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Bid for an event

NewcastleGateshead Convention Bureau’s Conference Ambassador Programme is here to help academics, professionals, researchers and business figures create a successful bid and then to stage an inspiring and rewarding conference in NewcastleGateshead.

In considering where to hold its next conference, an association or society is strongly influenced by the input of a local member, with the final decision often based on a competitive process with bids spearheaded by a local ‘Conference Ambassador’.

You provide the scientific, technical or industry knowledge, a network of contacts and programme ideas. The Convention Bureau provides high-quality bid documentation, expert knowledge, unbiased advice on venues, social programmes, transport and accommodation, and support throughout the process – free of charge. By working together, we can create a first-class proposal and professional presentation materials, giving your bid the best chance of success.

The conference industry in NewcastleGateshead delivers an estimated local economic impact of around £100 million annually. This programme has been developed to help you bring even greater numbers of high-quality conferences into the region.

To participate in the Conference Ambassador Programme, or to find out more, even if you don’t have a specific event in mind, please contact Caroline Reed, Conference Development Manager, T: +44 (0)191 440 5759, E:

Why bid?

If your work is cutting edge and you’re making waves in your field, then tell the world! Bringing a conference to NewcastleGateshead is a great way to show your colleagues that North East England’s universities, hospitals, businesses and organisations are at the forefront of change and innovation.

Hosting a conference will help you:

  • Highlight new research and developments.
  • Forge national and international links with academic and industry peers.
  • Gain recognition for top staff.
  • Showcase new facilities.
  • Shape the agenda within your field.
  • Position yourself and your organisation as leaders in your discipline
  • Boost your professional standing at home and abroad.
  • You will also make a valuable contribution to the ongoing economic development of NewcastleGateshead and help put the region on the map.

How to bid

With the support of NewcastleGateshead Convention Bureau, bidding for a conference is easy. Follow these simple steps to create an inspirational and successful conference bid:

  • Step 1: Get in touch. If you’re considering holding an event in NewcastleGateshead, let’s meet – the sooner, the better! From meetings for 50 to conferences for 1,700, we’ll carefully consider your requirements and objectives to gain an in-depth understanding of your event and tailor our support to help make your job easier.
  • Step 2: Working in partnership. Together we’ll produce a first-class proposal demonstrating why your association or society should choose NewcastleGateshead, create professional bid documentation and presentations and organise site visits.
  • Step 3: Selecting your venue(s). Be it a luxury hotel or campus facilities, an historic or state-of-the art setting, we’ll make sure you find the most suitable venues, accommodation and support services. We’ll devise an event proposal for you and suggest venues that best match your event format and budget. Once arrangements are in place, we can make the bookings on your behalf.
  • Step 4: Ongoing support. The service offered through the Conference Ambassador Programme doesn’t stop there. We can manage online accommodation bookings, supply visitor guides and provide you with ongoing support and advice before, during and after your event.

How we can help

NewcastleGateshead Convention Bureau is well-practised at handling national and international event enquiries and bringing conferences to NewcastleGateshead. An experienced and professional team, we are here to make it easier for you to stage your event in the region.

Our free of charge convention bureau services include:

  • Bid preparation – composing tailored bid documents and presentation materials.
  • Venue finding and booking – obtaining quotations and providing unbiased advice.
  • Familiarisation visits – hosting and organising inspection trips to potential venues.
  • Online accommodation booking service – arranging bedroom allocations and managing bookings.
  • Support tools – providing images to enhance your marketing materials, and up-to-date visitor guides and maps for your delegates
  • Support services – sourcing providers of transport, specialist event managers and audio-visual equipment.
  • Social programmes – arranging entertainment and social itineraries
  • General advice – guidance on conference planning, budgeting and marketing.
  • Convention Bureau representation – on your organising or host committee.
  • Travel advice – information on rail, road, sea and air travel
  • Red-carpet welcome – providing a bespoke welcome service for your delegates at transport hubs.

To participate in the Conference Ambassador Programme, or to find out more, even if you don’t have a specific event in mind, please contact Caroline Reed, Conference Development Manager.

+44 (0)191 440

Ready to host your perfect event?

From venues and experiences your delegates will love to free accommodation booking services and 'red-carpet' welcomes, find essential information for planning your perfect event here.

NewcastleGateshead Convention Bureau services during COVID-19

To maintain social distancing, the NewcastleGateshead Convention Bureau team is now operating from home.

While we can't welcome you to our beautiful destination to experience it for yourself or show you round our brilliant venues, we are still here to help with enquiries about the destination and to assist with planning future conferences and events in NewcastleGateshead.

Contact us via email at or call us on +44 (0)191 440 5757.