Eucharistic Congress delegates visiting Trinity College Dublin’s old library on a familiarisation trip to Dublin in 2011.
As the forthcoming International Eucharistic Congress shows, Irish venues can cater for even the largest delegate numbers
What are the normal circumstances for choosing a host country or city? Believe it or not, there are rare occasions where there are none — occasions when an international association event or congress appoints its destination without a formal bidding process. The 50th International Eucharistic Congress’s week-long programme of events, which takes place in Dublin in June 2012, is just one example. General manager for the 50th International Eucharistic Congress is Anne Griffin. She explains that the process for appointing the country to host the International Eucharistic Congress does not follow the industry norm. “The decision is made by the Vatican through the Pontifical Committee for International Eucharistic Congresses to invite the Episcopal Conference of Bishops in a particular country to host the International Eucharistic Congress.”
The information about countries considered is never made public. The last congress took place in Quebec City, Canada, in 2008. It is 80 years since the congress last took place in Ireland.
Pilgrims flock from overseas
Approximately 25,000 pilgrims (delegates), almost half expected from 70 countries overseas, are expected to participate each day in the week-long event, which takes place in Dublin from 10-17 June 2012. However, the congress is about more than one week of events.
Griffin explains that the International Eucharistic Congress is “not just an event for one week in a particular country. It is a pastoral programme with an international focus over a four-year period, leading up to the gathering of the pilgrims for that country, together with pilgrims from all over the world, in celebration together for a week-long congress.”
Finding capacity for tens of thousands
The RDS in Dublin was chosen as the venue. “One major consideration was that we would have the ability to run a large programme for up to 25,000 people each day on one campus,” Griffin says.
In addition to registered ticketed access, delegates need free movement around workshops, exhibition areas, prayer spaces, and general networking and socialising areas.
The RDS, as well as hosting conferences, has been home to many events, as varied as the legendary Dublin Horse Show, rugby games, music performances, exhibitions and even exams. In 2011, it was the venue for the hairdressing OMC European Cup, which attracted 20,000 delegates.
“Based on the range of facilities and halls available in the RDS, its central location and the long-established management team to assist with hosting events with a wide and diverse range of requirements, we selected the RDS for the main programme over seven days,” adds Griffin.
Planning for 80,000 delegates
Catering for 25,000 delegates a day at the International Eucharistic Congress may seem like a monumental task. However, the numbers being catered for in the closing ceremony are even higher. Keeping in mind local interest in the last day of the meeting on 17 June 2012, a higher capacity venue was required. Despite considering a greenfield option, Croke Park Stadium, the third-largest stadium in Europe, was chosen as a suitable venue with capacity for 80,000 people. Attached to the stadium are conference facilities, the venue for the Ageing Globally, Ageing Locally 2011 conference on 2 and 3 November 2011.
Croke Park was selected, explains Griffin, due to the level of infrastructure already in place and, more importantly, its experienced events management team.
Behind the scenes
There is a core team of staff working with Griffin to provide the services required by the Secretary General Fr Kevin Doran and the pastoral team. Together, they will deliver the requirements for the pastoral programme to the country and the requirements to the venues for the week-long event in 2012.
The sheer volume of the congress means it is a task for more than one internal organising team and management teams at venues. Support for registration, accreditation, accommodation, tours and transport is supplied by partner PCO Congress Support Services Ltd (CSSL). CSSL is an alliance of two Irish PCOs — Conference Partners and Keynote PCO.
Griffin is no stranger to organising international events. She previously worked as a PCO when she was manager for Abbey Conference and Corporate. She worked with local conference ambassadors to run international medical, academic, European Union, corporate and association conferences in Ireland and the UK.
Logistical requirements
In addition to the aforementioned, an internal project management and event staff will work through detailed plans to deliver logistical requirements. A further 2,000-3,000 volunteers will also be relied on to assist with welcoming overseas delegates and allowing them to experience true Irish welcomes.
Griffin adds that another helping hand is the excellent professional services of suppliers in every area. “The costs are competitive; the ‘can do’ approach and problem-solving way of working in Ireland makes running a conference a positive experience for any organisation.”
Experiencing Ireland
Aside from the week-long programme taking place in Dublin, an attraction for many pilgrims is Ireland itself. CSSL is offering pre- and post-congress visits to other parts of Ireland, as well as day and half-day tours during the week of the congress. Plans for an Irish cultural evening are also in the pipeline.
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