Open call for proposals to host future VSE Annual Conferences

Each year VSE holds its Annual Conference in different regions around Europe. The conference is a major international event, providing a unique opportunity for key actors to actively engage in issues related to EU victims of crime. Between 250-500 participants from victim support organisations – both staff and victims – as well as practitioners, researchers, experts, academics, EU and national government officials, law enforcement and criminal justice staff attend the event.

The conference constitutes an essential part of VSE’s global victim support community-building and outreach efforts. VSE sets the regions in which it will hold its conferences. Proposals are then solicited from VSE member organisations interested in hosting the Annual Conference. VSE then evaluates the proposals and selects the host for each year’s event. National support for a particular proposal is an important consideration. The specifications outlined below detail the anticipated minimum required elements of the VSE Annual Conference and the minimum responsibilities of the hosting organisation.

VSE will consider all elements of a proposal in making its decision but will pay special attention to the provision of basic/minimum requirements as specified below. It is preferred that the meetings be held in the main hotel where the delegates reside. This will minimise time and expenses spent on local transportation. Under exceptional circumstances, VSE will consider a separate meeting and hotel location if no alternative is available. Elements such as convenience to international airports, personal safety of meeting participants, meeting space, network infrastructure, and ability of local hosts to meet their host’s responsibilities will be considered by VSE in making its selection. Proposals may be submitted by filling in this online form.

–> SUBMIT YOUR PROPOSAL HERE <–

Please find below more detailed information on the organisation of the Annual Conference.

I. Typical Schedule for a Meeting

• Day 1 – VSE’s Annual General Meeting
• Day 2 – VSE’s Annual Conference DAY 1
• Day 3 – VSE’s Annual Conference DAY 2
• Day 4 – VSE’s Annual Conference DAY 3 (OPTIONAL)

The schedule above is an example of the most recent conference structure, but this schedule is subject to change. The hosting organisations must arrange event premises for the conference on these days.

II. Meeting Venue

The conference is traditionally held in a hotel with large conference facilities. We try to maintain this structure because it is advantageous to the meeting. By having the meeting in the hotel, we eliminate local transportation costs for the attendees, but also having the participants in the meeting venue promotes attendance, punctuality, and gives people the opportunity to casually meet in the hotel lobby, etc. without having to make formal appointments. The meeting Hotel/Venue should be conveniently located in a metropolitan area close to other hotels, restaurants, banks, public transit, and shopping areas.

The main meeting room should offer Standard Audio/Visual Package:

• LCD Projector Screen
• 3 table microphones
• Hybrid or Polycom for conference calls
• Power sockets for requested number of people
• There should be at least 6 workshop realms available for simultaneous use

III. Travel Requirements

Accessibility to international airports and convenience of travel to and from the conference venue will be considered by VSE when selecting a location for the meeting.

IV. Local Hosts Responsibility

The local host (VSE Member organisation) will be responsible for the following items:

• Assisting VSE in locating a suitable venue
• Assisting VSE in developing the conference programme
• Planning all the practicalities of the event (locating vendors to provide required services, logistics)
•  Attracting the national/regional stakeholders to participate in the event

If you have any questions, please don’t hesitate to contact Communications Assistant Lieselotte Van Den Heuvel on the following email l.vandenheuvel@victimsupporteurope.eu.

Wishing you a good day!

Kind regards,
VSE Communications & Events Team