MICE.BA was entrusted with the full-scale organisation of the international conference “Green Libraries – A Sustainable Future for Librarianship”, held in Mostar on 5–6 November 2025. The conference focused on sustainable development and the implementation of the UN Sustainable Development Goals (SDGs) within the library sector. It brought together international speakers, public institutions, academic representatives and stakeholders from across the region. The event was delivered in a hybrid format, combining on-site participation with online engagement via Zoom.
MICE.BA provided comprehensive conference management services, ensuring seamless coordination from concept development to post-event reporting.
The conference was organised by the Public Library of Herzegovina-Neretva Canton Mostar in partnership with the Goethe-Institut in Bosnia and Herzegovina and the Faculty of Science and Education at the University of Mostar. The event was supported by the Federal Ministry of Culture and Sports of the Federation of BiH, the Government of Herzegovina-Neretva Canton and the Ministry of Trade, Tourism and Environmental Protection of HNC.
Programme Development & Strategic Event Planning
Through a series of strategic planning meetings with the client’s management team, we defined the conference concept, thematic framework and overall objectives.
Our scope included:
- Development of the conference programme structure
- Identification and coordination of institutional partners and sponsors
- Design of tailored sponsorship packages aligned with public sector standards
- Event identity management and branding strategy
- Budget planning and continuous cost control throughout the project lifecycle
As this was the first conference of its kind organised by the institution, special attention was given to positioning, stakeholder alignment and structured financial management.
Venue Selection & Technical Production
The conference took place at the Queen Katarina Gallery Hall in Mostar. The venue provided a distinctive cultural setting, enhanced by an existing art exhibition that added further value to the participant experience.
Stage setup included:
- Branded roll-up banners
- Projection screen and presentation system
- Speaker podium
- Full AV production support (sound system, projection and hybrid streaming setup)
Given the participation of an international speaker from Warsaw, Poland, a full technical rehearsal was conducted several days prior to the event to ensure seamless online integration. Programme protocol and stage management were carefully coordinated with both the venue team and conference speakers.
Delegate Management & Online Registration
A structured delegate management approach was implemented to maximise outreach and efficiency.
Key elements included:
- Targeted invitation strategy across Bosnia and Herzegovina, Croatia, Serbia, Montenegro and North Macedonia
- Implementation of an online registration system
- Real-time monitoring of registrations in coordination with the client
- Structured participant communication
This strategic approach resulted in strong regional participation and high engagement levels.
Speaker Coordination & Programme Formats
In collaboration with the client, we secured distinguished speakers from Bosnia and Herzegovina, Croatia, Serbia, North Macedonia and Poland reinforcing the event’s international profile.
Our responsibilities included:
- Direct communication and briefing of speakers
- Collection of biographies and presentation materials
- Visual assets for promotional use
- Travel and programme coordination
- Preparation for different session formats (keynote lectures, panel discussions, inspirational interviews)
Time was allocated for technical preparation and speaker readiness, ensuring professional delivery across all formats.
Supplier Management & Study Visit Coordination
The second conference day was designed as an experiential programme integrating destination management elements.
A full-day study visit was organised, including:
Visit to the Franciscan Monastery Library in Mostar
Engagement with the NGO “Vedri Osmijeh”, including a symbolic tree-planting activity promoting sustainability
Guided tour of Vjetrenica Cave, a UNESCO-listed natural heritage site
Networking dinner at Erovino Winery in Rotimlja
This integrated destination programme combined professional exchange, cultural heritage and sustainable tourism elements, enhancing the overall conference experience.
PR Strategy & Media Visibility
A structured communication strategy ensured strong local and regional visibility.
Activities included:
- Development and distribution of press releases
- Pre-event press conference
- Media coordination before, during and after the event
- Clear visual identity aligned with the sustainability theme
- Professional event photography for post-event communication
The communication plan significantly strengthened the public positioning of the event and its core message.
Post-Event Management & Reporting
Following the two-day conference, MICE.BA delivered:
- Comprehensive narrative and financial reports
- Complete participant lists
- Photo gallery and visual documentation
- Issuance of participant certificates
- Distribution of speaker presentations
- Detailed financial transparency documentation for public funding justification
Special emphasis was placed on cost control and transparent budget management, enabling the client to report project expenditures clearly and accurately.By managing all operational and technical aspects, we allowed the client to focus on strategic networking and future cooperation opportunities.
Satisfied Partner’s Testimonials
Cooperation with the MICE.BA agency team has been at a consistently high level from the very beginning. They quickly understood our needs and vision and proposed innovative and effective solutions. The conference was executed flawlessly—from planning and coordination to technical delivery and attention to every detail. Throughout the entire process, the agency team communicated clearly, timely, and constructively. The team demonstrated a high level of expertise and proactivity, and their professional approach and dedication resulted in an event that exceeded our expectations and received exceptionally positive feedback from participants.
Julijana Pavlović, Director, Public Library of Herzegovina-Neretva Canton, Mostar, Bosnia and Herzegovina
MICE.BA – Your Professional Congress Organizer in Southeast Europe
MICE.BA is a full-service event management agency specialising in:
- Conference and congress management
- Hybrid event solutions
- Public sector and institutional events
- End-to-end event logistics
- Destination management services (DMC)
The successful delivery of the Green Libraries Conference further strengthened our positioning as a specialised PCO & DMC (Professional Congress Organizer & Destination Management Company) in Southeast Europe. This project also demonstrated the strong potential of Mostar and the Herzegovina region as emerging destinations in the field of congress and business tourism.
Contact MICE.BA and let us plan your next business event together
Author: Josipa Terzić – Rezić, CIS i CCMEP profesionalna organizatorica poslovnih evenata
CIS – Certified Incentive Specialist od strane SITE – Society for Incentive Travel Excellence
CCMEP – Certificirani profesionalac u kongresno-incentive-event turizmu od strane Hrvatske udruge kongresnih profesionalaca
