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Service providers

Planning an event involves many practical details, from transport and signage to technical support and staffing. To help navigate these logistics, we’ve compiled a list of service providers who offer professional support for conferences and events in Leuven. Depending on the nature and location of your event, it may also be necessary to request specific permissions, such as access to the city by car through Stad Leuven.

! It is always advisable to consult your conference venue in advance, as they may have specific partnership agreements or preferred service providers for certain aspects of your event.

PCOs managing conference planning and on‑site operations.

Professional Conference Organizers (PCOs)

The following companies specialize in the full-service organization of conferences, including planning, logistics, coordination, and on-site management.

Taxi services at Leuven station for easy local connections.

Transport & mobility Services

Several taxi companies operate in Leuven.

Taxi companies

Shuttle and bus services for group transport in and around Leuven.

Bus companies

These providers specialize in group transport solutions, including shuttle services and chartered buses, ideal for transferring larger groups between venues, hotels, and airports.

Professional AV and technical support for meetings and conferences.

Audiovisual & technical support

Below you’ll find partners who provide equipment, onsite support and full technical production for conferences and events of all sizes.

Exhibition panels and stand‑building services for conference displays.

Exhibition & stand builders

The following companies offer exhibition and stand building services, ideal for setting up poster displays and sponsor booths at conferences.

Furniture and decoration partners supplying setup for events and conferences.

Decoration & furniture partners

The following companies offer services related to event decoration and furniture rental, making them ideal for enhancing conference spaces, lounge areas, and sponsor zones.

Hostess welcoming delegates and distributing conference badges.

Event hostess / on-site staffing

The following companies specialize in providing event hostesses and on-site staff.

Conference materials printed by local partners in Leuven.

Printing services partners

The following companies offer professional printing services for conferences, including posters, flyers, brochures, and signage.

Conference delegates on a city tour.

Social programme support

Support is available for planning and coordinating social activities, such as guided tours and other group experiences for conference participants.

Looking for inspiration?

Discover ideas on our Social programme page
Extra logistical support for your event.

Additional services

Depending on the specific needs of your event, other service providers may be useful, such as companies offering large event tents or security services.

City access & permissions

For certain logistical arrangements, such as transporting materials or equipment by car into Leuven’s city center, it may be necessary to request permission from Stad Leuven. Additionally, if your event takes place in public space, an event permit may be required. Organizers are advised to consult local regulations and submit requests in advance to ensure smooth access and compliance.