A high-level conference with impact

The Road Control Summit 2024 focused on crucial topics such as road inspections, social dumping, and fair competition in the transport sector. Belgium’s federal ministers of Mobility and Employment joined forces with international experts and stakeholders to bring together policymakers, aiming to strengthen collaboration and legislation. The goal? Concrete solutions to better protect drivers and promote fair competition within the industry.

For an event of such political and strategic importance, flawless organisation was essential. FPS Mobility and Transport sought a Professional Congress Organiser (PCO) who could not only manage logistics to perfection, but also coordinate smoothly between government offices, EU institutions, and sector representatives.

From strategy to flawless execution

At Runmate, we believe in running conferences with impact. For the Road Control Summit, we leveraged all our expertise to deliver a seamless event, with special attention to planning, coordination, and security.

1. Strategic event planning and organisation

Development of a detailed retroplanning with clear deadlines
Coordination with the Belgian government and European stakeholders
Regular strategic meetings to ensure the conference objectives were met

2. Venue management and logistics

Selection and setup of Egmont Palace as the ideal venue for this high-level summit
On-site management to ensure safety and smooth flow of VIP guests
Supplier coordination and contract negotiation with technical teams

3. Registration and delegate management

Implementation of a personalised registration system for attendees, ministers, and media
Management of VIP protocols, access control, and personalised badges
Flow management to minimise waiting times and congestion

4. Technical and AV support

Coordination of simultaneous interpretation
High-quality livestreaming for a broader European audience
Setup of professional presentation technology for speakers and panel members

The result: a flawlessly organised summit

Thanks to thorough preparation and close collaboration with our client, the Road Control Summit 2024 ran smoothly from start to finish. Ministers, policymakers, and experts engaged in impactful panel discussions and networking moments without disruption.

The impact? Stronger European road inspection policy and a clear message to the European Commission advocating fair mobility.

Runmate once again proved how we can execute complex, policy-driven events to perfection.

Are you looking for a reliable PCO to elevate your next congress or conference? Get in touch and discover how we can make your event truly impactful.