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European Microfinance Week 2018
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Case study · European Microfinance Platform (e-MFP)

European Microfinance Week 2018

Full orchestration of an international event for 400 participants: scenography, livestreaming, a dedicated app and on-site coordination to meet the standard the audience expects.

ClientEuropean Microfinance Platform (e-MFP)
SectorFinance
Venue Neimënster (CCRN)
Branches GOOD VIBES events TACTIK
What we did
  • live events
  • conferences
  • hosts
  • hostesses
  • event coordinators

Key outcome

400+ international participants welcomed
60+ countries represented
3 days of uninterrupted coordination

The insight

Privatising an entire heritage venue instead of spreading across several spaces gives you control of the experience from end to end and protects architectural coherence, even as participant numbers keep climbing.

Our deliberate choices

  • We refused to split the event across several sites: a single privatised venue keeps the participant journey smooth and the interactions high in quality.
  • We introduced TED sessions instead of keeping the classic format: to bring energy to the content without diluting its academic rigour.
  • We built a transparent structure in the Agora instead of an opaque installation: to respect the integrity of the architectural heritage.
  • We used technology (livestreaming, app) as a response to growth, not as a gadget: to make exchanges easier without weighing down the organisation.

The challenge

The problem

European Microfinance Week is a major event in the microfinance sector, bringing together professionals from around the world. With high-quality sessions and prestigious speakers, this annual conference draws more than 400 participants from over 60 countries. Our role is to manage both the logistical and the conceptual sides of the event.

  • Continuous growth in participant numbers
  • Risk of overcrowding in a heritage venue
  • High expectations for session quality
  • Need to renew content formats
  • Complex multi-site, multi-flow coordination

Our response

As participant numbers kept growing, we kept innovating to deliver an outstanding experience. In 2013, we introduced a dedicated conference app to make interaction easier. In 2017, we set up livestreaming of the sessions. For this edition, we added TED-style sessions, giving the programme sharper, more inspiring presentations. We also privatised the entire Neumünster Abbey to host participants, and built a transparent structure in the Agora that left the architecture of this remarkable venue intact.

  • Full privatisation of the historic venue
  • TED-format sessions
  • Livestreaming of the main sessions
  • Dedicated app for participants
  • Transparent structure in the Agora

Strategic approach

We chose full control of a single venue over a multi-site split. It meant a heavier logistical investment, but it kept the whole event coherent. We also dropped traditional session formats in favour of short, punchy talks inspired by TED conferences.

Venue privatisation

A strategic decision to privatise the entire Neumünster Abbey so we could control the experience from end to end. It let us anticipate visitor flows, secure the key moments and avoid breaks in rhythm. The transparent structure installed in the Agora preserved the architectural integrity of the venue while creating a central meeting space.

New content formats

TED-style sessions were introduced to renew the way speakers present. These short, punchy formats energised the programme and held participants' attention on technical topics. Livestreaming of the main sessions extended the reach of the event beyond the 500 participants on site.

Integrated technology setup

A dedicated app was deployed to help participants move between sessions, manage registrations and connect with each other. It reduced the administrative load on site and made the participant journey smoother. The livestream was configured to deliver broadcast quality without straining the venue's bandwidth.

Operational coordination

Complete logistics management: scenography, signage, event staff, timing and speaker coordination. We secured every touchpoint, from welcoming international participants to managing flows between sessions. Tight control of timing and transitions let us meet the standard expected by professionals from 60 different countries.

How we worked

  1. 01

    Scoping

    Analysis of growth constraints and identification of the risks tied to a fragmented setup.

  2. 02

    Spatial decision

    Privatisation of Neumünster Abbey to control the whole participant journey and preserve architectural coherence.

  3. 03

    Content innovation

    TED sessions and stronger technology (livestreaming, app) to bring energy to the experience without lowering the standard.

  4. 04

    Operational coordination

    Management of flows, transparent scenography and event operations for 400+ participants from 60+ countries.

  5. 05

    Monitoring and adjustments

    Real-time observation on the ground to secure delivery and anticipate logistical needs.

Results

The event welcomed more than 400 participants in optimal conditions, with no logistical incident and no break in rhythm. The TED-style sessions were particularly well received for their dynamic format, and the livestreaming extended the audience beyond the physical walls of the venue.

48%

New participants

Source: e-MFP Activity Report 2019

87%

Organisation highly rated

Source: e-MFP Activity Report 2019

98%

Team praised

Source: e-MFP Activity Report 2019

Visual report

The scenography preserved the architectural identity of Neumünster Abbey while creating a modern, functional meeting space.

European Microfinance Week 2018
European Microfinance Week 2018
European Microfinance Week 2018
European Microfinance Week 2018
European Microfinance Week 2018

Frequently asked questions

How do you manage the growth of an international event without losing experience quality?
By refusing spatial fragmentation and privatising a single venue, you keep control of the whole participant journey. Adding dynamic formats (TED sessions) and technology (livestreaming, an app) absorbs the growth while protecting academic rigour and smooth interaction.
Why privatise an entire heritage site rather than use several venues?
A single privatised venue makes it possible to keep the architecture coherent, ease visitor flows and concentrate operational resources. In a heritage setting, it avoids heavy installations and protects the integrity of the site, while giving every participant the same experience.
Which scenographic choices respect a historic venue while hosting a large-scale conference?
Choosing a transparent structure in the Agora rather than an opaque installation keeps the architecture readable. This technical choice lets the event fit into the venue without altering the heritage, while providing a functional and visually coherent space.
How do you introduce new content formats into an academic conference without undermining its credibility?
By choosing formats known for their rigour (TED sessions) and building them into the main programme rather than leaving them on the sidelines. The aim is to energise the content while keeping the quality of the speakers and the relevance of the topics.

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