Red Hat EMEA One Event Vienna Austria
Venue Location: Vienna, Austria
Event Type: Conference
Attendees: 2,200
Key Venues: Austria Centre Vienna
Event Overview
The Red Hat EMEA One Event was a flagship internal experience designed to connect 2,200 employees from across the region. The conference was held in the Austria centre Vienna. The goal of the Red Hat conference in Austria was to foster networking, build new skills, challenge technology complexity, and inspire teams to unlock what’s next in enterprise innovation.
A dedicated event team of 10 led the full end-to-end delivery of the event, managing every element, from logistics and production to accommodation, registration, entertainment, catering, and transportation.
With a €5.3 million budget, the team handled supplier sourcing, contract negotiations, and timeline management with precision, while ensuring strong cost control throughout. Key event highlights included sourcing and securing a high-impact keynote speaker, coordinating two plenary sessions and 22 concurrent breakout sessions, and delivering a custom-designed stage and set in collaboration with a third-party production partner. Post-event, the team completed a full financial reconciliation and debrief.
OBJECTIVES
- Deliver a seamless, engaging, and brand-aligned experience for Red Hat employees across EMEA.
- Enable professional networking, learning, and innovation through high-quality content and creative formats.
- Elevate Red Hat’s brand presence using innovative production and next-level technology.
- Manage logistics, suppliers, and budget efficiently across multiple venues and stakeholder groups.
PLANNING & EXECUTION
- Delivered 2 high-impact plenary sessions and 22 concurrent breakout sessions, requiring complex coordination across AV, staging, and content flow.
- Appointed a dedicated Producer to oversee the meeting schedule, technical planning, and on-site show management.
- Engaged a third-party scenic partner to design and install a bold, brand-driven stage and set, including LED walls, wraparound stage bases, and full lighting design.
- Sourced and secured a keynote speaker aligned with the event’s strategic messaging.
INNOVATIVE BRAND ACTIVATION
- Used the polySTAGE multimedia screen at the Austria Centre Vienna for immersive, high-impact brand messaging.
- The polySTAGE, a kinetic LED installation with 52 individually controllable panels, enabled synchronized 3D animations and dynamic content throughout the event.
- This next-level technology was key in elevating brand visibility and storytelling in a high-footfall area.
REGISTRATION & DELEGATE MANAGEMENT
- com managed Red Hat’s registration platform and operated a dedicated delegate support inbox, handling all queries from pre-event through to check-in.
- Managed hotel allocations, dietary requirements, and on-the-ground check-in processes.
SITE INSPECTIONS & VENUE FLOW
- Two detailed inspections in October and December 2023 ensured full mapping of venue flow, catering setups, signage, transport, and entertainment areas.
- Multiple restaurants were vetted for a dine-around format, ensuring diverse culinary experiences.
RESULTS
- Flawless delivery of a large-scale, multi-venue programme.
- Excellent delegate engagement with a strong balance of professional and social content.
- Creative production and technology elevated Red Hat’s brand presence and storytelling.
- Smooth registration experience through proactive delegate support.
- Strict budget control maintained across a €5.3M allocation.
KEY TAKEAWAYS
- Seamless collaboration across production, logistics, and content was key to the success of this large-scale programme.
- The polySTAGE technology provided a standout moment in event branding and digital communication.
- Centralising registration support improved delegate satisfaction and streamlined operational demands.
- Professional staging and a strong keynote speaker added strategic value to Red Hat’s message and mission.
- Thorough pre-planning, rehearsals, and supplier management ensured consistent quality across four days.
