Our task was to handle all of the pre-event and on-site logistics, including delegate communication, venue management, theming, decor, ground programme and event production. Our first challenge however, was to find an appropriate location for the summit.
Our client was clear that this summit had to be “different” – in content, style and location, so we avoided “traditional” hotels & conference centres and set out to find a venue that would truly reflect the unique nature of the summit.
After an extensive search and much debate, we settled on Lokomotivværkstedet, a turn of the century locomotive workshop on the periphery of central Copenhagen. With 10,000sqm of space, this dramatic industrial backdrop provided the perfect canvas on which to create a true masterpiece of an event.
A varied programme was developed comprising plenary sessions with top-level keynote speakers and a range of interactive workshops to facilitate learning, sharing of best practice and networking amongst the delegates.
Attendees comprised chief executives from major corporate organisations, senior government officials and VIPs from major cities around the globe which created a strong media interest, both on-line and in Copenhagen, including local news coverage of the event.
Activate led the overall management of the project, drawing together the client team and other expert agency partners to ensure that the vast array of requirements was captured and managed in a timely and coordinated manner throughout the duration of the project.
With such a high-profile event attracting widespread interest & attention from many stakeholders, the pre-event coordination and communication was critical to the success of the project and this required many conference calls and several high-level face to face meetings in Copenhagen to ensure that the event was delivered as per the client’s brief and on budget.
In addition to the meeting venue, we also had to arrange and manage accommodation for all attendees at a nearby city centre hotel and coordinate transportation for airport arrivals & departures and shuttles to/from the meeting venue each day.
Using such an old and unusual venue for the event created additional logistics issues including sensible allocation & division of the space, provision for power, catering, storage, lighting and careful management of acoustics, all of which had to be built into our event plan.
We developed a dramatic visual concept for the venue which involved carefully dividing and creatively theming it to create a mix of dramatic cityscapes, urban areas and park land (with real grass & trees), all of which was accessed from a wide central 2-lane avenue running through the length of the building.
Catering reflected the urban theme for the event and was served from a variety of cabins, stalls and even tuk-tuks to reflect both local cuisine as well as that from the different countries and cities represented at the summit, whilst Copenhagen City Hall provided the backdrop to the summit’s formal dinner, hosted by the Mayor of Copenhagen.
With such a range of nationalities, simultaneous translation was provided in both the main plenary and in each of the workshop areas in multiple languages and we deployed a large, multi-lingual on-site team to ensure that all delegates were well looked after throughout the event.
A hugely successful inaugural event, a very happy client, a satisfied (if rather exhausted) organising team and a strong desire to repeat the project again in 2 years’ time in another of the project partner cities.