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Organiser toolkit

This toolkit gives you everything you need to organise and promote your conference or event smoothly and efficiently.

Inside, you’ll find practical information on logistics, accommodation, catering, experienced local partners who can support you throughout the organisation of your event. This toolkit provides the right tools and the right contacts to bring your conference to life.

Travelling to Leuven

Leuven is centrally located in Belgium and exceptionally easy to reach by air, rail and road.

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Practical visitor information

Essential information for international visitors to Leuven, including language, payment methods, safety, and local climate.

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Find inspiring locations in and around Leuven

For a full overview of conference venues in Leuven, please consult the locations page.

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Conference accommodation in Leuven

Leuven offers a broad mix of accommodation options suitable for conferences and events of all sizes.

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Catering

Leuven provides diverse catering options for conferences and events, ranging from coffee breaks to full‑service dining.

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Service providers

Local service providers in Leuven can support conference logistics, including transport, signage, technical equipment, and on‑site staffing.

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Communication materials for your event

Explore a curated collection of visuals and texts to help you present Leuven clearly and professionally in your event communication.

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Conference social programme

A curated selection of social activities that can be integrated into your conference programme.

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What to experience in Leuven beyond the conference

Leuven offers inspiring experiences beyond the conference, from heritage and museums to cafés, beer culture, and green spaces.

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We aim to provide conference organizers with as much relevant and accurate information as possible. If you notice anything that’s incorrect or if you're missing essential details, please don’t hesitate to let us know. Your feedback helps us keep this resource useful and up to date.