Meetings & Events
Events with added wow factor.
With that extra-special something. Do you want to turn your event into an “eventure” and leave a lasting impression on your guests? Or go full-hybrid with your next meeting and keep your participants up to speed on all the latest developments with a purpose-built app? As an American Express Global Business Travel network partner, we offer that little bit extra when it comes to global performance.
For carefree congresses.
No more guesswork. When it comes to planning congresses and meetings, PCO beats DIY every time! After all, there is much more to the job than just excellent organisational skills. As a Professional Congress Organizer (PCO) we put an experienced team at your side from the word go – we are with you every step of the way whatever it takes. We can take procedures like managing registrations, budget control and handling scientific abstracts off your hands.
Turning group travel into an experience.
Say goodbye to average. Are you thinking about setting off on a group business trip? Or do you want to inspire your employees with an unforgettable travel experience? From works outings to teambuilding events and incentive trips – we will put together a travel package that exceeds your expectations. Your personal travel adviser knows everything there is to know about your destination and will share their tips and tricks – always keeping your budget in mind.
MICE is our business.
That´s what we say
Joining forces to turn your meetings, incentives, congresses and events into unique experiences: Your meeting and event specialists at AX Travel Management. Your congress professionals at Austropa Interconvention. Your incentive experts at Verkehrsbüro Business Travel. All working together under the Verkehrsbüro MICE Services umbrella brand.
We are part of the Verkehrsbüro Group, Austria’s largest tourism company. As an American Express Global Business Travel network partner, we have a truly worldwide presence. And we are the global market leader in the meeting and event management sector.
Our employees‘ unique depth of experience adds a whole new dimension to our products and services.
That´s what our customers say
“[…]I would like to take this opportunity to thank you and your team for your excellent work before, and during, the congress. Everything went perfectly, and as organisers we were highly satisfied with your service, as were our participants. If we ever need to organise another congress, we know who we will be getting touch with! […]
“[…]with EFMC12 now successfully brought to a conclusion I would like to extend my warmest thanks to you for all your hard work. I was particularly impressed with the way you implemented our special requirements so quickly. On a personal level, I also found every interaction highly constructive and pleasant. I would recommend AUSTROPA (VB MICE) to any other prospective meetings organiser unreservedly! […]
„[…]I’ve worked with a lot of different people during my career, but I have to say that I have never encountered quite this level of professional support before! The congress was a great success at every level! […]
„[…] As we have had lots of highly positive experiences with Austropa over a period of many years, we decided to go with them for the 25th International Conference on Health Promoting Hospitals and Health Care. The Austropa Interconvention team makes the seemingly impossible possible and organises everything perfectly, right down to the very last detail. The feedback from our international participants was positive across the board[…]“
„[…] to say thank you once again for all of your work, tireless support in all areas and particularly for your dedication on site during the week of the congress – it was wonderfully comforting to know that we could rely on you and your employees fully for all of the registration procedures and any other formalities. […]“
„[…] The Motor Symposium played out successfully once again this year! Austropa’s employees played a major role in this success. We would like to pass on our warmest thanks for their excellent support, both during the preparation phase and during the event itself at the Hofburg Vienna congress centre.”
Covid-19 prevention concept.
This is how safe events work.
Are you planning an event and need a Covid-19 prevention concept? Some of our MICE specialists have been trained as Covid-19 officers. They are happy to relieve you of the time-consuming organization of your event, with guaranteed retention of the Covid prevention measures.
Tip: Our professional participant management can also quickly enable corresponding contact tracing in corona cases.
What do you have to consider?
- Selection of appropriate location (guarantee of minimum distances, regular cleaning of sanitary facilities, evacuation plans etc.)?
- Selection of catering partners who are familiar with all hygiene guidelines
- Organization of necessary medical staff for rapid tests on site. Covid-19 officers provide on-site support for all processes. Interested? firstname.lastname@example.org
Meeting & Event Management.
Unlimited creativity at your fingertips.
Our seasoned event designers will help you plan and stage your events. Tailored to your individual specifications and objectives, our custom concepts always have a consistently clear underlying structure. We are there to provide support and advice at every stage of your meeting or event – from pinpointing that special location or helping you to get to grips with participant management. We create unique experiences – always with the goal of ensuring that your guests take away a lasting impression.
We also keep your finances under control.
We will develop a viable event concept that matches your strategic goals. Make the most of your cost-saving potential. Bring that all-important transparency to your spending and activities with a strict focus on strict cost management and clearly structured processes. We analyse and manage your contractual risks. Our experts will answer your finance and compliance-related questions, and advise you on other aspects such as duty of care towards your participants. By working together we can keep an eye on the big picture.
Destination Management (DMC).
Price negotitation and reservation of a block of hotel rooms. Corporate block bookings with own web tool.
Logistic support. Transfers and shuttle services. Booking air and rail tickets. Visa, lounge entrance and many more.
Customized excursion packages. Ordering tour guides, buses, exclusive tours and many more.
Selection of location. Supervision & coordination on-site. Design & planning. Catering, technics, music, moderation and many more.
Congress Management (PCO).
Precise planning and efficient organization are the alpha and omega of making your congress a success. Think in due time of the subleties of taxes and insurance. And the great art of not just staying within budget, but – if possible – effectively lowering costs. An experienced project manager will advise you, coordinating and organizing from start to finish.
We support professional associations, scientific organisations or public institutions. You can choose from full service organization or individual elements in a modular approach – whichever you take, you can look forward to custom solutions. It goes without saying that we assure peace of mind when it comes to planning, costs and quality.
Discussion of needs and definition of goals. Development of an action and time plan. Location finding and management conference centre. Advice and contract preparation. Negotiations with subfirms.
Identify specific costs. Careful budgeting. Ongoing monitoring and analysis of the budget.Support with all taxes. Congress billing. Efficient accounting.
Evaluation & selection of third-party companies. Coordination of temp staff. Registration management. Coordination of details and monitoring of overall congress procedures.
Online form for attendee registration. Payment support. Correspondence with attendees.
Help with marketing and sales activities. Creation of a congress website & logo in corporate design. Coordination of publications and forms.
Online form for submission of abstracts. Online appraisal and rating of papers. Notification of presenters and program development.
Unique travel agent services.
Like our colleagues in the Business Travel team, our status as certified IATA travel agents gives us full access to a range of professional reservation systems. This puts the best flight, hotel and hire car options at your fingertips, too. And that’s before we even get to all the service upgrades such as web check-in, travel insurance and lounge access – at your disposal, whether you are travelling alone or as part of a group.
Group tariffs with numerous advantages.
When booking individual flights, you usually have to provide passenger details straight away – unless you have a special tariff. And tickets normally have to be issued as soon as the booking is confirmed. But booking for groups of 10 or more brings clear advantages. In the majority of cases, you can do much more than simply change the names of those flying. Cancellation and rebooking policies for group tickets also less restrictive. And if that wasn’t enough, airlines and hotel chains also offer group specials for limited periods.
Safe and secure overview.
Central passenger lists ensure that you always have a reliable overview, including in an emergency. Our data tracking activities enable you to fulfil your duty of care towards your participants. It goes without saying that the traveller tracking solutions we provide for our customers comply fully with all the applicable travel and meeting guidelines. And our enhanced spending control systems have the potential to save your company money.
Local and global partnerships.
Being part of the Verkehrsbüro Group not only gives us access to the best conditions from our partners and suppliers here in Austria. As an American Express Global Business Travel network partner, we benefit from attractive worldwide contracts with airlines and hotel chains. And we have also launched our very own partner programme. We are ideally placed to offer you the best possible prices and can go back and try to renegotiate even better conditions wherever the situation calls for it.
Business travel management.
Business as unusual.
Because it’s not always group travel. Our Business Travel experts are also available to take care of single-person bookings for hotels, hire cars and railway journeys. Various online tools and BEasy,our travel master are available for anyone who prefers to take care of their own bookings. With numerous service upgrades you can ensure that travel planning will be plain sailing with us. We are always looking for ways to save you money and improve sustainability, and we keep your duty of care at the forefront of our minds. To make sure that your travel management hits the spot every time!
Your number 1.
Whether it’s in Austria or as a global American Express Global Business Travel network partner – there are precious few routes that do not lead to us when it comes to business travel. Personal assistance from our 160 Business Travel pros. Local service in Vienna, Linz, Graz, Salzburg, Klagenfurt and Bregenz. 24/7 emergency hotline operated by local employees on the ground here in Austria. Online tools customised for your company. Local online support team with technical help desk etc. www.vb-business.at