I still vividly remember a line from my conversations with Bartłomiej Walas, past Vice-President of the Polish Tourism Organisation (PTO). He would call and ask us in Polish “how the convention bureaux were doing” and “what the conventiony were planning”. Conventiony – in other words, convention bureaux. But what exactly do convention bureaux do?
The role of a convention bureau is defined in different ways. For some, it is a strictly marketing-focused unit; for others, it is the first point of contact for event organisers, a support hub during the bidding process for an international conference; for others still, it is a source of knowledge and inspiration, as well as financial support for projects. In reality, a convention bureau combines all of these functions.
Its key task is to promote a destination as a place for meetings and events – congresses, conferences, corporate events or incentive travel. This means not only running promotional campaigns and ensuring the presence of its team at trade fairs or other networking events, but also facilitating cooperation between local stakeholders – hotels, venues, PCOs, DMCs and academic institutions.
There are currently 14 city and regional convention bureaux operating in Poland, plus one national body – the Poland Convention Bureau, which operates within the structures of the Polish Tourism Organisation.
As part of their activities, convention bureaux establish local Polish Congress Ambassadors clubs, which mobilise the academic and expert communities to bid for international events.
They also organise study visits and fam trips for hosted buyers, journalists and organisers from Poland and abroad, enabling them to get to know the destination’s offer, feel its atmosphere and see its potential in practice.
Another important element is integrating the local meeting community – regular industry meetings, workshops, and joint projects help build trust and a strong network of cooperation. Convention bureaux also collect data from the local market and analyse trends.
Many convention bureaux are introducing recommendation programmes, awarding certificates to conference venues, hotels, agencies and partners that meet defined quality standards. This creates a transparent system that makes it easier for organisers to choose reliable suppliers.
Increasingly, convention bureaux are also supporting initiatives linked to sustainable development – from promoting green venues and reducing event carbon footprints to working with partners who operate in line with ESG principles. All these activities strengthen the position of cities, regions and the country as a whole in an extremely competitive international marketplace.
Except Convention Bureau Wrocław, all Polish convention bureaux operate under similar conditions as part of a local or regional tourism organisation or within a city council structure.
A convention bureau is not an event agency or a congress organiser. It does not negotiate commercial contracts or provide technical services.
Instead, it supports the bidding process for congresses and secures benefits for event participants, such as free public transport or sponsorship for a gala dinner. Its role ends where the commercial delivery by partners begins. It is a strategic coordinator, a guardian of a coherent image of the city or country, a promoter of best practice, a facilitator of collaboration and an educator.
Times are changing for Polish convention bureaux as well. New ones are being created, and they are joining international initiatives and broadening the scope of their work. As everywhere, people are the key. These are experienced professionals with extensive knowledge and passion.
In Poland, for example, convention bureaux employ from one to several team members, although there is a clear trend towards expanding teams.
The Poland Convention Bureau – the Meetings and Events Office of the Polish Tourism Organisation – has been operating with an unchanged three-person team since the end of 2022. Team stability is one of the foundations of success in any organisation.
Recently, many people have left convention bureaux, but fortunately, most of them have remained in our industry. Cooperation with them has always been highly professional, and they have made a significant contribution to winning events and promoting their cities.
At the same time, many new faces have joined our convention community – representatives of a younger generation bringing energy, fresh perspectives and courage in approaching new challenges. This is a value in itself, because a diversity of experience and viewpoints strengthens the entire ecosystem. I see the future in a very positive light.
Consistency in communication makes understanding easier, reinforces professionalism and builds credibility. That is why I would like to encourage you to read the sixteenth edition of the POT–PCB report “The Meetings and Events Industry in Poland 2025”. In addition to city and regional data on events held in the previous year, it includes a glossary of around 60 industry terms and definitions – a compact reference tool that helps to standardise our terminology.
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