As a moderator, some clients provide a script. Others trust you to help shape the entire event. Luckily, I’ve been trusted to do the latter. Over the years, working with Conventa, we’ve built a deep trust that allows us to think boldly and try new ideas. That was exactly the case with the Meeting Star Awards ceremony, celebrating the best destinations, hotels, and venues in the region.
With 200+ event planners in the audience scrutinising every detail, the stakes were high. Time to take a bold risk? Absolutely!
1. Reimagining the format
Awards ceremonies can easily become tedious: “Third place, second place, first place…” repeated twenty times.
The organising team, Gorazd and Natalija Čad, wanted to change that. Their solution? Hand out the awards during a pre-gala session from 18:00–19:00. Winners received their trophies privately, then joined the main show shortly after.
This approach skipped the boring parts and reserved the spotlight for the stage, transforming the ceremony into something vibrant and dynamic.
2. The logistics of the catwalk
While awards were given privately, we still wanted the winners to shine in the main show. So they all joined the main show at 19.30. Aljaž Čad and his team designed a 14-meter catwalk with seating on either side, evoking a fashion show.
Winners sat in the front, and when called, they walked on the stage as if they were models—energetic, fun, and full of enthusiasm. The effect? A lively, engaging parade of winners that the audience loved.
3. Crafting a compelling narrative
Once the concept and logistics were in place, we built the story. Conventa was celebrating its 18th anniversary, so we framed the gala as a coming-of-age story:
- Growing up
- Overcoming challenges
- Evolving into a strong personality
Each stage was brought to life by a talented team of dancers performing to dramatic music, adding depth and emotion to the evening.
4. Collaborating with the DJ
Music was essential. We briefed DJ MAT EM, who spun high-energy house covers ranging from Rasputin to Rihanna. The music got winners dancing on stage and the audience tapping along. It was a key element in making the evening energetic.
5. Staying close to the audience
A 14-meter stage can feel distant, so as a moderator, I focused on connecting with the audience. I stayed in the first third of the stage, moving back and forth to maintain eye contact. Guest speakers were also positioned close to the audience, keeping the energy intimate despite the large venue.
6. Engaging the audience
Even a well-planned evening can feel long. To maintain energy, I interacted regularly with the audience.
At one point, I asked attendees to raise their hands if they were doing the job they always dreamed of as kids. We heard the story of Irena, an event planner who organised her first event in kindergarten!
Earlier, before introducing the Best Hotels category, we conducted a brief, fun poll: attendees raised their smartphone lights to indicate their hotel preferences—early check-in or late checkout? Simple actions like this kept everyone involved and excited.
7. Hostesses filling in for absentees
Finally, we ensured the catwalk never looked empty. If a winner couldn’t attend, hostesses stepped in, carrying the accolades and keeping the parade seamless.
Wrap-up
The evening was magical, smoothly executed by Creative Pro Adriatic, and the new format made the show fast-paced and fun. It’s rare to enjoy this level of trust and flexibility as a moderator. Thank you, Gorazd, Natalija, and Aljaž, for making it possible.
About Juraj Holub
Juraj Holub is an international moderator who has worked in 15 countries, including the USA, United Arab Emirates, and the UK, creating engaging experiences for audiences worldwide. Learn more about his work on his website.
