One year of planning and organisation

Surprising as it may seem, an international conference with hundreds of participants requires almost a year of planning and coordination. On the one hand, guests need time to register, arrange visas and flights. On the other hand, it is worth booking a suitable venue as early as possible, especially if it is a popular conference date and hotel.

This was no different for this conference. The October date was a given and luckily the invitation was early enough. So we were able to embark on the project at a "comfortable pace", so to speak, and with a lot of thought and excitement.

From airport transfers to interpretation

With the venue (Villapark, Várgesztes) booked, the foundations for the event were laid, but many other services were still waiting for us:

• transporting guests from the airport to the venue à transfers and hostesses were needed
• registering and fully informing guests on arrival (and throughout the event) à we were working on a system without major disruptions and congestion
• we also had to think about simultaneous interpretation into the mother tongue of guests who do not understand English
• of course, the whole conference technology should not be left out of the list
• leisure activities, special diets, visa assistance ...

The list could go on and on. The year spent on the organisation has certainly gone by quickly!

Individual requests and challenges

For large-scale events lasting several days, there are many individual requests. Providing halal meals in a Hungarian hotel, for example, is a particularly impossible task. Although picking up and plotting out nine section rooms is not a matter of minutes. Planes are delayed, guests get lost and of course the coffee machine breaks down in the middle of breakfast.

That's why it's important to plan in detail and have a professional organisation team who can respond to the situation immediately.