ESA Conference Bureau - Event Support Request Form

Welcome on the official page of the ESA Conference Bureau to request support with the organisation of your upcoming event.

We’re excited to help you bring your event to life! This page is designed to make the planning process as smooth and efficient as possible. To get started, please fill out our Event Request Form with all the necessary details. This will allow us to understand your needs and provide the best possible support for your event.

The process is simple:

  • Complete the form with accurate information about your event
  • Submit your request so our team can review and confirm the details
  • We’ll follow up with you to finalize arrangements and ensure everything runs perfectly

Your event matters to us, and we’re here to make it a success.

After submitted the document both yourself and the ESA Conference Bureau will receive an e-mail with the event information provided. Once received by the ESA Conference Bureau a project manager will reach out to you for scheduling an intake meeting.

Organiser details

Directorate

Please indicate below for which directorate your work:

Address Code

Please provide your ESA Address code below (if you're not sure about your address code, you can find this in the ESA directorate):

Budgetline (WBS or Cost Centre)

If already known, please provide the Budgetline (WBS or Cost Center) to be used within ESA: (This information can be received from your Business Unit Controller. The Budgetline needs to be provided before the signature loop starts.)

General Event Information

The following fields are requested to provide some general information about your event.

Event Name

Start Date

End Date

Event Type

Please indicate what kind of event you would like to organise:

Onsite event organised at an ESA Establishment or external event location. No online component is involved.

 

Online event organised with the support of an ESA approved online event tool such as MS Teams, WebEx or Let's Get Digital.

 

Onsite event organised at an ESA Establishment or external event location. The event also has an online module for remote participants to join the sessions.

Location

Please indicate below where you're planning your event to be organised.

ESA Establishment Event

Please indicate below detailed information about the meeting rooms needed for the event.

Did you already book a meeting room at an ESA Establishment?

If yes, which meeting room(s) did you book? If no, which meeting room(s) do you want to book?

External Event Location

Please indicate below some more information about the external location of your preferences.

Preferred Venue / City / Area

If there is any preferred venue, area or location for your event, please inform us in the following field. Please also indicate if availability is already checked with venues. If there is no preference please indicate with "N/a".

Country

Please indicate the country or countries of your preference.

Video Conferencing Tool

Please indicate below which of the online video conferencing tools has your preference.

Video Conferencing Tool

Participants

Please provide below more information about the expected participants of your event.

Type of participants

Please inform us about the type of participants you are expecting for your event. Multiple type of participants can be selected.

Services & Support

The ECB delivers services for the support of ESA events via a two part structure. There are a set of tasks which fall under the fixed management fee charged per event. These tasks are standard included in the support the ESA Conference Bureau provide per event. These tasks are:

  • T.1. Event time line
  • T.2. Event plan
  • T.3. Request for ESA site services
  • T.4. Clearance for events hosted on ESA sites
  • T.5. Security clearance for list of participants
  • T.6. Management of lunch break at ESA sites
  • T.7. Checking of facilities, equipment and services
  • T.8. Event safety briefing
  • T.9. Event report
  • T.10. Event budget
  • T.11. Dedicated Bank account
  • T.12. Additional expenditure amendment
  • T.13. Execution of payments, invoice processing
  • T.14. Collection of subsidies and other contributions
  • T.15. Final account
  • T.16. Invoicing for event expenditure and management fee
  • T.17. ESA Organiser feedback

There are also additional services which can be booked per event, and are charged at separate rates. These additional services are listed below.

Additional Services

Please mark the required services which are to be provided by the ESA Conference Bureau. An overview of the explanation of these service can be viewed here. Based on the chosen services, additional questions will be asked about the specific services.

Registration Handling

Registration Fee

To cover the costs of the event, is there a registration fee involved?

Scientific Programme Management

Type

Please indicate what kind of support is needed for the Scientific Programme Management.

Social Event Organisation

Type of Events

Please indicate what kind of Social Events you would like to organsie during your main event.

Exhibition

Number of Expected Exhibitors

Sponsors

Invited Participants/Speakers

Please indicate below how the invited participants/speaker will arrange their logistics. Either participants/speakers will make their own logistics and they can claim their costs via a reimbursement or the ESA Conference Bureau will arrange all logistics and pay directly to the suppliers.

Printed Matters (Event Branding)

Please indicate what kind of event branding / printed matters are needed for the event.

Conference Kit

Please indicate which items you wish to add to the conference kit which will be handed out to the participants.

Summary

Terms and Conditions
After submitting the form, the ESA Conference Bureau will contact you within 1 week to go over the request with you and discuss the timeline of the project.

Thank you for your event request!

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