Guide to Creating a Listing in the Berlin Convention Finder

This guide walks you through, step by step, how to create a listing in the Berlin Convention Finder. You’ll learn which details are required, how to maintain your content correctly, and what to look out for to ensure your listing is complete and ready to publish. This way, you can make sure your offering is presented at its best and can be found by potential customers.

After successfully registering as a provider in the Berlin Convention Finder, we kindly ask you to create your listing directly in both German and English. Please proceed as follows:

1. Click on your email address in the top right-hand corner and select “My area”.
2. In the dashboard, click on “New listing” to create your entry.
3. Choose the category for which you would like to create the listing (event venue, conference hotel, service partner or incentive).

You will then be guided through five steps that lead to your completed listing. Your entries are automatically saved after each completed step, so no changes are lost. You can return to a previous step at any time.

Status of the subscription model

Depending on the subscription model you choose, different options for presenting your offerings are available to you in the Berlin Convention Finder. Character limits, the number of images and videos, the option to embed 360-degree tours, and the number of documents are displayed directly in the backend.

You can upgrade your subscription model at any time. An overview of the different models can be found at page "Become a supplier".

Step 1: General information

Enter your company’s address as well as the name of the service you would like to promote in the listing.

Example:
Name of the event venue: Berliner Tagungszentrum
Name of the provider: Max Mustermann GmbH

Once you have completed all general information, scroll down and click on “Save and continue”. You will then proceed to step 2.

Step 2: Texts and media

• Search engine optimised texts
  Describe your offering in a way that convinces event planners of your services. We recommend writing your texts in an SEO-optimised way to increase your visibility on Google and make it easier to be found in search results. Please note the character limit permitted by your subscription model. The display below the input field shows how many characters you still have available.
   
• Short text (Meta Description)
  The short text is a concise summary of your main description and is displayed as the meta description in Google search results. Keep it clear, meaningful and limited to a maximum of 200 characters. Highlight the key features of your offering.
   
• Sustainability commitment
  Inform event planners about the measures you are implementing in the area of sustainability. Do you completely avoid plastic or use exclusively renewable energy? Great – tell us more!
   
• Logo
  Upload your company logo in the designated field. Please make sure it is an official logo and not a photograph.

1. Click on “Select file” to upload the logo.
2. Then enter the copyright details in the “Copyright” field and create an alt text. You can optionally use the AI function for this.
3. Afterwards, click on “Create image” to complete the process.
    

• Add images
  Add high-resolution images to present your offering in the best possible way. Files of up to 5 MB are permitted in the formats png, gif, jpg, jpeg or webp.

1. Click on “Add image” in the image section.
2. Select an image from your computer.
3. Wait until the image has been uploaded.

• Alternative Text of images
  Please enter a short alternative text. This describes the image for people with a visual impairment.
  You can also use the AI generation feature for this. By clicking on “AI generation”, you confirm that you hold the rights to the image and agree to the use of AI.
  A brief, factual description of the image is sufficient. Imagine you are describing the image to someone who cannot see it. Descriptions such as “meeting room” are insufficient. A better example would be: “Bright meeting room with a large conference table, chairs and natural daylight through floor-to-ceiling windows.”
   
• Copyright
  Enter the image credit (copyright holder). This information is essential to correctly identify image rights. If you do not provide valid copyright details, we will not be able to publish your listing. To finish, click on the purple “Create image” button. Repeat this step for all additional images you would like to upload.

• Add video
  In the Basic and Pro models, you have the option to add a video, provided it is available on YouTube or Vimeo. Click on “Add video” and paste the video URL.
  
  When using YouTube links, please make sure the URL contains the term “watch”, for example:
  https://www.youtube.com/watch?v=mlvhvWPTkwc
   
• Create a 360-degree tour

1. Scroll down to the “360-degree tour” section.
2. Insert the link to your 360-degree tour there.
3. Under “Preview image” → “Select file”, choose a suitable preview image for the 360-degree tour.
4. Enter the provider of your 360-degree tour in the “Copyright” field.
5. Under “Technical provider”, specify the technical service provider for your 360-degree tour.
6. Then click on “Create 360-degree tour”.

Step 3: Categories and facilities

Show what makes your offering special. Select all relevant categories and facilities that apply to your services. This ensures your listing appears more precisely in the filter function and can be found more easily by event planners.

• Downloads
  Under Downloads, you can provide relevant documents for event planners, such as floor plans, brochures or information sheets.
   

Create downloads in the German listing

1. In your listing, navigate to the “Categories & facilities” tab.
2. Scroll down to the “Downloads” section.
3. Click on “Add download”.
4. Select the desired document via “Select file”. The document will then be uploaded.
5. Enter a name for the document in the “Description” field.
6. Click on “Create download”.
7. Save your changes by clicking on “Save changes” or submit them directly for publication via “Submit changes for approval”.

Create downloads for the English version

1. Go to your dashboard and select “Translate” from the drop-down menu next to the listing.
2. Open the “Texts & Media” tab. Here you will see the German documents that have already been uploaded.
3. Click on “Edit” to the right of the relevant document.
4. Then click on “Remove”.
5. Upload the corresponding English document via “Select file”.
6. Name the document and confirm by clicking on “Update document”.
7. Save your changes by clicking on “Save changes” or submit them for approval via “Send changes to review”.

Step 4: Rooms and capacities

• Number of participants
  Enter the minimum and maximum number of participants for which your offering should be found in the Berlin Convention Finder. For example, if you only process enquiries from 10 participants upwards, enter “10” as the minimum number of participants.
   
• Event rooms and spaces
  Enter the square metre figures for your rooms and spaces. This information helps ensure your offering is displayed appropriately in search queries by event planners.
   
• Create rooms

1. Scroll to the bottom of the page.
2. In the “Event rooms” section, click on the “Add room” button.
3. Enter all available information for the room.
   If you do not have details for certain fields, leave the value at 0.
4. Once all details have been entered, click on “Create room”.
5. Repeat this process for each additional room.
6. Provide as much information as possible so that your capacities are easy for customers to find.

Step 5: Review details

Finally, check your entries for completeness and accuracy. Then click on “Send changes for approval”. Your content will be reviewed editorially and only approved and published afterwards.

Important:
Please submit your content for approval again after every change. Otherwise, it will remain in draft status and will not be reviewed or published.

Save draft

You can save your changes as a draft at any time and continue editing later. Please note that listings in draft mode are not visible online. This means your listing’s potential remains untapped, as it cannot be found by event planners. We therefore recommend completing your listing promptly and submitting it for approval to achieve maximum visibility.

Request approval

Are you happy with your changes? Wonderful! Submit your content for publication by clicking the “Send changes for approval” button. Your listing will be reviewed by our editorial team and published once it has been successfully approved. You will receive an email notification as soon as your listing goes live.

If your changes are rejected, this is usually due to non-compliance with our quality criteria or incomplete information.
In this case, please review your content carefully. If you have any questions or require clarification, feel free to contact us at berlinconventionfinder@visitBerlin.de.

You can find detailed instructions on the approval and publication process on the “Approval & Publication” page.