IVAP Workshop 2025

haca.studio: Event Management & Event Communication Partner for EIT Higher Education Initiative – IVAP Workshop 2025
Location: Krakow
Our Role: Event Management & Event Communication Partner

Overview: haca.studio partnered with the EIT Higher Education Initiative for the organisation of the IVAP Workshop 2025 in Krakow. The workshop brought together almost 300 higher education institutions, innovation actors and programme stakeholders for focused working sessions and peer exchange. The event required structured operational management, precise coordination, and clear on-site communication to support an intensive, content-driven agenda.

What We’re Doing

Event Management

We delivered end-to-end event management, ensuring smooth delivery across all operational and participant-facing aspects:

• Strategic & Conceptual Approach: Defining the event structure, formats and flow in line with the workshop objectives.
• Venue Benchmark & Selection: Supporting venue benchmarking and selection in Krakow.
• Event Design: Designing the workshop setup, session formats, room layouts and participant circulation.
• Supplier Management: Coordinating and managing multiple suppliers, including venue, AV production, catering, transport and technical services.
• Budget & Timeline Management: Managing the event budget, planning and timelines to ensure controlled and reliable delivery.
• On-site Coordination: Overseeing live operations, speaker support, session transitions and issue resolution throughout the workshop.
• On-site Communication: Managing participant information flow and real-time guidance during the event.
• Social Programme Management: Organising and coordinating the networking dinner and cultural activity tour of the Krakow Old Town.

Event Communication

We delivered the core event communication and content production assets (excluding the event website):

• Creative Direction & Asset Production: Designing the visual identity and producing all event-related assets for digital and on-site use.
• Participant Communication Assets: Producing agendas, practical information documents and participant-facing materials.
• Content Production: Coordinating photography and videography during the event.
• On-site Visuals & Signage: Producing and managing on-site visual assets to support orientation and programme clarity.

Impact: Through structured event management and targeted event communication delivery, haca.studio ensured the IVAP Workshop 2025 was executed smoothly and efficiently. Our coordination allowed participants and organisers to focus on content and collaboration, while providing a clear, well-managed on-site experience supported by reliable operations, effective information flow and a curated social programme.

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