Corporate Meeting & Mini Trade Fair

Milan — 150 guests

Overview

For Welcome Travel Group S.p.A.  we designed a B2B event structured in three integrated phases: a mini trade fair, a theatre-style meeting, and a final Standing Dinner.

A format conceived for the travel sector, able to combine professional networking, institutional content, and hospitality, while maintaining technical control, seamless flow, and organisational coherence.

Concept

The event was conceived as a mini sector trade fair in a dedicated setting, with 24 fully equipped desks, each featuring a table, four seats, and an independent power socket for laptops and digital materials.

The layout ensured smooth circulation among the stands, fostering one-to-one meetings between tour operators and business partners in a professional yet dynamic context.

In parallel, in a separate area of the venue, the meeting theatre was set up with over 120 seats, complete with a stage, projection screen, full audio-video system, dedicated AVL control room, and two handheld microphones for standing interventions.

At the end of the exhibition phase, guests moved to the meeting area for the plenary session. During the speakers’ presentations, the production team dismantled the fair area, fully reconfiguring the space for the Standing Dinner.

The project was developed to manage three distinct setups within the same day, ensuring technical and operational transitions with no perceived interruption for participants.

Designed.

Catering

During the fair phase, a non-alcoholic refreshment station with light finger food was activated, designed to accompany networking without interfering with the exhibition activities.

At the close of the meeting, the space originally dedicated to the desks was transformed into a convivial area for the Standing Dinner, with a layout designed to encourage rotation and conversation among guests.

The Bar Service, operating for 3.5 hours during the evening phase, complemented the entire experience with a curated selection of wines, cocktails, and soft drinks, ensuring continuity until the event concluded.

Cooked.

Production

Technical production was a central element of the event.

We managed:

• Set-up and dismantling of the 24 exhibition desks

• Registration desk and cloakroom in the entrance area

• Meeting stage and theatre seating with over 120 seats

• Full audio-video system with projection screen

• Dedicated AVL control room

• 2 handheld microphones and 2 headset microphones for speakers and facilitators

• High-capacity Wi-Fi to support up to 150 simultaneous connections

• Technical assistance for presentations with embedded video

• Material logistics coordination and set-up supervision

The operational direction ensured smooth management of the transitions between the exhibition area, the meeting room, and the final reconfiguration for the Standing Dinner, guaranteeing technical and organisational continuity throughout every phase of the event.

Performed.

Integrated services

• Mini trade fair with 24 fully equipped desks

• Registration desk

• Cloakroom

• Non-alcoholic refreshment station

• Standing Dinner

• Bar Service

• Theatre-style meeting with stage

• Full AVL system

• AVL control room

• High-capacity Wi-Fi

• Event Experience Management

When content and networking come together, direction makes the difference.

Beyond Banqueting.