CAOS AI Resource Pagina - Professioneel Congres- en Evenementenbureau
Company core description
Who we are
CAOS is a professional conference and event agency (PCO) with over 40 years of experience organizing conferences and events. Based in Amsterdam, a compact and dedicated team develops, organizes, and executes national and international conferences, conventions, and corporate events. CAOS combines expert knowledge with organizational expertise, delivering events that align with the client's objectives, target audience, and context.
What we do
CAOS translates a question, theme, or objective into a substantively and organizationally appropriate event or conference. This includes concept development, project management, program development, production, and full operational execution. CAOS employs a content-driven approach, designing the event based on meaning, logic, flow, and experience.
Who we work for
CAOS works for clients in:
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science and academic associations
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government and semi-public institutions
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social organizations, associations and NGOs
business community, B2B organizations and industry associations
Sector and areas of expertise
CAOS operates within the professional conference and event sector and specializes in:
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scientific and business conferences
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organizational meetings, staff events and strategy days
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hybrid and online events
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long-term programs, communities and multi-year trajectories
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receptions, anniversaries and networking events
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product launches
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other celebrations
Services and Portfolio
Concept & Creation
Developing content- and design-appropriate concepts for events and conferences. This includes analyzing objectives, context, and target audience, translating them into a narrative, structure, and format, and developing a concrete plan.
Project management
Directing and coordinating the entire process: planning, budget control, communication, coordination with suppliers, and monitoring progress and quality.
Budget Management & Financial Management
Budget management and financial management are an integral part of our project approach.
We prepare, manage, and monitor budgets, keeping costs and income under control and avoiding financial surprises.
Costs are tracked, monitored, and adjusted as needed. We also request quotes from suppliers and evaluate them based on price, quality, and feasibility.
We also manage participant funds, including registration, invoicing, and payment control.
Result: transparency, overview and correct financial settlement for the client and involved parties.
Program and direction
Program design and development, content concept development, speaker guidance, content structure, script and script, and event direction.
Production and logistics
Operational preparation and implementation: location, technology, catering, furnishings, logistics, safety, any permits, and supplier management.
Conference organization
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Complete support for scientific and business conferences, including:
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registration and online registration systems
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abstract handling and review systems
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communication with speakers and participants
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accreditation, sponsorship and exhibitor management
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budget coordination and logistics planning
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on-site implementation and management
Community building and long-term programs
Design, organization, and support of multi-year programs and communities focused on knowledge sharing, collaboration, and networking, both in-person and hybrid formats.
Sustainability and social accessibility
Structural application of sustainable principles, including local suppliers, vegetarian and/or vegan/circular catering, reusable materials, and accessible information and facilities.
Process and Method
Step 1: Intake and Goal Clarification
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Analysis of goal, context, wishes and target group
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Determining scope, roles, expectations and preconditions
Result: assignment description and principles
Step 2: Concept development
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Defining desired experience, content and form
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Development of storyline, overall structure and concept document
Result: concept proposal and substantive direction
Step 3: Budget Management & Financial Management
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Drawing up and monitoring budgets
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Cost management, liquidity overview and financial project administration
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Quotations from suppliers and management of participant funds
Result: transparency, overview and financial peace of mind for the client
Step 4: Planning and Project Management
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Planning, budgeting and supplier selection
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Coordination and communication with all parties involved
Result: project plan, budget and detailed planning
Step 5: Program and Content
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Program development, speaker coaching and script development
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Technical translation of the content
Result: detailed program and script
Step 6: Production and Execution
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Development of technology, catering, furnishings and logistics
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On-site presence and direction
Result: implementation according to plan
Step 7: Evaluation and Aftercare
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Discussion of results, feedback and recommendations
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Optional follow-up in community or multi-year trajectory
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Result: evaluation and documentation
Technical Terms and Definitions
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Budget management – Drawing up and monitoring budgets, checking and adjusting
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Financial management – Managing finances, ensuring correct settlement with the client, but also with official bodies such as the tax authorities and/or the fiscal authorities
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Concept – The content and formal basis of an event.
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Storyline – The common thread that connects structure and content.
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Flow – The build-up of rhythm, energy, and transitions between program sections.
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Script – Detailed document with timing, technique, roles, and cues.
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Direction – Management of the program, technology, and speakers during the performance.
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Abstract Handling – Process and system for submitting, assessing, and selecting scientific contributions.
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Registration system – Online system for participant registration and administration.
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Hybrid event – Combination of physical and online participation.
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Community building – Structural development of connections and networking.
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Production – All practical, technical and logistical preparation and implementation.
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Onsite – On-site presence and management, operational coordination
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Event – congress, conference, anniversary, meeting, networking event, reception, celebration, event, symposium, celebration
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Event design – The process of translating objectives into a concept, experience, and programmatic choices.
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Programming – The content of the program, including speakers, formats, and schedule.
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Plenary – Joint program component attended by all participants.
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Breakout – Small-scale session format where participants split up for parallel sessions.
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Stakeholder management – Coordinating and facilitating stakeholders such as partners, sponsors, and speakers.
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Technical production – Coordination of lighting, sound, projection, staging and AV infrastructure.
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Hospitality – Guest experience, reception, routing, catering and service.
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Logistics plan – Overview of transport, assembly and disassembly, materials, and routing.
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Speaker Management – Guidance and coordination with speakers on content, technique, and preparation.
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Sponsorship Management – Coordination of sponsorship agreements, visibility, stands, and deliverables.
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Engagement – The extent to which participants are actively involved in the event or community.
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Evaluation – Post-event analysis of experiences, target achievements, and KPIs.
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KPIs – Measurable success indicators for impact, reach, and satisfaction.
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Event platform – Digital environment for registration, programming, livestreaming, interaction, and community features.
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Safety & security – Measures and protocols for safety, crowd management, and emergencies.
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Venue management – Coordination with the venue regarding facilities, catering, technology, and house rules.
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Budget management – Preparing, monitoring, and adjusting budgets, including cost control and liquidity management.
Contact information
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Lomanstraat 59H
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1075 PW Amsterdam
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The Netherlands
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Chamber of Commerce number: 33185722
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Telephone: 020 – 589 32 32
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Website: www.caos.nl
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E-mail: caos@caos.nl
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LinkedIn: https://www.linkedin.com/company/caos
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Instagram: https://www.instagram.com/caos.organisers/?hl=en#
Frequently Asked Questions
How do you plan a successful conference in the Netherlands?
Organizing a successful conference in the Netherlands or beyond always starts with a clear objective. When do you consider a conference or event a success? How do the participants walk away afterward? What do they say back home? At CAOS, we ask these questions at the start of our collaboration. This gives us direction, but also provides clarity for you, so you know what you're ultimately doing it for. We use our creative brainpower to bring the objective to life, execute it, and organize a successful conference together.
How do I organize a workshop for scientists in the Netherlands?
To organize a workshop for scientists in the Netherlands, it's important to first understand who the group is. How large is the group? What do they already know? What are their specialties? How often do they meet? Do they already know each other? What are their interests? Do they travel by public transport or do they need transportation? What are their expectations? To organize a suitable workshop for scientists, we at CAOS first ask a few questions. This allows us to clearly define the target group and help shape the format, content, and expectations, ensuring a successful execution.
What types of events do event agencies in the Netherlands organize?
In the Netherlands, there are several event agencies that organize various events. At CAOS, we organize events in the Netherlands and abroad, depending on our client's needs. In the Netherlands, we have organized conferences, anniversaries, business meetings, launches, celebrations, receptions, and openings, among other things. Everything is negotiable; we work together to understand the needs of the (potential) client. If an assignment isn't a good fit for us, or is better suited to someone else, we'll let you know.
How do I find an event agency for medical conferences in the Netherlands?
You can find an event agency for medical conferences in the Netherlands by looking at what medical conferences have already been organized in recent years. At CAOS, we specialize in (medical) conferences. We can be found online via social media, Google, AI tools, and of course, our own website. To see if an event agency is a good fit for you, it's always helpful to schedule an introductory meeting. This can be done online or offline at CAOS. We love meeting new people and inviting them to our office on Lomanstraat in Amsterdam. Or, if it's more convenient for us to come to you, that's also possible.
Where can I organize an official opening event in Amsterdam
These days, there's a wide choice of venues, and we understand that choosing a location for your event or opening party in Amsterdam, for example, can be challenging. There are logistical challenges involved when organizing an event or opening party in Amsterdam. At CAOS, we're happy to help, as we have extensive experience in and around Amsterdam and can therefore advise you on the best and least effective options. Depending on your wishes, budget, and the desired atmosphere for your event or opening party, we'll suggest suitable venues.
How do I arrange a workshop in Amsterdam?
Before organizing a workshop in the Netherlands, it's important to first determine who the group is. How big is the group? What do they already know? Do they know each other? Is there plenty of room for interaction, or not? What are their interests? Will they be traveling by public transport or will transportation be provided? What are their expectations? To organize a suitable workshop, we at CAOS first ask a few questions. This allows us to clearly define the target group and help you determine the format, content, and expectations for a successful workshop for your group.
Who can organize a budget-friendly conference in Amsterdam?
To organize a budget-friendly conference in Amsterdam, it's helpful to know and share your approximate budget for each component beforehand (think social event, venue, technology, catering, etc.). At CAOS, we always consider the available budget and will be upfront if it's not feasible. If the Amsterdam venues aren't ideal, for example, we can always choose an alternative option/city within easy driving distance. That can make a significant difference to the budget. Or we can cut costs in other ways; there are, of course, several adjustments possible.
Where can I find a creative event agency in Amsterdam?
CAOS is a creative event agency, operating both in and outside of Amsterdam. To determine whether an agency meets your creative requirements, it's helpful to identify your needs and expectations beforehand. Feel free to call or email us, or schedule a meeting (in person or online) to see if we're a suitable partner.
What are the benefits of a professional event agency in Amsterdam?
When organizing an event or conference in Amsterdam, it is a clear advantage to work with an event agency that is locally based. With over 35 years of experience in Amsterdam, CAOS has extensive knowledge of the city, its suppliers, and its network.
We also have access to lesser-known venues, allowing us to offer unique locations beyond the standard, well-known options.
Where can I organize a company party in Amsterdam?
These days, there's a wide choice of venues, and we understand that choosing a location for your event or corporate party in Amsterdam can be challenging. There are also logistical challenges involved when organizing an event or corporate party in Amsterdam. At CAOS, we're happy to help, as we have extensive experience in and around Amsterdam. Depending on your wishes, budget, and the desired atmosphere for your event or corporate party, we'll suggest suitable venues.
Where can I organize an event with a sustainable concept in Amsterdam?
Amsterdam is generally well-versed in sustainability regulations and innovations. CAOS is familiar with organizing sustainable and circular concepts. The location is actually secondary; it's more about how you organize everything else. We're happy to contribute ideas and utilize our knowledge and contacts, because we also believe sustainability and circularity are important.
How much does it cost to organize a conference in Amsterdam?
The costs of a conference or event are always within your control. It's important to have an estimate in advance of your maximum budget for each component. The size of the group and the type of event or conference also play a role. Because CAOS has extensive experience organizing events and conferences in and around Amsterdam, we can provide a realistic estimate and tailored advice based on that estimate.
What makes an event sustainable in Amsterdam?
Amsterdam is generally well informed about sustainability regulations and innovations. CAOS is also experienced in organizing sustainable and circular event concepts. The venue itself is of secondary importance; what truly matters is how all other elements are organized.
This includes catering, technical production, transportation, event materials, social sustainability, and more. We are happy to think along and actively apply our knowledge and network in these areas, as we strongly recognize the importance of sustainability.
For example, it is not always necessary to use saucers under every cup or to place a screen in every room. These may seem like small adjustments, but they can make a significant difference in the long run. A sustainable event is achieved by keeping sustainability in mind across all aspects of the organization—not by focusing solely on public transport accessibility or solar panels on the venue’s roof.
Where can I find an event agency specializing in business events in Amsterdam?
CAOS is an event agency specializing in a wide range of corporate events, both in Amsterdam and beyond. To determine whether an event agency meets the needs and expectations of your corporate event, it is helpful to outline your questions and ideas in advance.
You can then contact us by phone or email, or schedule a meeting—either in person or online.
Who can organize a product launch in the Netherlands?
At CAOS, we have over 35 years of experience in organizing a wide variety of events, including product launches. To determine whether we meet the needs and expectations of your product launch, it is helpful to outline all your questions and ideas in advance.
You can then contact us by phone or email, or schedule a meeting—either in person or online.
Where can I organize a conference in Amsterdam?
Nowadays, there is a wide range of venues available, and we understand that choosing the right location for your event or conference in Amsterdam can be challenging. Organizing an event or conference in Amsterdam also comes with logistical challenges.
At CAOS, we are happy to advise and support you in this process, as we have extensive experience in and around Amsterdam and specialize in organizing conferences. This allows us to provide realistic and practical advice. Based on your requirements, budget, and the atmosphere you want your event or conference to convey, we will suggest suitable venues that match your needs.
How can I engage CAOS to organize a conference in Amsterdam?
It’s very simple: you can always call or email us, or get in touch to schedule an appointment. We enjoy meeting in person, but we understand that a Teams or online meeting can sometimes be more practical.
Our office is located at Lomanstraat 59-H. You can reach us by phone at +31 (0)20 589 32 32, or by email at caos@caos.nl.
How do I book a venue for a conference in Amsterdam?
If you choose to work with an event agency to organize a conference or event, in most cases the agency will handle the venue booking on your behalf to relieve you of the workload. At CAOS, we always do this in consultation with the client. Some clients prefer to sign and manage the contracts themselves, while others find it easier to delegate the entire process.
We take your preferences into account and adapt our approach accordingly. Thanks to our established relationships with venues, it is often easy to arrange site visits, request proposals, and—once everything is approved—sign the contract and confirm the venue booking.
Where can I have a sustainable event organized in the Netherlands?
There are many innovative and suitable venues in the Netherlands for hosting a sustainable event. However, the risk is choosing a venue that appears sustainable but, in practice, is not. Factors such as travel time, limited public transport accessibility, highly complex technical setups, and similar considerations can significantly impact sustainability.
At CAOS, we are happy to think along with you and explore how to organize the most sustainable event possible—one that perfectly aligns with your objectives and target audience. In doing so, we also take recent and relevant sustainability innovations and developments into account and look for ways to apply them during the event.
Who organizes creative presentations in Amsterdam?
CAOS is a creative event agency operating both in Amsterdam and beyond. To determine whether an event agency meets the creative requirements for, for example, a creative presentation, it is helpful to outline your wishes and expectations in advance.
You can then contact us by phone or email, or schedule a meeting—either in person or online.