Submit your request to organise an event at UM Campus Brussels

Please fill in as much information as possible about your meeting/event. This will help us, and you, plan efficiently ahead!

Shortly after you submit your request, you will be informed whether UM Campus Brussels can accommodate your event.

If you have any questions at all, please do not hesitate to email us at campusbrussels@maastrichtuniversity.nl or call us at +31 43 388 84383. A staff member of the UM Campus Brussels team will be happy to assist you.

Many thanks!

Please tell us about you

You are... *

A UM staff member or student

An external organiser (third party)

Mr./Ms. *

First name *

Last name *

Position

What is the name of your organisation? *

Please choose your faculty/organisational unit *

Please specify your organisational unit *

Email address *

Can you give us more details as to who is the lead organiser of this activity? *

Please note that all costs incurred through/at Campus Brussels will be charged to the lead organiser of the activity. Splitting costs between different organisations is not possible for Campus Brussels - any cost division or reimbursement has to be arranged separately.

If the lead organiser is UM staff, the payment will be settled through an internal transfer from your selected budget number to Campus Brussels' budget number. Note that meeting rooms and standard services are only free of charge if UM is the lead organiser.

If the lead organiser is an external partner, costs will be invoiced to the address of your choosing (to be entered later).

UM is the sole organiser of this activity

UM is the lead organiser of this activity, but one or more organisations are also involved in the preparations

UM is contributing to the organisation of this activity, but is not the lead organiser

Please tell us more about your event

This information is important so that we, as a public institution, are fully aware of the activities that we are supporting. Thank you!

What is the title of your event? *

Could you provide a brief description and expected outcome of your event?

Do you have a draft programme? Please upload it!

The nature of your event best aligns with *

As a general rule, UM staff can use meeting rooms free of charge for events if three conditions are fulfilled i) the event can be considered a public activity (please kindly note that paid events fall outside of this category), ii) UM is the sole/lead organiser, and iii) UM is covering most of the costs. This question and the following will help us determine this.

(Contribution to) accredited government-funded educational activities (e.g. in the framework of regular bachelor/master programmes taught at UM)

(Contribution to) UM regular research activities (i.e. with UM funding only)

Publicly subsidised educational activities (e.g. Erasmus+ trainings and workshops)

Publicly subsidised research activities (e.g. with funding from SWOL, NWO, KNAW, EU, etc.)

Contract education (e.g. revenue-generating activities such as paid executive courses for professionals and paid summer schools)

Contract research (e.g. commissioned research by private parties)

Networking event

Other, please specify

Please specify *

With respect to any costs related to the event, please kindly choose the following that applies: *

UM will cover all of the costs related to this event

UM will cover most of the costs related to this event, but part of the costs will be covered by a partner

I cannot say (yet)

Please note that, when UM organises an activity to which partners contribute financially, Campus Brussels is obliged to assess whether the activity is eligible for preferential fees. We will do this by considering the information provided in this form, but may have to ask some follow-up questions.

In your view, what UM mission does your event contribute the most towards? *

Education

Research

Knowledge Transfer

What UM research theme does the topic of your event fit best? *

Please specify *

Can you provide us with the grant agreement number/identification?

Do participants pay for the activity? *

Yes

How much does each participant pay on average? *

Logistics

Please fill in as much information as possible to ensure that we can accommodate all your requests.

On what date(s) would you like to organise your event? *

If it is a multiple-day event, please indicate all the dates (e.g 23, 24 and 25/06/202X). If your dates are flexible and you have several tentative options, please indicate them separated by OR (e.g. 23 and 24/02/202X OR 05 and 06/03/202X).

Please feel free to call us at +31 43 388 84383 to check with the UM Campus Brussels team whether your preferred date is available.

What is the approximate time of your booking? *

Please make sure to book the room not only during the legnth of your planned event, but from and until you want to make use of it. Also please note that UM Campus Brussels' opening hours are Monday to Friday from 09:00 until 17:30. Events may be organised outside of office hours depending on staff availability and subject to the payment of the corresponding fee.

How many participants do you expect? *

From what UM budget number will the costs be covered, and who is the budget holder? *

Note that all costs incurred at/through Campus Brussels will be charged to this budget number. If you wish to split it between partners, please arrange it separately. Free meeting room usage and provision of free standard services is only possible if UM is the lead organiser.

Can you please provide us with your billing details? *

Note that all costs incurred at/through Campus Brussels will be charged to this billing address. If you wish to split costs between partners, please arrange it separately.

Campus Brussels meeting rooms

Maastricht University subsidises meeting room usage for staff who organise regular education, research, and knowledge transfer activities at Campus Brussels (e.g. activities within or contributing to the curricula of bachelor, master, and PhD programmes; dissemination of publicly funded research; meetings of international research consortia, etc.). For these activities, only a cleaning fee of 35 euros per room per day will apply.

More information on the available meeting rooms (pictures, capacity, set-ups, etc.) is available on the Campus Brussels website.

Please note that for meetings outside of working hours (09:00-17:30), though no rental fee will apply, staff support hours will be charged.

Campus Brussels meeting rooms

Maastricht University has four meeting rooms that can be booked for your events. More information on the meeting rooms (pictures, capacity, set-ups, etc.) is available on the Campus Brussels website.

The rates per room are as follows:

Room	Half-day	Full-day
Bel-Étage	€400	€700
Maastricht	€250	€400
Brussels	€250	€400
Blue*	€50	€100

*The Blue Room will be booked in conjunction with the Maastricht
or Brussels rooms for breakout and catering purposes

Please note that for meetings outside of working hours (09:00-17:30), though no additional rental fee will apply, staff support hours will be charged.

Which of our rooms would you like to make use of?

If you would like to book the whole building, please tick all the rooms.

Bel-Étage (1st floor - different seating options)

Maastricht Room (2nd floor - board style only)

Brussels Room (3rd floor - different setups possible)

Blue Room (2nd floor - auxiliary/breakout or board style only)

Bel-Étage room setup

Theatre (max 70)

Classroom (max 40)

Boardroom (max 20)

Brussels room setup

Boardroom (max 24)

Theatre (max 40)

Blue room setup

Breakout (e.g. coffee breaks, lunch)

Boardroom (max 12 - no projection facilities)

Bel-Étage media equipment & presentation

Presentation screen (please note that only UM Campus Brussels laptops can be connected to the screens)

Slide advancer

Microphones (up to 6)

Maastricht room - media equipment & presentation material

Beamer (please note that only UM Campus Brussels laptops can be connected to our beamer)

Slide advancer

Microphone (only one microphone can be used in this room)

Flipchart

Brussels room - media equipment & presentation material

Beamer (please note that only UM Campus Brussels laptops can be connected to our beamer)

Slide advancer

Microphone (only one microphone can be used in this room)

Flipchart

Please specify your catering wishes

No catering

Coffee

Lunch

Cocktail reception

Coffee

Coffee break formula: coffee, tea, juice, water, cookies (€4 p.p./break)

Permanent coffee station formula 1: coffee, tea, juice, water, cookies (€10 p.p./day)

Permanent coffee station formula 2: coffee, tea, juice, water, pastries/fruit (€13 p.p./day).

Please specify the number of coffee breaks and times at which coffee should be ready

Lunch

Please specify and the team will make a proposal accordingly

Date or dates: Budget per person: Time of serving: Dietary requirements:

When will the reception take place?

Cocktail reception

Please note that in-house catering is only offered to groups smaller than 25 guests.

In-house self-service formula: water, juice, white and red wine, beer, chips, nuts, olives, cheese (€15 p.p.)

External caterer (e.g. fingerfood, open bar, etc.) - a quote will be provided by the team upon discussion

Professional support by Campus Brussels

Maastricht University subsidises a series of standard services for staff who organise regular education, research, and knowledge transfer activities at Campus Brussels (e.g. activities within or contributing to the curricula of bachelor, master, and PhD programmes, dissemination of publicly funded research, meetings of international research consortia, etc.). You can find more information on our website.

The Campus Brussels staff will be happy to support your event with services going beyond the subsidised list (i.e. non-standard), saving you time and allowing you to focus on content. Such support is subject to the payment of the following rates:

Time	During	Rate
Working hours	Weekdays 09:00-17:30	€60/h
Outside working hours*	Weekdays between 08:00 and 09:00 and after 17:30	€90/h
Weekends*	Weekends and public holidays	€120/h

*Services outside working hours and on weekends are exceptional and subject to staff availability

Please note that a minimum of 1h of staff support per day will be charged. Support exceeding 1h will be billed in 1/2h periods.

Professional support by Campus Brussels

The Campus Brussels staff will be happy to support your event (e.g. liaising with local providers, creation of webpages, registration management, promotion of events, etc.), saving you time and allowing you to focus on content. Professional support is subject to the payment of the rates outlined below. Please discuss your specific requests with the team.

Time	During	Rate
Working hours	Weekdays 09:00-17:30	€60/h
Outside working hours*	Weekdays between 08:00 and 09:00 and after 17:30	€90/h
Weekends*	Weekends and public holidays	€120/h

*Services outside working hours and on weekends are exceptional and subject to staff availability

Please note that a minimum of 1h of staff support per day will be charged. Support exceeding 1h will be billed in 1/2h periods.

Do you have any special comments or requests? Please write them here!

General Terms and Conditions *

Plese read the General Terms and Conditions by clicking here

I have read, understand, and agree with the General Terms and Conditions of UM Campus Brussels

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Submit your request to organise an event at UM Campus Brussels

UM Campus Brussels Event Form