How do you pull out the stops for a five-day congress in Prague?

If you have ever organised a congress you will know that getting it right, from start to finish, is no easy task. But what if the congress is to be held in another country and will last for five days? And what if the participants fly in from different countries? And what if you have also been asked to arrange a cast-iron professional congress, which improves its members’ bonds in an informal way? Well, you ‘simply’ put together an excellent team, who know all the tricks of the trade, and you make it happen!

The challenges

The client was known to us. We had organised a congress for them before, only in Istanbul. It had been a huge success, so they decided to come back the next year. This time they wanted us to arrange a five-day congress for 450 participants in the historical centre of Prague. The location would have to be a place where they could all stay and where they would also be able to have meetings. It always helps when you know the client, and have worked for them before, but exceeding their expectations again was going to be something of a challenge.

These are the challenges they set us:

• Find a location at which we can stay and also hold our meetings.
• Organise transfers between the airport and hotel for all participants, before and after the congress.
• Plan activities to strengthen relations during the congress.

Making it happen

We got in touch with our local contacts and went in search of the ideal location. In the end, we decided to occupy most of a five star hotel. 450 international participants, a five day congress – it soon adds up. The hotel also had a large plenary meeting room. And we certainly needed it, because we had decided to arrange the space as a classroom and to lay on back projection. The hotel had all the infrastructure needed to handle the plenary session and (inter)national meetings with ease.

✔ Accommodation + meetings at one location

The participants were flown in from different countries. We needed an efficient way to transfer them from the airport to the hotel. This we found in the form of a shuttle service: budget friendly, and efficient too! They were met at the hotel, where they were given their badge and a programme booklet in their native language.

✔Return transfer between airport and hotel

The participants all worked for the same company, only in different countries. So although they had a great deal in common, they probably didn’t know each other. Hence the activities to help strengthen the relations between them. These are just a few of them:

• Catching a tram to the beer restaurant

The participants went by tram to the restaurant for their evening meal. But it wasn’t just any old tram ride. On the way they were served an aperitif and listened to live accordion and violin music. A reception on wheels, by which they discovered Prague by night.

• Beer rally on foot between 13 of the city’s quaint locations

This was beer tasting as an exploratory group. A fine way to lift the team’s spirits!

• A gala dinner in Zofin palace

A great location for a marvellous event to close the five-day congress. The superb catering left everyone speechless. The audience was captivated by a trio of ladies and their electric violins. Before long, the party spilled onto the dance floor.

✔ Activities to strengthen relations