Case Study: Diplomacy in Motion
How Elite Events Delivered the EU Indo-Pacific Ministerial Forum
When the EU decided to host its Indo-Pacific partners in Brussels for the high-stakes Indo-Pacific Ministerial Forum (IPMF) in early February 2024, it envisioned a diplomatic platform that would foster new alliances and encourage global discussions. This landmark event was intended as a launchpad for collaborations across trade, security, and environmental issues. Elite Events was honoured to be contracted by Tipik Communication Agency to bring this vision to life, and we are grateful for the support from our talented colleagues and suppliers who made it all possible.
With over 400 high-profile attendees, each with unique needs and expectations, Elite Events began meticulously planning months ahead to create a seamless experience. Our team coordinated all aspects, from travel and accommodation to delegate schedules, ensuring every guest felt welcomed and prepared to engage.
Two weeks before the forum, a sudden change left our original venue unavailable. This challenge required immediate action. After evaluating alternatives, we secured The Square in Brussels, a modern venue ideally suited for the forum’s requirements. With the help of Dreamcatcher for AV production and technical drawings, and WABU Production for decor and manufacturing, we transformed The Square into a welcoming, functional space that felt custom-made for the forum, under the management of our colleague Ekaterina Sitnikova.
Given the sensitive nature of the discussions, data privacy was a top priority. From encrypted virtual platforms to clear data-protection guidelines, we ensured that all participants could engage with confidence, knowing their privacy was safeguarded.
Weekly meetings with EU officials, media partners, and our core team ensured that everyone stayed aligned. We incorporated inclusivity and cultural sensitivity into every detail, creating accessible spaces and providing tailored information for each delegate.
With safety and security as priorities, we collaborated with Belgian authorities to implement an efficient badge system, provided by Onete, along with health protocols that allowed attendees to move smoothly through the event.
The EU INDO-PACIFIC Ministerial Forum was not only a diplomatic event but also a moment to reach global audiences. In collaboration with the External Action Service of the European Union team, we developed logos, banners, and materials that unified the event’s look across platforms. Thanks to real-time social media updates and on-site press sessions, the forum reached virtual audiences worldwide. A post-event video, encapsulating the highlights, ensured the forum’s legacy continued beyond the event itself.
The EU Indo-Pacific Ministerial Forum successfully achieved its goals, sparking impactful discussions that strengthened alliances and inspired new initiatives. Press coverage around the globe highlighted the EU’s role as a trusted Indo-Pacific partner. This achievement was made possible by the dedication and expertise of our team and partners, including:
Protocol & AV: Ekaterina Sitnikova
General AV Production & Technical Drawings: Dreamcatcher
Decor & Manufacturing: WABU Production
Venue: The Square
Graphic Design and Printing: Olivier Dardenne
Badges: Onetec
Reflecting on our IPMF journey, we’re reminded of why we do what we do: creating moments that matter and fostering connections that inspire change on a global scale.
