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.
How can we organise the technical aspects of a conference for more than 1,400 participants and 160 speakers?
As a partner specialising in AV production for conferences and congresses across Europe, we regularly encounter projects where the greatest challenge is not the technology itself, but the coordination of multiple parallel programmes. At Eurofi Dublin, we handled the technical production for three conference halls and created a unified visual system to help participants find their way around the event. From the initial designs, we worked with spatial simulation, set design and participant flow to ensure that each hall supported the content and did not distract from the speakers.
We designed the conference spaces as part of a single visual and production system. Over the course of three days, participants were able to move between the various discussions without feeling as though they were entering different events. The consistency of the space fostered trust in the Eurofi brand and created the conditions for an effective exchange of knowledge amongst participants.
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.
What are the key considerations when organising the technical aspects of a conference held across multiple venues?
At events with more than 1,400 participants and 160 speakers, the specific technology used is not the decisive factor. What matters is whether participants can find their way around without any problems, whether discussions start on time, and whether the organiser can focus on the content of the programme.
We have therefore focused on three areas:
– consistent AV production across the three conference halls,
– to help participants find their way around easily,
– flexibility when carrying out refurbishments and changes to the layout of the premises.
Further facts about the project:
– a digital navigation system throughout the venue
– AV production for the conference and gala programme
– bespoke content for the foyer and reception areas
– a single partner for AV production in three conference halls,
– consistent technical support throughout the programme,
– conference venues equipped for panel discussions, keynote presentations and content creation,
– a team ready to respond to changes to the programme and the reconfiguration of the premises in real time,
– An LED information and navigation system to help more than 1,400 participants find their way around,
– a consistent visual identity throughout the conference halls, foyer and partner areas,
– a partner capable of providing conference equipment and AV production services for conferences anywhere in Europe.
