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Hosting the Annual Meeting

AC Forum holds its General Assembly and Annual Meeting every year in January. The meeting is hosted by a host city, for which all European cities can apply.

The host city is selected by the AC Forum Board about 14 months before the meeting takes place. They look for a host cities that could be of (future) interest to AC Forum members: it is a way for host cities to (re-)introduce themselves to the member associations or share with them innovations and new developments.

In 2019 AC Forum celebrates its 20th anniversary. Because of this, the 2019 General Assembly and Annual Meeting will take place in Vienna, Austria, which was also the location of the first AC Forum meeting. The meeting will be from 17-19 January 2019.


Capital cities often have a much higher profile for hosting conference/congress and trade shows when compared to less established cities. Not all associations need to host events in capital cities and this widens the possibilities for hosting events in attractive and perhaps less well-known conference facilities, which we are calling “hidden gems”. By hosting the 2020 AC Forum meetings in a “hidden gem” location, we are inviting a destination to seize the opportunity to apply and provide a different understanding of the wealth, diversity and quality of European destinations.
AC Forum welcomes all application fitting its requirements and looks forward to innovative approaches.

The deadline to submit a proposal for our 2020 Annual Meeting is 23 November 2018.

Host city application

  1. The application letter must be submitted by the Convention Bureau, or similar institution of the potential host city, and shall be addressed to the Secretariat of the AC Forum.
  2. The city should have adequate facilities to host large international conventions with a minimum of 2.000 delegates.
  3. The Convention Bureau shall support and organise:
  • Complimentary hotel rooms for approx. 110 delegates for 2 or 3 nights depending upon delegates’ travel arrangements
  • Complimentary meeting rooms in the congress centre:
  • Thursday morning, approx. 10 pax (Board)
  • Thursday afternoon, approx. 30 pax (CEO meeting)
  • Thursday late afternoon, approx. 80 pax (General Assembly)
  • Friday all day Session, approx. 100 pax (Cabaret style room setting)
  • Saturday all day session, approx. 100 pax) (Cabaret style room setting)
  • Complimentary coffee breaks and lunch Friday and Saturday
  • One sponsored gala dinner for all delegates and city and congress centre representatives on Friday
  • One private dinner for AC Forum Members only on Thursday

Typical agenda of an AC Forum General Assembly and Annual Meeting:

Wednesday / Thursday

10.00 – 14.00      Board Meeting
14.30 – 17.00      CEO Meeting
17.30 – 19.30      General Assembly
20.00 – 22.00      Dinner (AC Forum Members only)

09.00 – 12.30      Plenary/2-3 streams
12.30 – 14.00      Lunch
14.00 – 18.00      Plenary/2-3 streams
19.30 – 22.30      Sponsored dinner (for all delegates and city and congress centre representatives)

09.00 – 12.30      Plenary/2-3 streams
12.30                   End of meeting and lunch
Afternoon            Optional visit of the congress centre / City tour

Saturday / Sunday          

For further questions please contact the AC Forum secretariat

AC Forum Secretariat

Mrs. Sabrina Marchal
T: +41 21 343 4407

Registered Address

AC Forum
c/o Herbst Kinsky Rechtsanwälte GmbH
Dr. Karl Lueger-Platz 5
A-1010 Wien

Corresponding Address

AC Forum
c/o EFORT Head Office
La Pièce 2
1180 Rolle (VD)