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Start with the purpose of the event
To organise a side event alongside Smart City Expo Barcelona, start by deciding what you want to achieve. Are you looking to bring clients together, present a solution, facilitate conversations between professionals or raise awareness of an initiative? Being clear about the purpose will help you choose the format, venue and resources you need.
Also define who you’re inviting and what they should take away from the event. Preparing a presentation for an audience is not the same as organising a participatory discussion or a drinks reception to encourage networking. The more specific your objective, the easier it will be to design a cohesive experience and avoid elements that don’t add value.
Think through the entire journey: how you’ll welcome attendees, what will happen during the event and how it will end. If there are speakers, allow time for questions. If the event is focused on conversation, leave enough room for people to mingle comfortably. And if you’re presenting a product or idea, make sure the content can be seen and heard clearly from every part of the room.
A side event can complement a trade fair’s programme, but it needs to have its own proposition. Explain clearly why it’s worth attending and how it will differ from a conventional meeting. To discuss the project and what it involves, you can explore the options for Corporate events.
Choose a format and venue that fit
The format should reflect your objective and the kind of participation you expect. A presentation, panel discussion, demonstration, reception or screening will each require a different layout and set of resources. Choose a structure that makes the programme easy to follow and leaves room for interaction if that’s important.
Next, look for a venue that suits the format, the experience you want to offer and the technical requirements. Check the room layout, where speakers will be positioned, what can be seen from the seats and whether the venue can accommodate the planned set-up. It’s also worth considering the reception area, waiting areas and routes between the different parts of the event.
Don’t focus solely on how the venue looks. A space may be attractive but impractical for a presentation or demonstration. Before deciding, go through the key points in How to choose a venue for your event and confirm which services are included and which you’ll need to arrange separately.
Check dates, access and timings
Before finalising your plans, check the main event’s calendar and confirm the availability of your chosen venue. Fira de Barcelona’s website lists Smart City Expo World Congress and Barcelona Cybersecurity Congress as taking place from 3 to 5 November 2026 at Gran Via (Fira de Barcelona calendar). Use the official information to check the dates and plan your side event around them.
Consider the timings of activities your audience might want to attend. Avoid scheduling your event at the same time as key sessions for your guests. Also check access to the venue and event space: how to get there, where the entrance is and what directions attendees will need.
If the event is taking place elsewhere, send clear, straightforward instructions. Include the address, how to get in and any information people need to find the room. Also confirm with the venue when you can access the space for set-up, the event itself and the technical team’s departure. Don’t assume that set-up or early access will be permitted without prior arrangement.
Match sound, lighting and screens to the programme
The technical resources should support the content. Before deciding what you need, prepare a clear programme and note what happens at each point: speeches, videos, presentations, questions or music. This will help you plan transitions and avoid the technical team having to improvise during the event.
The sound system should make speeches easy to understand and enable the audience to take part. The type of microphones and sound coverage will depend on the space and format. If there will be questions from the floor, think in advance about how they’ll be handled. You can review the options for Event sound and define your requirements with the production team.
Screens should make the content easy to read from different parts of the room. Consider their size and position, and the type of material you’ll be showing. Projecting a presentation is different from showing a visual demonstration or switching between different content during a talk. Explore the solutions for LED screens for events and confirm the required file formats so you can prepare for testing.
Lighting also affects audience attention and the atmosphere. It can help highlight speakers, support a presentation or distinguish different parts of the programme. It’s best to plan the lighting with the content in mind and check that it won’t make the screens harder to see. To work out the details, take a look at the Event lighting service.
Coordinate the set-up and technical requirements
Bring the programme, venue plan, sound, lighting and screen requirements, and the people responsible for each task together in a single document. Add the access and set-up times confirmed by the venue. This document will help the organisers, venue and technical production team coordinate their work.
Before the event day, confirm which items the venue will provide and what you’ll need to bring. Check the available connections, power points, equipment locations and any specific presentation requirements. If you have videos or graphics, test that they play correctly in the required formats. It’s also useful to agree who will give the signal to start and how programme changes will be communicated.
Allow time to check everything in the actual space. A technical rehearsal gives you the chance to check sound, visibility, lighting and transitions. If the event includes furniture, a stage or a reception area, include them in the floor plan so they don’t obstruct walkways or interfere with the main activity.
Full-service production helps keep the event design and technical delivery in sync. WUW Events works on corporate events and provides sound, lighting, LED screens, stages and furniture. If you’d like to discuss the scope of your proposal, you can request a quote.
Frequently asked questions
When should I start organising a side event?
As soon as you’re clear about the objective and audience. That way, you can check dates, venue availability and technical requirements before finalising the programme.
Which format works best alongside a trade fair?
It depends on what you want to achieve. Choose a presentation, discussion, demonstration or reception based on your content and the type of participation you’re looking for.
What information does the technical team need?
The programme, venue plan, audio-visual content, set-up times and a description of each talk or planned transition.
