1,500+ Delegate Event in Prague
Venue Sourcing, Hotel Coordination, On-Site Support
The Brief
Our client was preparing to host a flagship European event welcoming over 1,500 delegates and staff across four days, plus an extensive setup period. The event required more than 40 unique meeting spaces, each tailored to different session formats and capacities.
Our Role
Venue Choice was brought in to manage the logistical complexity behind the scenes, allowing the client to focus fully on content and delegate experience.
What we delivered:
Venue sourcing: We curated and pitched a shortlist of venue options in line with the client’s strategic location brief and technical requirements.
Commercial coordination: We negotiated pricing, consolidated proposals, and managed the contracting process across all venues.
Accommodation management: We arranged both contracted hotel room blocks and flexible delegate booking options, liaising with hotels to ensure seamless guest experience.
On-site presence: Our team travelled to Prague ahead of the event to meet hotel partners, finalise rooming allocations, and remain available throughout to troubleshoot any live changes.
The Result
The event ran smoothly across all locations, with multiple venues and hotels working in sync, thanks to robust preparation and hands-on delivery from Venue Choice. From complex space allocation to last-minute rooming requests, we ensured the infrastructure behind the scenes matched the ambition of the event itself.