‘By ease’s mission: helping every client organise scientific conferences’

Professional Conference Organiser By ease organises international conferences and meetings for universities, colleges, associations, institutions, and non-profit organisations, which often involve assignments from a scientific perspective.

One of the upcoming conferences that By ease is proud to be involved in is Exoplanets 5, which will bring together 750 researchers from around the world, including a Nobel Prize winner. Focused on exoplanet research, the multi-day conference in Leiden in June will attract international attention. A home game for the By ease team, which has been organising national and international conferences and meetings for almost 40 years.

The university city of Leiden is the basis for By ease, whose field of work extends far beyond national borders. “It’s great that By ease can organise such a major conference, which will draw the attention of leading scientists to Leiden. Why us? In addition to our expertise, we connected, and that gives us wings.”

Leids Congres Bureau

Part of the Leids Congres Bureau, By ease has developed into a professional conference organiser in a highly specialised area, that of organising scientific conferences, down to the last detail. One goal always comes first, and that is: how can we make it as easy as possible for the client? “In other words, what can we do to help? How can we make sure that the customer spends as little time as possible organising and still feels confidently in control? This is the common thread that runs through all focus areas,” says Marit Wormgoor, manager at By ease and experienced conference organiser.

Make it legible. Expand. Think ahead. Think along. Think of new ways. The road to a smooth process starts well in the preliminary stages, as Wormgoor emphasises. “Coordinate well and be clear. What are your objectives, what’s important for the client and their guests, and how are we going to achieve these objectives together? To what extent does our client want to handle things themselves? We can take care of the entire marketing and communication, as we often get asked, but maybe the client’s wishes have already partly been crystallised. Everything is possible.”

Handling abstracts

From a scientific perspective in particular, organising parties are more likely to rely on partners who know the ins and outs. By ease has a lot of experience handling abstracts, advising on non-substantive parts of the call for tender, collecting scientific contributions, and coordinating the review process.

The meeting needs to have the most interesting platform possible, and communication is a pillar that allows you to strike the right chord, says Wormgoor. “Here too, our approach is to think with clients. How we properly implement the corporate identity in all areas, how to communicate with potential participants and what the tone of voice will be. The last thing you want is to miss the mark. Mixing up formal and informal forms of address in languages where there’s a clear distinction between the two could raise some eyebrows.”

Organising a great conference is one thing, but achieving an additional goal is another. “A conference is often not the only tool, but it is a very nice instrument for achieving other goals that the association has. Mention membership growth and creating a surplus that covers certain costs, allowing the association to continue its activities. That’s why a conference at which the association shows what it as an entity can do for its members is often also a means of attracting new people. We can come up with a variety of tools to achieve this. We contribute ideas,” explains Wormgoor.

Details

Collaboration is often done with local committees that organise meetings with international associations. For example, By ease offers a helping hand in preparing the quote. “We often see a very nice triangular relationship arise where By ease’s task is to safeguard both the interests of the association and those of the local organising committee. We know very well how a conference should be organised, even though it’s all about the details. We enjoy taking on that task every time to deliver the best possible conference. Also, be sure to challenge us. It gives us the energy to get things done.”

Done with care

By their own admission, By ease’s working area extends from Nice to Stockholm, to name just a few beautiful cities. The team lays the foundation during an on-site visit. They experience the atmosphere and visit hotel accommodations as well as the venue and locations where social activities can be held. This is how the concept slowly comes about.

In By ease’s technical terms, the total concept is carefully called ‘providing protection’. Protecting clients on all fronts from possible pitfalls, but also guaranteeing a safe financial result and the safe processing of cash flows. “Clients’ reputation depends on their success. They must shine, receive compliments and be proud that this special project is on their resume. That attention seeps into all the details, as it would when you create a registration form, set up the submission portal for abstracts and communicate. As if you permeate all parts of it with your wishes and objectives,” explains Wormgoor.

At the By ease office, they stick to the three core values ​​that are written in capital letters: MAKE IT FUN, MAKE IT MATTER, MAKE IT HAPPEN. “Fun, because what you like, you do well. We believe that’s very important. Matter, because we create something that matters to clients and participants. Happen because we make sure that everything that needs to happen happens. Our best compliment ever? Our team exudes fun, said a client once. Plus, he didn’t have any worries about anything. That will make us shine again, and that’s why we do it!”