Your trusted partner: Helping your conference delegates find the most suitable hotel accommodation for comfort, convenience, and value.
Successful events depend on more than what happens at the venue. As part of our core PCO (Professional Conference Organisation) offering, our hotel accommodation services provide specialised booking and management that deliver a seamless delegate experience and add measurable value to your event.
We take care of hotel accommodation for your delegates
Organising 40+ congresses annually and booking over 100,000 room nights each year, we deliver hotel management services across all major European cities, either as part of a full PCO package or as a standalone solution. Alongside landmark medical meetings for clients such as ESC (30,0000 participants), ESCMID Global and EADV (each close to 20,000 participants), we also served as the official accommodation partner for the Eurovision Song Contest 2025.
Our accommodation consultants have wide-ranging expertise in identifying and handling the most suitable options for any type of conference, no matter the size or field of your event.
Over the years, our experts have built an extensive network of contacts with leading hotel chains that allow us to secure the most competitive room rates and favourable conditions for our clients. This frees event organisers to focus on other aspects of the event and provides a seamless experience for event participants and speakers.
Hotel accommodation made easy
Accommodation Sourcing
- Locating and negotiating the best rates for accommodation worldwide
- Coordinating requirements and key details (allotments, release dates, upgrades, meeting space) directly with hotels.
- Result: Right hotels, right locations, right budgets, for individuals and groups.
Booking Processing
- Setting up an online booking system with real-time availability and rates.
- Coordinating and managing bookings and any changes (individual and group)
- Providing on-site support when required (VIP handling, speaker management, last-minute changes).
- Result: A smooth end-to-end booking journey for delegates, speakers, and organisers.
Legal and Financial
- Organising deposit payments to guarantee bookings
- Setting up hotel accounts as required
- Post-event reporting and financial consolidation
- Consulting to ensure compliance with local regulations and pharmaceutical codes of practice, where applicable
- Result: Transparent finances and compliant processes, no surprises.
A state-of-the-art booking system
For accommodation services, Congrex Switzerland partners with HotelMap, a leading online hotel booking engine. Delegates benefit from real-time availability and rates, up-to-date hotel descriptions, and an interactive map showing current prices and distance to the congress venue. Hotels meeting sustainability standards are marked with a Green Certified badge, enabling eco-conscious choices without compromising convenience. Discover more about our sustainable approach in our blog post “Sustainable Hotel Booking”.
Looking for reliable hotel accommodation services for your congress?
Contact us today and let us make it easy for you.
