Information for Participants
Below is some of relevant information available for participans; for more detailed information, download this document (PDF).
The 15th SPRFMO Annual Meeting will take place in Brussels, Belgium, from 23 February to 5 March 2027. This practical information guide is designed to help you organise your stay, get around the city, and enjoy the meeting. From transport options to nearby accommodation and local tips, everything you need for a comfortable and easy visit is included. We look forward to welcoming you to Brussels for an engaging, productive, and inspiring experience.
1. Meeting Venue
The venue of the 15th SPRFMO Annual Meeting will be held in person at the:
THON Hotel EU
Thon Hotel EU | Modern hotel in Brussels | Thon Hotels
Rue de la Loi 75, 1040 Bruxelles
+32 2 204 39 11
The hotel is fully accessible for guests with disabilities.
Livestreaming services will be available for fully accredited SPRFMO representatives, who may be unable to attend in person but wanting to watch the proceedings.
Catering services:
- 23 February – 5 March: Welcome coffee, coffee breaks and lunch.
- 1 March – Evening Cocktail Reception: Drinks and standing finger food buffet.
(Lunch will always include vegetarian and gluten-free options, and all meals will be labelled with allergen information.)
2. Accommodation
THON Hotel EU (same as the venue hotel)
Rooms can be reserved via the special reservation link: THON HOTEL EU Booking link
Rates & Payment:
The rates for the THON Hotel EU vary per night ranging from 150 EUR - 270 EUR depending on the selected night. Given the flexible cancellation policy (up to 7 days before arrival), we encourage guests to book as soon as possible to ensure availability.
Note: All hotel prices include breakfast but exclude the city tax of €5.60 per person per night. We encourage you to book as soon as possible, as rooms may sell out quickly. All hotels accept major debit and credit cards. The discounted rate at each hotel is a limited-time offer; please check the offer deadline. Each hotel has its own cancellation policy; please review the terms carefully before booking. Depending on the hotel, discounts may be accessed via a direct link or by entering a promo code. Be sure to review each hotel’s terms and conditions.
Other hotels in the area (~5-10 min walk):
Martin's Brussels EU
Address: Boulevard Charlemagne 80, Brussels, 1000
Walk: ~10 min (~700 m)
Price per night: 169 EUR
Promotion Code: SPRFMO27
4-star Hotel in the citycenter | Martin's Brussels EU | brussels city center hotel
Pestana Brussels Schuman
Address: Pl. Jean Rey, Bruxelles, 1040
Walk: ~8 min (~ 600 m)
Price per night: 189 EUR
Promotion Code: SPRFMO27
Hotel Pestana Brussels Schuman | Belgium | Best Price
Courtyard by Marriott Brussels EU
Address: Rue Joseph II 32, Brussels, 1000
Walk: ~6 min (~ 400 m)
Price per night: 168 EUR
Book your group rate for Book your GOPA Group - SPRFMO Feb27
Radisson RED Brussels
Address: Rue d'Idalie 35, Brussels, 1050
Walk: ~10 min (~850 m)
Promotion Code: SPRFMO27
Hotels in Brussels with meeting rooms | Radisson RED Brussels
3. Visa information
Travelers who are not visa-exempt must obtain a visa before entering Belgium. As a member of the Schengen Area, Belgium requires visitors to apply for the appropriate visa based on the purpose and length of their stay. The application process is completed through the official Belgian visa system and involves submitting an online application, supporting documents, and attending an appointment at a Belgian embassy, consulate, or authorised visa application center.
IMPORTANT: Before travelling, please check whether you need a visa to enter Belgium or whether you can travel visa-free, depending on your nationality and the purpose and duration of your stay. For official information, please consult the Short Stay | IBZ.
Determine the type of Visa:
- Short-stay Schengen visa (Visa C): For stays up to 90 days (business visits)
- Long-stay visa (Visa D): For stays over 90 days
Apply Online (Visa On Web)
- Create an account on the official portal: https://visaonweb.diplomatie.be
- Complete the application form. Print the application and confirmation with your reference number.
Book an Appointment
Book an appointment at the Belgian embassy/consulate or Visa Application Centre (VAC) in your country. Appointments are usually handled by VFS Global or TLScontact (official service providers authorised by the Belgian government to manage visa applications). Most applicants must attend in person to provide biometric data.
Prepare Required Documents
- Typical documents include (requirements vary by visa type and nationality):
- Valid passport
- Passport photos
- Travel itinerary
- Travel insurance (Schengen-wide)
- Proof of accommodation
- Proof of funds
- Visa fee payment proof
When to Apply
- Apply up to 6 months before travel (8 months for seafarers).
- Apply at least 15 days before departure; applying 1–3 months early is recommended.
Submit Application
- Attend your appointment with all original documents and copies.
- Provide biometric information if required.
Track Your Application
Track your application through the embassy, VAC, or the FPS Interior portal using your reference number.
4. Transportation Information
Venue: Thon Hotel EU, Rue de la Loi/Wetstraat 75, 1040 Brussels, Belgium.
In Brussels, street names are often displayed in both French and Dutch. Don’t be confused if you see two different names for the same street (as for example above).
The hotel is conveniently located near Schuman Metro and railway station and
Maelbeek/Maalbeek metro station. Place Luxembourg (Brussels-Luxembourg railway station is also a convenient option.
5. Electricity
This practical information guide is designed to help you organise your stay, get around the city, and enjoy the meeting. From transport options to nearby accommodation and local tips, everything you need for a comfortable and easy visit is included. We
In Belgium, the standard electricity voltage is 230 V with a frequency of 50 Hz, which is common across most of Europe.
- Type C plugs — also called “Europlugs” — have two round pins and are widely used for smaller appliances and chargers.
- Type E plugs — have two round pins plus a hole for a grounding pin on the socket. Belgian outlets commonly use this type.
6. Meeting Materials
Participants are encouraged to use personal laptops/tablets during the Conference as the Conference will be generally paperless.