Hybrid NEB Event for Regione Liguria, Friuli Venezia Giulia & ERRIN

Hybrid Event Management Partner for the New European Bauhaus Festival

Location: Brussels, Belgium
Our Role: Hybrid Event Management Partner
Client: Regione Liguria, Regione Autonoma Friuli Venezia Giulia & ERRIN
Format: Hybrid event
Attendance: 142 registered on-site guests, with remote participation available

Overview

haca.studio partnered with Regione Liguria, Regione Autonoma Friuli Venezia Giulia and ERRIN for Co-creating places for people and the planet, a hybrid event organised within the New European Bauhaus Festival in Brussels.

The event brought together participants on site at the historic palace of the Autonomous Region of Friuli Venezia Giulia, while enabling a wider audience to follow the programme online. The event required a carefully coordinated participant journey across registration, digital access, arrivals, hospitality, security and venue logistics, within a live institutional setting.

What We’re Doing

Hybrid Event Management

We managed the operational delivery of the hybrid event, supporting a coherent experience for both on-site and online participants:

• ‍Registration Management: Managing the participant registration process and maintaining a clear overview of attendee data, confirmations and event access.‍
• Event App & Digital Participant Information: Configuring and managing the event app as a central point for programme information, practical guidance and participant communication.‍
• Hybrid Participant Access: Coordinating the respective journeys for on-site and online participants, ensuring they received the right access information and instructions ahead of the event.‍
• Participant Journey: Structuring the full attendee experience, from confirmation and pre-event information to arrival, wayfinding, participation and departure.

Venue Logistics & Hospitality

We coordinated the practical requirements needed to host the event at the historic palace of the Autonomous Region of Friuli Venezia Giulia:

• ‍Venue Logistics: Coordinating the operational setup, room use, furniture requirements, guest circulation and event-day logistics within the venue.‍
• Catering Coordination: Managing catering requirements and service flows to support the programme and networking moments while avoiding congestion in the event spaces.‍
• Security Coordination: Coordinating security arrangements, access control and guest-entry procedures in line with the needs of the venue and event format.‍
• Supplier Coordination: Aligning the involved suppliers and operational partners to ensure that services were delivered according to the agreed timeline and event requirements.‍
• On-site Coordination: Overseeing live operations, participant flow, hospitality, logistics and issue resolution throughout the event.

Impact

By combining participant registration, event-app management, hybrid access coordination and on-site operational delivery, haca.studio ensured a smooth and welcoming experience for the event’s 142 registered guests, while supporting participation beyond the physical venue.

Our work enabled the three organising partners, Regione Liguria, Regione Autonoma Friuli Venezia Giulia and ERRIN, to focus on the programme and the New European Bauhaus conversation, while haca.studio managed the practical conditions required for a controlled, professional and well-coordinated hybrid event.

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