Hosting EPATH 2029

EPATH wishes to launch an open call for organisations interested in hosting the next EPATH conference in 2029.

Deadline for application: January 31st, 2027.

For the organisation of their bi-annual conference, EPATH has been collaborating with a local team of professionals in transgender healthcare, that acts as a host organisation during the conference. All details of the application procedure are listed below.

Conference information

The EPATH conference hosting open for bid is September 2029.

The conference opens on Thursday morning at 9:00 and closes on Saturday afternoon at 13:30. On Saturday afternoon (after 13:30) there are possible meetings by EPATH-affiliated organizations throughout the day. On Wednesday there needs to be the possibility to host a surgeon-only day and a clinical pre-conference training day.

There are two social events during the conference:

  1. reception on Thursday evening for approximately 700 participants,
  2. dinner and party on Friday evening for approximately 700 participants. The dinner and party preferably take place at a venue outside of the conference venue.

After closing the conference on Saturday afternoon, a board meeting and lunch are held for approximately 10 associates.

The conference will host about 500-700 delegates.

Venue requirements

The following spaces will have to be allocated at the conference venue:

  • 1 auditorium for 700 delegates
  • 10 smaller meeting rooms for 50-100 delegates
  • Space for catering (coffee breaks, lunch, reception)
  • 1 conference / secretary office
  • 1 board office
  • 1 registration counter
  • 150m² exhibition space for sponsors
  • 100m² poster space for approximately 50 posters

All spaces should be accessible for wheelchairs.

Catering should include water, coffee and tea in the morning and afternoon at least at 2 different stations.

The exhibition area should be located close to the meeting rooms and catering to attract visitors. Exhibition will be set up between Wednesday at 8:00 and Friday at 8:00 and will be dismantled on Saturday between 14:00 and 18:00.

A proposal for a venue for the informal dinner and party on Friday evening, preferably outside the conference venue, should be included. Please take traveling time and possibilities between the conference venue and the dinner and party venue into account.

Please use the attached spreadsheet for an overview of all costs, thereby also mentioning additional costs that need to be considered, such as

  • Electricity/power supplies
  • Waste disposal
  • Mandatory cleaning staff
  • Other staff if applicable
  • AV equipment
  • Appropriate VAT charges (where applicable)
  • Other necessary costs

Catering requirements

Please provide an offer for catering based on

  • 5 times Coffee break: coffee, tea, water, snacks (700pp)
  • Reception for the first evening (700pp): finger food, wine, soft drinks, water
  • 2 times Buffet Lunch for the first and second day (700pp): sandwiches, fruit, water

Audiovisual requirements

The auditorium should be equipped with

  • A stage with 1-2 tables and 2-4 chairs
  • 1 lectern with microphone with tie clip
  • 2 screens
  • 1 data projector
  • 1 table microphone per podium table
  • 1 wireless microphone (2 in the auditorium)
  • Internet connection

Each meeting room should be equipped with

  • 1 table with 2 chairs
  • 1 microphone per table
  • 1 lectern with microphone with tie clip
  • 1 screen
  • 1 data projector
  • 1 wireless microphone
  • Internet connection

Please mention the costs for technicians and technical equipment if not already included, using the attached spreadsheet to indicate all costs by room, by item and by day.

Hotels

Please provide a hotel room capacity of approximately 700 hotel rooms in different price ranges, indicating

  • the average price for a single room
  • if breakfast is included
  • distance to the conference venue
  • public transportation possibilities

EPATH prefers to organize the conference in a hotel conference venue, where hotel rooms and meetings rooms are located.

Bidding procedure

Eligibility criteria of the host organization

The host organization should consist of European members of EPATH who have paid their membership fee. The host organization is strongly advised to seek the advice and the assistance of the President and Treasurer before making an application.

Procedure

Only applications that consist of all the required documents, including an overview of the costs in the attached spreadsheet, will be accepted.

Applications should be sent by e-mail latest by the 31st of January 2027, to contact@epath.eu.

All applicants will receive a receipt to confirm their application. The EPATH board will make the first selection based on

  • Location / region
  • Suitability of the venue and meeting rooms
  • Accessibility of the venue and the city
  • Availability of hotels at an accessible distance from the venue
  • Cost calculation

The board can ask the applicant for additional information by February 28, 2027. If an application does not meet the specifications, the applicant will be informed no later than the 21st of March 2027.

When more than one application has been approved by the board, the applicants selected by the EPATH board will get the opportunity to present their bid during the EPATH 2027 conference in Granada. All EPATH members are allowed to vote for the host organization of their choice. The EPATH board will announce the final decision during the closing ceremony of the EPATH 2027 conference on the last day of the conference in Granada.

Application content

The application shall include

  • A description of the host organization
  • A detailed description of at least one and maximum two conference venues and hotels. Two options exist:
    • Conference Venue (Convention centre) plus different hotels for accommodation. Hotel room capacity for 700 rooms, and their distance to the conference venue.
    • Conference Hotel (Convention centre, meeting rooms and hotel rooms in the same place) with a capacity for 700 rooms
  • An overview of the host city and its international flight connections, infrastructure and public transportation, distance from the venue to hotels, climate, visa requirements, security aspects, etc.
  • A detailed cost calculation of the conference venue including costs for technical equipment, catering, mandatory staff costs etc., as per attached spreadsheet. This cost calculation should include the appropriate VAT charges.
  • A clear connection with (a) local trans organization(s) supporting the bid.

Contact

For any question regarding the EPATH 2029 conference hosting application, please contact contact@epath.eu.