International Conference in Seville

Overview

Viva Esprit delivered a three-day international conference in Seville, bringing together 90 delegates from across the UK, US, France and Spain. Designed to align delegates around key business goals and encourage networking and engagement, the programme combined business sessions with creative experiences that celebrated the local culture and character of the destination.

Across three days and three nights, Viva Esprit managed delegate communications, creative design, event logistics, production support and onsite delivery. Working closely with the venue and local partners, the team brought together a varied programme that balanced business priorities with opportunities for delegates to connect, collaborate and experience Seville.

The experience

Hosted in Seville, the programme combined conference sessions with interactive team building and two distinctive evening events. The business programme featured a plenary session supported by an LED wall displaying moving cellular imagery, reflecting the organisation's work within the life sciences sector. Our creative team also designed a bespoke gala dinner backdrop inspired by the Hall of Ambassadors at Seville's Alcázar Palace, creating a striking visual feature for the evening.

The social programme began with a Seville City Quest, where delegates split into teams to explore the city over two hours. Using iPads to navigate and document their progress, teams completed challenges and answered questions centred around Seville's history and culture, providing an engaging way to discover the destination together.

Following the activity, delegates enjoyed a welcome dinner at Casa Manolo León, making use of the restaurant's outdoor courtyard and indoor dining spaces for a relaxed three-course meal.

The programme concluded with a themed gala dinner inspired by the Alcázar Palace. Guests enjoyed a Spanish guitarist during the pre-dinner reception, followed by a three-course dinner, photo booth and evening celebrations with a DJ and dance floor. A smaller group of delegates also took part in a sangria and rebujito workshop on the hotel's terrace, adding another opportunity to experience local Spanish traditions.

Throughout the event, delegate communications were supported by a bespoke event app, alongside name badges, event notifications and a post-event feedback survey.

Sustainability & Delivery

Sustainability was considered throughout the planning and delivery process, with Viva Esprit's Event Sustainability Checklist helping identify opportunities to reduce environmental impact. This included using hybrid coaches for group transfers, electric vehicles for staff travel and shared taxis for airport journeys. Delegates also walked between the team-building activity and welcome dinner, reducing the number of transfers required throughout the evening.

The team worked with the hotel to support responsible practices, including the donation of flowers following the gala dinner and surplus food from breakfast and lunch buffets. Recycled materials were also used across hotel items such as coasters, while gala dinner décor packaging was retained and reused for transportation. The bespoke Hall of Ambassadors backdrop was designed with future reuse in mind, helping extend the value of the creative investment beyond a single event.

Digital event app notifications were used to share information such as table plans and team allocations, reducing the need for printed materials. Staff accommodation was also selected within walking distance of the delegate hotel, removing the need for additional transport.

Delivering the event required flexibility and creative problem-solving, particularly when gala dinner décor and guest speaker books were delayed at customs. With timings at risk, the team developed alternative DIY décor while working through communication challenges with customs to secure the delayed items. Through proactive planning, teamwork and adaptability, Viva Esprit kept the programme moving and ensured the key elements of the experience came together as planned.