Introduction
euRobotics is a Brussels-based international non-profit association for all stakeholders in European robotics. With about 250 member organisations, euRobotics is a strong representative body for the European robotics community. The European Robotics Forum is the flagship event of euRobotics. After its start in San Sebastian in 2010, this annual event has quickly become the most influential meeting of the European robotics community. Between 1000 and 1500 researchers, engineers, managers, and a growing number of entrepreneurs and business people from all over Europe come together to discuss topics and content which have an immediate impact on the road-mapping process for robotics in Europe.
Purpose of this Call for Hosting
The overarching purpose of this Call for Hosting is to identify interested parties who are willing to co-organise the European Robotics Forum 2028 with the main organiser euRobotics. We are therefore looking for committed organisers who can, together with euRobotics, organise an amazing event that brings together the European robotics community. At least one of the Co-organisers should be a member or applicant member of euRobotics. Hosting the event means getting good visibility across Europe and creates an opportunity to highlight robotics research and development, production and deployment in the hosting country and region.
Roles and Responsibilities of euRobotics and Co-organiser (now to be called Local Organiser)
euRobotics is the brand owner and principal manager of the European Robotics Forum and responsible for overseeing the connection between all the different components that the Forum consists of, whereas the Local organiser (LO), the host for each edition, is the entity responsible for managing all the day-to-day practical business regarding the Forum. A professional conference organiser (also called a professional congress organiser, a PCO or conference manager) which specialises in planning and executing events on behalf of the Local Organiser can be added to support the team. euRobotics strongly recommends a PCO from our euRobotics portfolio which has organized several recent editions of the European Robotics Forum, but is also open to explore other options.
Expression of interest/ bid book
Parties that are interested in organising the European Robotics Forum 2028 are invited to express their interest by filling in the form as a first step by 12 September 2025.
After submitting the form, you will be contacted by euRobotics in order to have a preliminary meeting. After this first meeting with euRobotics, you need to send in an official bid book based on the elements that can be found below. A bid book is a glossy presentation (preferably in PDF) that presents the country, the city and local organiser for the upcoming forum. The following elements are normally included in a bid book (see detailed information page 3 to 7). Extra information and previous bidbooks will be shared after the first preliminary meeting.
- Introduction: Provide a description of the key aspects of your bid, highlighting the specific characteristics and unique strength. Include proposed dates for the Forum and a possible theme.
- Organisation: Introduce your local organising committee. Include information on support for the bid from stakeholders from industry, research and government (letters of intent can be added as annex).
- Field of expertise: Make the link between the main topic of the Forum (Robotics) and what’s going on in your selected city/ your country. Highlight important developments, strengths, etc. in relation to the main topic.
- Venues: Provide information on preferred venues for forum and social activities, including information on rooms, seating, exhibition, catering, etc.
- Technical requirements; Ensure that the technical requirements, set out in the attached ‘requirement document’ are organised and described in detail. Provide information on audio visual equipment in the venues, WIFI, possible hybrid elements for selected parts of the programme, etc.
- Programme: Outline your ideas and vision for the overall programme based on the current programme format of the forum. Share information about possible speakers, innovative presentation formats, etc.
- Exhibitors and Sponsors: Present your ideas on sponsorship opportunities, possible interested parties that would like to sponsor/ exhibit.
- Media and Marketing: Describe the media and communications landscape of your country in general and especially within the local organisation.
- Travel and Stay: Indicate what makes your selected city and event venue appropriate and focus on accessibility, transport and accommodation density. Provide information on touristic highlights in the vicinity of the venue and at a regional level.
- Budget & Funding: a balanced budget is essential for every activity. Outline your expected expenses and revenues. Include information on confirmed sponsors/ exhibitors, support by local/regional/national government, etc. Provide information about registration fees and suspected income from sponsors, exhibitors and via government.
- Recommendations: Letters of support from, for example, universities, industry, ministers/mayors and government can be added to the bid book as annex.
Overall we recommend incorporating important themes such as sustainability, inclusion, diversity, etc. in your bid book. You can express that you’re interested in hosting the ERF2028 to us by filling in the following form.
If you have any questions concerning the call please do not hesitate to contact Inge Rehorst at Inge.rehorst@eu-robotics.net.
Timeline/ process
- 12 September 2025 Sending in expression of interest for hosting ERF2028
- 15 – 19 September 2025 First meeting with euRobotics office
- 28 November 2025 Deadline submission first version of bid book for ERF2028
- 8 – 12 December 2025 Second meeting with euRobotics office
- 16 January 2026 Deadline revised bid book for ERF2028
- 23 January 2026 Online presentation bid for euRobotics Board of Directors (BoD)
- 30 January 2026 Decision next organiser European Robotics Forum 2028 by BoD
- 2 – 3 February 2026 Communication final decision to bidding parties
- 24 – 26 March 2026 Public announcement final ERF destination 2028