When an organisation like WWF needs a local partner to organise its global governance meeting in Sarajevo, the brief is long and the standards are high. MICE.BA was that partner.
This is the most complex and internationally significant project in our portfolio. It is also a good illustration of what full PCO and DMC service looks like in practice.
Event Details
Client: World Wildlife Fund (WWF ADRIA) Panda Association
Event: Governance Practice Global Meeting
Type: International business meeting and conference
Venue: Hotel Hills, Sarajevo
Dates: 30 September to 4 October 2019
Participants on-site: 100
Participants online: 30
Duration: 5 days
Visa Coordination: A Service Few Agencies Offer
The first and most complex task was getting 100 participants from countries around the world into Bosnia and Herzegovina. MICE.BA took over the full visa coordination process. We prepared guarantee letters and worked directly with the Ministry of Foreign Affairs of Bosnia and Herzegovina to ensure every participant arrived without administrative barriers.
This is a service that very few event agencies in the region can deliver. It requires knowledge of BiH bureaucratic procedures and direct contacts with the relevant institutions. For international organisations bringing participants from multiple countries, this capability makes a real difference.
Five-Day Logistics for 100 International Participants
Managing accommodation, food, transfers and programme for 100 people from around the world over five consecutive days is a different scale of organisation from a single-day conference.
MICE.BA took over the full logistics:
- We secured accommodation for all 100 participants under one roof at the venue hotel
- We organised airport transfers for the arrival of international guests
- We coordinated food and beverage for all participants throughout the five-day programme
- We engaged hostesses to support participants and ensure the smooth running of each session
Programme with Parallel Sessions
The event required simultaneous management across four spaces. The main plenary hall hosted opening sessions, panel discussions and full-group work. Three smaller rooms ran parallel thematic sessions for smaller working groups throughout the programme.
Coordinating a programme running in four spaces at the same time requires precise planning, a clear division of responsibilities and the ability to respond quickly when schedules shift.
Hybrid Delivery in 2019
Alongside the 100 on-site participants, 30 people followed the programme online. This event took place in 2019, before hybrid formats became standard in the industry. MICE.BA implemented the technical setup and coordinated with the technical team to ensure the online stream ran smoothly throughout the five days.
DMC Programme Alongside the Conference
International participants also received a DMC programme giving them a chance to see Sarajevo and the surrounding area. We organised a city tour and a visit to the Bijambare cave as a complement to the working programme.
For international organisations coming to a new destination, combining PCO and DMC service in one package is exactly what they need. One partner. One contact. The full experience.
What This Project Confirms
Organising a global meeting for a world-known organisation in Bosnia and Herzegovina requires local knowledge, institutional contacts and operational precision. MICE.BA has all three.
After the event, we conducted a follow-up with participants, gathered feedback and prepared a full post-event report covering every aspect of the organisation.
This is what conference organisation in Sarajevo looks like when it is done well.
Planning an International Conference in Bosnia and Herzegovina?
If you are organising an international meeting, congress or conference in Sarajevo or elsewhere in the region, send us a brief and we will respond within 48 hours.
Author: Josipa Terzić – Rezić, CIS and CCMEP Certified Professional Event Organiser
CIS – Certified Incentive Specialist (certified by SITE – Society for Incentive Travel Excellence)
CMPA – Certified Congress, Meeting, and Event Professional (certified by the HCCP – Croatian Association of Congress Professionals)
