EBRAINS Summit 2025

haca.studio partnered with EBRAINS for the organisation of the EBRAINS Summit 2025 in Brussels. The summit brought together almost 400 international stakeholders from research, innovation and public institutions for a multi-format programme combining plenary sessions, parallel tracks, exhibitions and public-facing activities. The project required a structured strategic approach, strong coordination across suppliers, and a coherent communication ecosystem before, during and after the event.

Client

EBRAINS

Date

8 - 11 december

Website

https://www.ebrains.eu/

haca.studio: Event Management & Event Communication Partner for EBRAINS Summit 2025
Location: The EGG Conference Centre, Brussels, Belgium
Our Role: Event Management & Event Communication Partner

Overview: haca.studio partnered with EBRAINS for the organisation of the EBRAINS Summit 2025 in Brussels. The summit brought together almost 400 international stakeholders from research, innovation and public institutions for a multi-format programme combining plenary sessions, parallel tracks, exhibitions and public-facing activities. The project required a structured strategic approach, strong coordination across suppliers, and a coherent communication ecosystem before, during and after the event.

What We’re Doing

Event Management

We led the full event management process, from early strategy to on-site delivery:

Strategic & Conceptual Approach: Defining the event concept, structure and format in alignment with EBRAINS’ objectives and audiences.
Venue Benchmark & Selection: Conducting venue benchmarking and supporting the selection of The EGG Conference Centre.
Event Design: Designing the event setup, spatial organisation, session formats and participant flows.
Supplier Management: Coordinating and managing over 20 suppliers, including venue, AV production, staging, lighting, signage, catering, transport and technical services.
Budget & Timeline Management: Managing the overall event budget, planning and run-of-show to ensure delivery on time and within scope.
On-site Coordination: Overseeing live operations, speaker coordination, technical execution and issue resolution throughout the summit.
On-site Communication: Managing participant-facing information flows, signage logic and real-time updates during the event.
KPIs: Providing a report with data based on the preparation, and the on-site management with recommendations for the next strategy.

Event Communication

In parallel, we delivered the full event communication ecosystem:

Creative Direction & Asset Production: Designing the visual identity and producing all event assets across digital and on-site touchpoints.
Event Website: Designing and delivering the dedicated event website, including programme, speaker information and practical details.
Matchmaking Platform: Managing and configuring the matchmaking app to support meetings, networking and participant engagement.
Content Production: Coordinating photography and videography throughout the event.
Communication Strategy Support: Supporting EBRAINS with the event communication strategy, ensuring consistency across channels and clarity for all audiences.

Impact: By combining structured event management with a comprehensive event communication approach, haca.studio ensured a seamless delivery of the EBRAINS Summit 2025 across all operational, technical and participant-facing dimensions. Our work enabled EBRAINS to manage a complex, multi-stakeholder event with clarity, consistency and reliability, while providing attendees with a coherent experience supported by clear communication and well-designed event environments.

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