Case study

The Wellbeing Project's Global Hearth Summit 2025

17–20 June 2025 Ljubljana, Slovenia

The Wellbeing Project's Global Hearth Summit 2025

Event Summary

Returning for its second global edition, The Wellbeing Project’s Hearth Summit 2025 brought 800+ changemakers from over 80 countries worldwide together in Ljubljana, Slovenia. Across three and a half action-packed days, participants explored themes such as ecological belonging, philanthropy, and self-care from diverse and varied perspectives and through a range of engaging formats - from hands-on workshops and expressive artistic sessions - with music, dance and more -  to the moving keynote speeches and thought-provoking panel discussions of the three plenary sessions.

The summit opened as it aimed to unfold - with a powerful expression of unity. Led by Edgard Gouveia, the opening Collective Movement saw approximately 800+ participants gather in Ljubljana’s Republic Square, where they joined hands and moved through a choreographed sequence designed to dissolve barriers and spark a sense of shared humanity. Later that day, attendees were treated to the first of many spectacular performances at the Welcome Cocktail Reception held at Krizanke, an evening of immersive arts, food, and dance. 

Another highlight was the Hearth Feasts, held across six different settings within three venues including Hribar Hall, Ljubljana Castle, where an exclusive VIP dinner took place. All Hearth Feast guests enjoyed a three-course meal accompanied by live performances from both local and international artists. Additionally, towards the end of the summit, around 250 early risers welcomed both the summer solstice and the final day of events with the Solstice Ritual, a peaceful candlelight procession through the city which ended with the sunrise.

What We Did

  • Venue research, liaison and on-site management

Conducted comprehensive venue research and successfully negotiated contracts for 14 distinct locations throughout Ljubljana. Managed all on-site operations to ensure seamless event execution and a consistent, high-quality attendee experience.

  • Invitation process and registration management

Oversaw the full invitation journey, from list coordination and communication to managing the online registration platform, attendee data, and on-site check-in.

  • Travel & Accommodation Support

Organised travel for over 300 delegates and more than 100 speakers and artists, coordinating international flights, local transfers, and logistics.

Booked accommodation for 220 delegates, artists, and speakers across multiple hotels in Ljubljana.

In partnership with ISR, the Slovenian Government Relations Agency, provided personalised visa invitation letters for over 300 guests to facilitate smooth border entry and embassy processing.

  • Speakers and Artists Liaison 

Developed individualised information packs for each artist and speaker; managed schedules, arrivals, and session logistics; served as the main point of contact for all talent before and during the event.

  • Catering

Planned and oversaw all catering services across venues, including lunch meals via a top-up card solution, receptions, and artist hospitality. Collaborated closely with caterers to accommodate dietary requirements and implement waste-reduction strategies.

  • Technical Production

Directed all technical production elements across venues, covering staging, lighting, sound, live streaming, and AV integration. Managed multiple technical crews, supervised rehearsals and show calling, and ensured readiness for plenaries, performances, and workshops.

  • Artistic Advance and On-Site Production

Facilitated the successful delivery of performances, installations, and artistic workshops spanning music, dance, and other disciplines. Liaised directly with performers to address production needs and ensure smooth execution both on the lead up and on-site.

  • On-Site Event Management

Managed daily run-of-show across all venues, coordinating teams of freelance event staff, and technical personnel to guarantee smooth transitions and flawless session delivery.

  • Environmental and Accessibility Coordination

Collaborated with partners to implement sustainability initiatives and ensure accessibility throughout the programme. This included managing dietary wristband systems, clear signage, and support services tailored to diverse attendee needs.

  • Event App 

Developed an interactive event app in partnership with suppliers, enabling attendees to access the full event agenda, explore speaker and artist bios, and register for sessions.

 

 

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Event Gallery

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Highlights

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