Advice from an event manager for your EU institutional event

10 golden rules from our expert in institutional events

If you’re considering organising an event, the following advice might be useful to you.

1 – Negotiate and communicate continuously with suppliers since the beginning.
It is time consuming but essential to the success of your project! Select the right suppliers for the right mission, nowadays you only want to work with experts. Your weakest supplier might be a real threat to the success of your project.

2 – Organise a site inspection at the venue.
This allows you to better visualise the event and its floor plan and establish the overall schedule.

3 – If hosting a series of events, try to host them in the same venue.
It will help you reducing your costs and investment. In addition, they might make you an interesting offer the following year.

4 – Look for any public event that could harm yours.
What’s going on the same day as your event? If your event takes place in the Brussels EU area, ensure there is no European Summit on this day.

5 – Optimise your costs.
If your dates are flexible, try to select calmer days. This will allow you to negotiate better deals with suppliers. In case it takes place during the peak season, make sure to book all suppliers a long time in advance. Sometimes investing in technology can also save a lot of money, as it contributes to increase your overall efficiency.

European event organisation - Translation services6 – Build your suppliers network.
A/V companies, catering, translation services, photographers, video crew, venues, goodies… Maintaining a trustful relationship with all your suppliers is crucial. You need suppliers that will go the extra mile for you, that think together on how to add value to your event. Everything moves so fast nowadays that your network of suppliers is a crucial element in order to set up a top-notch project.

7 – SPOC is his name.
A SPOC, Single Point Of Contact, will make your life much easier! If you want to outsource a bunch of tasks, make sure you can outsource them to one person who understands your needs and who will deal with any kind of issues.

8 – Manage administrative tasks on a daily basis.
Never neglect your administrative duties. A close follow-up of your in/out invoices and a rigorous monitoring of the financial stability of the event are especially relevant.

9 – Get prepared to organise travel & hotel arrangements.
Your guests, VIP’s and speakers might need support before and during their stay.

10 – Increase the reach of your event.
Live broadcast, webinar, presentation sharing… Engage your audience and allow guests to participate even if they are not able to join physically.

Working as a Project/Communications Manager at a European institution?

You probably know how difficult it is to deal with event management & event communications, as events are typically challenging peaks throughout the season. Your organisation doesn’t necessarily have the resources to hire one or several full-time employees to fill these gaps, you might be interested in the services of an event manager. Freelancer, short-term contract or task force, your challenge is to find the right person – without making any compromise on the quality of your event!

You need to plan working groups, press conferences, member state visits, internal meetings or VIP dinners but don’t know how to manage?

Of’’Cores provides worldwide event services for short to long term projects. Our experts in domains such as event management, event marketing and communications and event technology can assist your organisation on a specific or recurring event, with no obligation to collaborate on the long term. Let’s meet!










Destination in the spotlight: Portugal

Portugal, located in the Southwestern of Europe and part of the so-called Iberian Peninsula, famous for his port-wine and Cristiano Ronaldo. A great destination for both business and leisure. In this article we will highlight a few spots located at approximately 30 km from Lisbon: Sintra & Cascais.


Cascais is a coastal town and a former fishermen village, and it is the perfect getaway after a busy meeting in Lisbon.

Located at only 30 minutes from Lisbon, it’s the perfect spot to relax after some heavy days of work.
It may not be surprising that Biarritz (France) is one of the sister towns of Cascais, both are well-known by the adepts of all kinds of surfing. The place to be to practice these sports are at the Guincho coast, also known for good and high quality fish restaurants.

Along the coast side the Farol Design Hotel is a hidden gem. Modern, trendy, splendid views overlooking the sea and spacious bedrooms. It’s a great escapade after a trip to Lisbon to relax and enjoy the weather. There are many restaurants in the neighborhood, but you should also try their own kitchen. At lunchtime they serve excellent sushi’s at the poolside bar.


Sintra is famous for it’s Unesco Heritage site “Parco da Pena”.

A walk through this breathtaking parc will take you up to it’s beautifull Palacio and Castelo dos Mouros. As the Palacio is located at the top of a (small) mountain, it may disappears entirely on a cloudy day. You may feel like being in a fairy tale when entering and your guests might do so too, because the venue can be rented for events!

If you are looking more for the combination golf, spa & resort for your meeting and all this in a venue with an historial setting, you might like the Penha Longa Resort. Located not far from Sintra and only a 30-minute drive from Lisbon Airport.

The hotel is built on the grounds of an old monastery and entirely renovated with respect for it’s history. Some of the function rooms are situated in the former monastery. Your guest will surely be impressed when you let them enter by the church!
With 5 in-house restaurants, there’s no need to exit the resort for lunch or dinner. Two of them are in collaboration with the 2-star Michelin chef Sergi Arola.
The hotel disposes of 194 bedrooms and can be entirely privatised.

Still looking for your next meeting destination? Don’t hesitate to get in touch with us!