The Client Brief
How can we organise the AV production for a conference with over 1,400 participants and 160 speakers?
The Eurofi Financial Forum Dublin 2026 is one of the most important gatherings in the European financial sector. Over the course of three days, more than 1,400 participants and 160 speakers, including representatives of European institutions, central banks, regulators, investors and financial organisations. The forum was organised in cooperation with the Irish Presidency of the Council of the European Union and comprised dozens of expert discussions taking place simultaneously in several conference halls. For this type of event, it is not enough simply to provide conference technology. The key requirement was to ensure consistent technical production across the three conference halls, to support the smooth running of parallel programmes and to create a unified visual identity for the event.
Our Solution
One of the most common questions we are asked at international conferences and congresses is:
How many technicians do you need for the conference? How can we organise the technical aspects of a conference taking place in several halls?
For events with a parallel programme taking place in several rooms, we recommend allowing for at least: – 3 technicians for each conference hall, – 1 project manager responsible for coordinating AV production, – 2 technicians on hand to carry out ongoing room reconfigurations, make adjustments to the foyer and deal with any unplanned changes during the event.
The project also included a third conference hall, which expanded the possibilities for a parallel programme and enabled the organiser to create more space for specialist discussions. In the design, we placed emphasis on ensuring that all three spaces functioned as part of a single event, regardless of their size or the format of the programme. Each room had its own technical team, whilst the project manager co-ordinated the organiser’s requirements, the schedule for individual discussions and any changes arising from the programme. One such change was the transformation of the conference section into a gala evening, which we implemented by 90 minutes. It is precisely this way of working that helps to alleviate the organiser’s stress and bring a sense of calm even in an environment where dozens of panel discussions and hundreds of participants come and go every day.
How should the rooms be labelled at the conference? How do you manage hundreds of conference attendees?
In addition to the conference rooms, we also set up a system of LED banners which served as information and wayfinding elements. The signage for rooms, partner zones, member areas, registration and the foyer created a consistent visual language throughout the entire event and helped participants to find their way around the venue naturally. At international conferences, the wayfinding system is often underestimated. However, at events with multiple halls and hundreds of participants, proper room signage significantly influences the overall experience of attendees. LED banners allow content to be updated in real time whilst maintaining the conference’s consistent visual language.
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