Organization of a Large-Scale Interactive Mental Health Support Event
90
Guests
1
day
The Task
The agency was tasked with the comprehensive «turnkey» organization of an event aimed at psychological relaxation, improving employees’ emotional well-being, and creating an informal networking environment within the team
The main challenge of the project was the integration of six diverse thematic activities within a single venue while ensuring the autonomy of each zone. The client had high requirements regarding the qualifications of the involved facilitators, specialists, and experts. Additionally, the project required solving several logistical tasks: arranging hotel accommodation for participants from other cities, managing the full procurement of materials for workshops, and providing an inclusive menu tailored to the specific dietary needs of participants with food restrictions
Event Organization
For the effective implementation of the concept, a 380 m² hall at Mercury Congress Centre was selected. The agency team developed a precise zoning plan and coordinated the work of specialized suppliers involved in the project:
- Design of Thematic Zones: the space was divided into six dedicated areas: a meditation and yoga section, a psychologist’s consultation area, a mandala creation zone, wine painting, tea ceremony, and floral arrangement zones.
- Logistics and Accommodation: hotel reservations and check-in support were provided for participants arriving from other cities.
- Workshop Support: a complete selection and procurement of specialized equipment was carried out — from easels, art materials, and fresh flowers to specialized tea ceremony utensils and yoga mats.
- Inclusive Catering: a differentiated menu was developed to fully accommodate participants’ individual requirements (vegans, vegetarians, pescatarians, as well as guests with food allergies).
Project Features and Challenges
The detailed planning of the venue layout and internal event logistics became a key demonstration of the agency’s expertise in managing guest flows:
- Ergonomics and Zone Isolation: to ensure that 90 participants could simultaneously engage in different practices without discomfort or interference, the team implemented tailored ergonomic solutions. The yoga and meditation area with 6 mats was placed in the most remote and quiet corner of the hall. The psychologist’s individual consultation area was separated with mobile sound-absorbing partitions and fully equipped with comfort elements (notebooks, pens, tissues, candles, and water). In the wine painting section, optimal spacing between tables and chairs was calculated to allow convenient placement of easels and comfortable work with painting materials.
- Subcontractor Coordination: the agency’s event manager provided real-time coordination of all partners, allowing six complex processes to run simultaneously (from preparing rare tea varieties to floral design activities) without organizational disruptions.
The Result
The event was delivered in full accordance with the planned activity map and schedule. Effective space distribution allowed each participant to choose a comfortable pace of interaction, contributing to the restoration of the team’s emotional and psychological well-being and fostering stronger connections between colleagues. The client highlighted the accuracy of technical specification implementation, the quality of the selected contractor pool, and the high level of gastronomic service.
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The mental health support event featuring art therapy demonstrated our agency’s high standards in delivering corporate events. At Mercury Congress Centre in Kyiv, we provided professional space zoning, inclusive catering, hotel accommodation arrangements, as well as comprehensive technical and logistical support. The successful implementation of thematic workshops and engagement of qualified experts enabled the seamless delivery of this interactive turnkey project.