B2B Conference and Gala, 13th Edition

Project: ORLEN Gas Meeting #13, a two-day B2B conference.

Location: Warsaw, InterContinental Hotel.

Client: Reequest Events for ORLEN S.A.

My scope of responsibility: creative concept and visual identity of the event, venue selection and negotiation, set design and multimedia production, budget management and post-event cost estimate, coordination of subcontractors, participant logistics, catering, technical support, casting and coordination of speakers, and operational supervision during setup, delivery and teardown.

Context and challenge

The challenge was multidimensional, because the group required full exclusivity of the space, smooth service for English-speaking guests with real-time simultaneous interpreting, and a refresh of the visual identity, while preserving the recognizable DNA of a series that was already in its thirteenth edition. On top of that, the two-day format with an extensive program of content, a gala dinner and an ORLEN branding zone required precise coordination of many parallel production areas.

Creative concept

For the 13th edition of the event we designed a new Key Visual which, while keeping continuity with previous editions of the series, introduced elements unique to this edition. The KV ran through every touchpoint with the participant: from electronic invitations and a dedicated registration page, through reception branding and participant wristbands, to the LED screen animations, intro, jingle and loop shown on stage.

The choice of venue was part of the concept, not just logistics. The InterContinental Hotel and its Opera Ballroom provided exclusive use of the entire floor: its own registration zone, the conference space, a Stop Cafe zone with ORLEN-branded coffee machines and a dinner room, all without contact with other hotel guests.

Set design

We built the entire conference space from scratch, adapting it to the group's standard and the technical requirements of the two-day program.

Key elements of delivery:

- LED screen with a media server and dedicated 2D animations: intro, jingle, loop, speaker bumpers, designed to the screen's specification;

- Concert-grade sound system, wireless handheld and headset microphones for speakers to choose from, and two prompters with a clock and a presentation preview;

- Dynamic stage lighting with moving heads, effects, a fog machine and a gobo with the OGM logo;

- A stage clad in styrene sheet, and lounge-type furniture: armchairs and sofas instead of traditional chairs, which changed the atmosphere of the hall from formal to partnership-like;

- A fully equipped simultaneous interpreting booth for two interpreters, with receivers for participants, offering PL-ENG and ENG-PL interpreting on both days of the event;

- Registration and guest services.

Production and logistics

The program included two conference sessions spread over two days, with external speakers as a highlight of the agenda. At the pre-production stage there was a change in the lineup, smoothly handled with no impact on the schedule or the atmosphere of the event.

An attraction that engaged participants was a quiz on the Kahoot platform, built bilingually and compliant with GDPR requirements. The client prepared the content; we provided the platform, technical support and live delivery.

The gala dinner on the first day was a served dinner at round tables with floral decoration. The menu came in three variants, traditional, fish and vegan, matched individually to each participant according to their registration. The whole of reception service, seating of guests at the dinner and handling of microphones during Q&A was provided by a team of English-speaking hostesses and a host, an absolute requirement given the presence of international partners.

Program and coordination

Setup started the day before the conference, with full access to the hall of the InterContinental Warsaw hotel. A production crew of over a dozen people worked in parallel on the stage, electronics, lighting and guest zones. The Stop Cafe zone with premium machines operated on both days from morning until the end of the dinner.

Project coordination covered well over a dozen external subcontractors working in parallel: from hotel staff and the external car park, through the multimedia company, hotel catering, speakers, hostesses, simultaneous interpreters, ORLEN security, the photo and video crew, to floral services and the print shop, and many other subcontractors. The event closed on schedule and without exceeding the budget.