dutch, Belgium(+2)
1-10 members
TEAM LEWIS
4
(5 reviews)
Digital Marketing & Public Relations Agency in Antwerpen & Brussel
TEAM LEWIS is een wereldwijd geïntegreerd communicatiebureau dat PR-, marketing- en digitale diensten levert om merken te helpen hun bedrijfsdoelen te bereiken. Met een aanwezigheid in belangrijke markten wereldwijd, combineren we lokale expertise met een mondiale reikwijdte om impactvolle, strategische campagnes te creëren. Onze toegewijde teams van experts zijn gepassioneerd over storytelling, creativiteit en innovatie, en zorgen ervoor dat onze klanten opvallen in een drukke markt. Bij TEAM LEWIS geloven we in het verleggen van grenzen en het behalen van meetbare resultaten voor onze klanten. We hebben twee vestigingen in België, in Brussel en Antwerpen, en spreken Engels, Nederlands en Frans. Wereldwijd hebben we 26 kantoren en meer dan 700 medewerkers. HOE WERKEN WIJ? Bij TEAM LEWIS werken we nauw samen met onze klanten om hun unieke behoeften en doelstellingen te begrijpen. Ons proces bestaat uit verschillende stappen: Strategieontwikkeling: We beginnen met een grondige analyse van de markt, concurrenten en doelgroep. Op basis hiervan ontwikkelen we een op maat gemaakte strategie die past bij de doelen van onze klanten. Creatieve Concepten: Onze creatieve teams brainstormen en ontwikkelen innovatieve concepten die resoneren met de doelgroep en de merkboodschap versterken. Uitvoering: We zetten onze plannen om in actie door middel van diverse communicatiekanalen zoals PR, social media, contentmarketing en digitale campagnes. Meten en Optimaliseren: We monitoren voortdurend de resultaten van onze campagnes en optimaliseren ze waar nodig om de best mogelijke resultaten te behalen. We gebruiken data-analyse om de effectiviteit te meten en waardevolle inzichten te verkrijgen. Samenwerking: We geloven in transparante communicatie en werken nauw samen met onze klanten gedurende het hele proces. We houden regelmatig overleg om voortgang te bespreken en strategieën aan te passen op basis van feedback en resultaten. Bij TEAM LEWIS streven we ernaar om duurzame relaties met onze klanten op te bouwen en hen te helpen hun volledige potentieel te bereiken door middel van effectieve en creatieve communicatieoplossingen. WAT WIJ DOEN: Bij TEAM LEWIS bieden we een breed scala aan diensten om onze klanten te ondersteunen: Public Relations: Versterk uw merk en bereik een groter publiek door middel van strategische PR-campagnes. Influencer Marketing: Werk samen met invloedrijke personen om uw merk op authentieke wijze te promoten. SEO: Verhoog uw zichtbaarheid in zoekmachines door middel van effectieve zoekmachineoptimalisatie. Paid Search: Maximaliseer uw ROI met gerichte betaalde zoekcampagnes. Social Media Marketing: Versterk uw aanwezigheid op sociale media en engageer uw doelgroep met strategische campagnes. Digital Marketing: Ontwikkel en implementeer effectieve marketingstrategieën die uw bedrijfsdoelen ondersteunen. Digitale Diensten: Optimaliseer uw online aanwezigheid met onze uitgebreide digitale marketingoplossingen. Contentcreatie: Creëer boeiende content die uw doelgroep aanspreekt en uw merkboodschap versterkt. Crisiscommunicatie: Bescherm uw merk door proactieve en reactieve crisiscommunicatiestrategieën. **** FR: À PROPOS DE NOUS TEAM LEWIS est une agence de communication intégrée mondiale qui offre des services de relations publiques, de marketing et de services numériques pour aider les marques à atteindre leurs objectifs commerciaux. Présents sur les principaux marchés mondiaux, nous combinons une expertise locale avec une portée mondiale pour créer des campagnes stratégiques et percutantes. Nos équipes dédiées d'experts sont passionnées par le storytelling, la créativité et l'innovation, et s'assurent que nos clients se démarquent sur un marché saturé. Chez TEAM LEWIS, nous croyons en la prise de risque et l'obtention de résultats mesurables pour nos clients. Nous avons deux bureaux en Belgique, à Bruxelles et Anvers, et nous parlons anglais, néerlandais et français. À l'échelle mondiale, nous avons 26 bureaux et plus de 700 employés. COMMENT NOUS TRAVAILLONS Chez TEAM LEWIS, nous collaborons étroitement avec nos clients pour comprendre leurs besoins et objectifs uniques. Notre processus se compose de plusieurs étapes : Développement de Stratégie : Nous commençons par une analyse approfondie du marché, des concurrents et du public cible. Sur cette base, nous développons une stratégie sur mesure adaptée aux objectifs de nos clients. Concepts Créatifs : Nos équipes créatives brainstorment et développent des concepts innovants qui résonnent avec le public cible et renforcent le message de la marque. Exécution : Nous mettons nos plans en action à travers divers canaux de communication tels que les relations publiques, les médias sociaux, le marketing de contenu et les campagnes numériques. Mesure et Optimisation : Nous surveillons en permanence les résultats de nos campagnes et les optimisons si nécessaire pour obtenir les meilleurs résultats possibles. Nous utilisons l'analyse des données pour mesurer l'efficacité et obtenir des informations précieuses. Collaboration : Nous croyons en une communication transparente et travaillons en étroite collaboration avec nos clients tout au long du processus. Nous tenons des réunions régulières pour discuter des progrès et ajuster les stratégies en fonction des retours et des résultats. Chez TEAM LEWIS, nous nous efforçons de bâtir des relations durables avec nos clients et de les aider à atteindre leur plein potentiel grâce à des solutions de communication efficaces et créatives. CE QUE NOUS FAISONS Chez TEAM LEWIS, nous offrons une large gamme de services pour soutenir nos clients : Relations Publiques : Renforcez votre marque et atteignez un public plus large grâce à des campagnes de relations publiques stratégiques. Marketing d'Influence : Collaborez avec des personnes influentes pour promouvoir votre marque de manière authentique. SEO : Augmentez votre visibilité sur les moteurs de recherche grâce à une optimisation efficace des moteurs de recherche. Recherche Payante : Maximisez votre retour sur investissement avec des campagnes de recherche payante ciblées. Marketing sur les Médias Sociaux : Renforcez votre présence sur les réseaux sociaux et engagez votre public avec des campagnes stratégiques. Marketing Digital : Développez et mettez en œuvre des stratégies marketing efficaces qui soutiennent vos objectifs commerciaux. Services Numériques : Optimisez votre présence en ligne avec nos solutions complètes de marketing numérique. Création de Contenu : Créez un contenu engageant qui attire votre public cible et renforce votre message de marque. Communication de Crise : Protégez votre marque grâce à des stratégies de communication de crise proactives et réactives.
Looking for work in Conference Planning
Located in Antwerp, Belgium (+1)
From €1,000 for Conference Planning
Worked in Clothing & Accessories (+16)
Speaks English, Dutch(+2)
11-50 members
Efluenz
5
(1 review)
Your influence marketing expert !
Founded six years ago, Efluenz emerged from a vision to revolutionize the influencer marketing landscape. From its inception, Efluenz has been dedicated to creating meaningful and impactful connections between brands and influencers. Yasmin's entrepreneurial spirit and innovative approach propelled Efluenz to quickly become a key player in the industry, offering creative, data-driven strategies that help brands tell compelling stories and reach their target audiences effectively. Efluenz’s journey is marked by its commitment to innovation and growth. As the agency evolved, it forged a significant partnership with Groupe Rossel, enhancing its capabilities and expanding the possibilities it can offer to its clients. This collaboration has allowed Efluenz to provide a broader range of services, integrating the latest trends in digital marketing and media to deliver even more powerful and effective campaigns. Today, Efluenz stands as a dynamic and forward-thinking agency that thrives on creativity, authenticity, and client-focused strategies. Its mission remains clear: to empower brands by connecting them with the most relevant influencers, creating collaborations that are not just successful but also deeply resonate with audiences. Through its dedication to excellence and its innovative approach, Efluenz continues to shape the future of influencer marketing, ensuring that every campaign it creates is both impactful and memorable.
Looking for work in Conference Planning
Located in Brussels, Belgium
From €3,000 for Conference Planning
Worked in Retail (+23)
Speaks English, Dutch(+2)
11-50 members
WMH Project Brussels
(0 review)
We Make it Happen!
Founded in 2004, WMH Project Brussels is a 360° events and communications agency that continues to grow year on year thanks to the trust of its customers and a team of trilingual, university-educated experts. From the conceptualisation of a strategy to its implementation on the field, WMH Project Brussels is your one-stop shop in communication across all domains. In 2009, we created our pan-European network of partner agencies covering a territory from Moscow to Lisbon and from Stockholm to Dubai: WMH Network.
Looking for work in Conference Planning
Located in Etterbeek, Belgium
From €1,000 for Conference Planning
Worked in Food (+4)
Speaks English, Dutch, Belgium(+1)
11-50 members
MGS - Event Provider
(0 review)
Event Provider : son, lumière(s), mobilier, vidéo, stand & animations.
MGS, votre fournisseur pour tous les domaines de l’événementiel. Nous disposons de tout le matériel et l’expertise en interne pour vous assister dans la conception et la réalisation de votre événement. Du simple besoin en équipement à la réalisation de vos projets événementiels les plus complexes, nous mettons notre expertise et créativité à votre service. Particuliers ou professionnels de l’événementiel, vos idées deviennent réalité avec MGS.
Looking for work in Conference Planning
Located in Aywaille, Belgium
From €100 for Conference Planning
Worked in Others (+4)
Speaks English, Dutch, Belgium(+1)
1-10 members
Revaio
3.6
(3 reviews)
Your path to a sustainable strategy
Recommended
With our expertise in the creation and positioning of dozens of brands, we help take your business to the next level. Consider: - Strategic positioning - Website & webshop development - (Employer) Branding - Video (advertising) - Digital marketing (Social media, Google Ads, newsletters, ...) - Conversion Rate Optimization
Looking for work in Conference Planning
Located in Turnhout, Belgium
From €1,000 for Conference Planning
Worked in Entertainment & Events (+2)
Speaks English, Dutch(+3)
1-10 members

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Customer reviews about Conference Planning Companies in Belgium

Corporate Affairs ManagerFinance | Antwerp, BE

As a corporate client hosting several industry-specific seminars, I must commend this Belgian conference planning service for their dedication and professionalism. Their ability to adapt to various themes and scale according to our needs has made them our first choice repeatedly.

Sustainability OfficerEnvironmental Services | Ghent, BE

I was particularly impressed by the innovative ideas brought forward by one of the top conference planning companies in Belgium. Their dedication to sustainability was evident as they incorporated eco-friendly practices throughout our event, setting a benchmark and uplifting the overall attendee experience.

Event CoordinatorTechnology | Brussels, BE

Working with this conference planning company in Belgium was a truly seamless experience. They meticulously organized a multi-day conference for us, handling everything from venue sourcing to technology set-ups and guest accommodations. Their attention to detail and expertise in event management ensured a smooth and successful event.

Insights from Our Expert: Conference Planning in Belgium

Belgium, renowned for its rich history and vibrant cultural tapestry, is also a pivotal hub for international conferences. As a local expert at Sortlist, I've had the privilege of assessing numerous conference planning agencies here. With a robust portfolio of 20 projects and an impressive 52 client reviews, Belgian agencies are a testament to their world-class service offerings.

Awards and Recognition

Local conference planning agencies stand tall with international accolades and national awards under their belts. These recognitions highlight the meticulous planning, creativity, and unwavering commitment to excellence these companies exhibit. Such accolades serve not just as a testament to their capabilities but also as a trust signal for potential clients exploring options for their next big event.

Clientele and High-profile Projects

From tech giants to major consumer brands, Belgian conference planners have successfully managed events that garner global attention. The successful orchestration of these conferences, covering everything from logistic management to guest satisfaction, showcases the high level of expertise and resourcefulness of local agencies.

Budget Considerations for Conference Planning

When selecting a conference planning service in Belgium, budgeting sensibly is crucial. Here's a tailored guide based on the scale and scope of your event:

Small-scale Events: Local providers often offer competitive rates suited for startups or local businesses. A basic conference package might range between €5,000 and €15,000, providing essential services such as venue booking, basic audio/visual setup, and food & beverage management.
Mid to Large-scale Conferences: For larger conferences, particularly those with international attendees, the costs can escalate to between €30,000 and €100,000. These events demand comprehensive services including sophisticated technological setups, custom branding, and multi-language support.
High-profile International Conferences: High-grade events, dealing with thousands of attendees and global stakeholders, may see budgets starting from €100,000. This investment caters for a top-tier event experience with superior quality in every aspect from security to entertainment and international media coverage.

Project Review and Selection Tips

Before committing to a conference planning agency, it’s advisable to review their past projects. The 20 works showcased by Belgian agencies provide a glimpse into their operational style and scale capability. Evaluating these projects helps in aligning your conference objectives with an agency’s proficiencies.

Belgium's conference planning services continue to thrive, drawing on a blend of traditional charm and modern efficiency. Whether it's an intimate business meeting or a grand international summit, Belgium offers a diverse range of planners capable of creating impactful and memorable events. Trust in the local expertise and let Belgium host your next successful conference.

Written by Karim Saadoune Sortlist Expert in BelgiumLast updated on the 18-06-2025

Latest Projects Submitted to Conference Planning Services in Belgium

European Business Strategy SymposiumWell-established European business consultancy>70.000€ | 06-2025A leading business consultancy is looking for a conference planning agency to organize a multi-day symposium focused on business strategy within the European market. The event should bring together top executives and industry leaders to discuss the latest trends and strategies in business management.

Sustainability in Business Conference OrganizationEnvironment-conscious manufacturing firm>45.000€ | 06-2025A company dedicated to sustainable manufacturing practices is seeking a conference planning agency to organize a large-scale event focusing on environmental sustainability in business. The event aims to bring together industry leaders to discuss green technologies and strategies.

International Business Strategy ConferenceMajor global consulting firm~75.000€ | 06-2025A well-reputed consulting firm is seeking an experienced conference planning service to organize an international business strategy conference. The event aims to gather industry leaders, provide insightful discussions, and explore emerging business trends.

European Retail Expo OrganizationMajor European retail chain>50.000€ | 06-2025A large retail chain in Europe is searching for a competent conference planning service to organize a retail expo. The event aims to showcase innovations in retail technology and connect various stakeholders in the industry.

European Sustainability Conference CoordinationWell-known environmental NGO>70.000€ | 05-2025A respected non-governmental organization focusing on environmental issues is searching for a conference planning agency to coordinate a significant sustainability conference in Europe. The event will host influential policymakers and industry leaders to discuss and promote sustainable practices.

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Frequently Asked Questions.

Planning a successful conference in Belgium requires attention to several key elements. As an expert in conference planning with extensive experience in the Belgian market, I can highlight the following crucial factors:

Strategic Venue Selection: Choose a location that's easily accessible, preferably near major transport hubs like Brussels Airport or well-connected cities such as Antwerp, Ghent, or Liège. Consider venues that showcase Belgium's unique character, such as historic castles, modern convention centers, or even breweries for a local touch.
Timing and Seasonality: Be mindful of Belgian weather patterns and major events. Aim for spring or fall to avoid summer holidays and winter travel difficulties. Check the local calendar to prevent conflicts with significant Belgian events like the Brussels Jazz Festival or the Gentse Feesten.
Multilingual Approach: Belgium is officially trilingual (Dutch, French, and German). Ensure your conference materials, signage, and presentations are available in multiple languages, with professional interpreters if needed.
Cultural Sensitivity: Respect Belgium's diverse cultural landscape. What works in Flanders might not resonate in Wallonia. Tailor your approach to the specific region and audience.
Innovative Technology Integration: Belgium is known for its strong tech scene. Incorporate cutting-edge conference technologies like AI-powered networking tools, virtual reality experiences, or hybrid event capabilities to enhance engagement.
Gastronomic Excellence: Leverage Belgium's renowned culinary scene. Plan menus that showcase local specialties like Belgian chocolates, waffles, and a selection of famous Belgian beers, ensuring dietary restrictions are accommodated.
Sustainable Practices: Belgium is committed to sustainability. Implement eco-friendly practices such as digital programs, locally sourced catering, and waste reduction strategies to align with local values and regulations.
Engaging Program Content: Curate a mix of local and international speakers, interactive workshops, and panel discussions. Consider including topics relevant to Belgium's key industries like biotechnology, logistics, or European politics.
Networking Opportunities: Create ample spaces and times for attendees to connect. This could include Belgian-style 'meet and greets' with local delicacies or organized tours of nearby attractions.
Local Partnerships: Collaborate with local businesses and organizations to enhance the conference experience and provide authentic Belgian touches.

According to a recent study by the International Congress and Convention Association (ICCA), Belgium ranks in the top 20 countries worldwide for hosting international association meetings, with Brussels being in the top 5 cities. This underscores the country's capability and experience in hosting successful conferences.

By focusing on these key elements, conference planners can create a memorable and effective event that leverages Belgium's unique strengths and meets the high standards expected in this sophisticated market.

Selecting the right venue for your conference in Belgium is crucial for its success. Here are the most important factors to consider:

Location and accessibility: Choose a venue that's easily reachable for your attendees. Belgium's central location in Europe and excellent transport links make it an ideal conference destination. Consider proximity to major cities like Brussels, Antwerp, or Ghent, as well as accessibility by train, car, and air travel.
Capacity and layout: Ensure the venue can comfortably accommodate your expected number of attendees. Look for flexible spaces that can be adapted to different session formats, including plenary sessions, breakout rooms, and networking areas.
Technical facilities: High-quality audiovisual equipment, reliable high-speed internet, and good acoustics are essential for a smooth conference experience. Many Belgian venues offer state-of-the-art technology to support hybrid or fully virtual events.
Catering options: Belgium is known for its culinary excellence. Look for venues that can provide high-quality catering services, accommodating various dietary requirements and showcasing local Belgian specialties.
Accommodation: If your conference spans multiple days, consider venues with on-site accommodation or nearby hotel options. Belgium offers a range of accommodation types to suit different budgets.
Sustainability: With growing emphasis on eco-friendly events, choose venues that prioritize sustainability. Many Belgian venues now offer green meeting options and follow environmentally responsible practices.
Budget: Ensure the venue aligns with your budget, considering all costs including rental, catering, technical support, and any additional services.
Local attractions: Belgium's rich history and culture can add value to your conference. Consider venues near cultural attractions or in historic buildings to enhance the overall experience for attendees.
Multilingual support: Given Belgium's multilingual nature, check if the venue can provide support in multiple languages (typically Dutch, French, and English) to accommodate diverse attendees.
Season and weather: Belgium's weather can be unpredictable. Ensure the venue has appropriate facilities for the time of year, such as air conditioning for summer events or adequate heating in winter.

According to a recent survey by the Belgium Convention Bureau, 78% of conference organizers rated location and accessibility as the top factor in venue selection, followed by technical facilities (65%) and catering quality (58%). By carefully considering these factors, you can select a venue that will contribute significantly to the success of your conference in Belgium.

The rise of virtual and hybrid events has significantly transformed the conference planning landscape in Belgium, as it has globally. This shift has brought about both challenges and opportunities for conference planners and attendees alike. Here's an overview of the key changes:

1. Increased Flexibility and Reach

Belgian conference planners can now cater to a global audience without the limitations of physical venues.
Attendees from around the world can participate in Belgian conferences without travel expenses, boosting attendance numbers.

2. Cost-Effectiveness

Virtual components reduce costs associated with venue rental, catering, and on-site staff in major Belgian cities like Brussels, Antwerp, and Ghent.
Sponsors can reach a wider audience with potentially lower investment, making Belgian conferences more attractive for international partnerships.

3. Technological Advancements

Belgian conference planners have had to upskill rapidly in areas such as:

Virtual event platforms
Live streaming technologies
Digital networking tools
Cybersecurity measures to protect virtual attendees

4. Hybrid Event Models

Many Belgian conferences now offer a mix of in-person and virtual experiences, catering to diverse preferences:

In-Person Component	Virtual Component
Traditional networking opportunities	Virtual networking lounges
Live presentations	On-demand content access
Physical product demonstrations	Virtual exhibition halls

5. Enhanced Data Analytics

Virtual platforms provide Belgian conference organizers with rich data on attendee engagement, allowing for:

Better understanding of attendee preferences
Personalized content recommendations
Improved ROI measurement for sponsors

6. Sustainability Focus

The reduction in travel aligns well with Belgium's commitment to sustainability. According to a 2023 study by the Belgian Events Federation, virtual components in conferences have contributed to a 30% reduction in the carbon footprint of the events industry in Belgium.

7. Challenges in Attendee Engagement

Belgian conference planners now face the challenge of keeping virtual attendees engaged. This has led to innovations such as:

Interactive sessions with live polling and Q&A
Gamification elements to encourage participation
Virtual reality (VR) experiences showcasing Belgian culture and landmarks

8. Adapting to Multilingual Needs

Given Belgium's multilingual nature, virtual platforms have enabled easier integration of real-time translation services, making conferences more inclusive for French, Dutch, and German-speaking attendees.

In conclusion, the rise of virtual and hybrid events has revolutionized conference planning in Belgium, offering new opportunities for global reach and innovation while presenting challenges in technology adoption and engagement strategies. As the industry continues to evolve, Belgian conference planners are at the forefront of blending traditional hospitality with cutting-edge digital solutions to create memorable and impactful event experiences.