Event Case Study
14th World Harp Congress
World Harp Congress
Date of Event
28 July 2022
Event Description
In 2022, Cardiff played host to the 14th World Harp Congress. This week long gathering of over 1000 performers would involve more than 200 Performances, Masterclasses, Lectures and an Exhibition in venues across the city.
Production 78 Role
Production 78 were contracted to be the Event Management company to produce the Congress in it’s entirety from delegate registration, through to venue design, construction, programming, live broadcast and recording of every performance.
This included Complete Project and Budget Management, Marketing and PR – including creation of logo, brand guidelines, website build and management, all social media, mailing lists, programme creation and video content, Delegate Management, Artistic Programme curation (via online audition) and selection / management of artists, Exhibition curation and management of over 40 harp specialist exhibitors, Outreach Project Management (including creation of new Ensemble Telyn Cymru of 80 Welsh harpists which performed live at the Congress in 2022), Logistics and Transportation of hundreds of harps from all over the UK, Creation and Management of an Online Virtual Congress during 2020 due to Covid Postponement of the original physical event, Delegate and Board Accommodation Management, Technical Support and Livestreaming of over 200 events in 6 days.
Our video team were responsible for shooting of promotional material, short films or information videos. This involved filming an interview with Wales’ lead harpist Catrin Finch – in and around Cardiff, conveying why Cardiff was the perfect choice for the 2022 Congress. We worked tirelessly towards capturing the right tone for this project, focusing on ways to celebrate the Harp community, whilst showcasing and enticing over 400 international delegates to visit the host city – Cardiff.
Production 78 worked closely with the host city artistic team throughout our journey to bring the World Harp Congress to Cardiff.
From assisting with the original bid, to creating an entirely unplanned virtual congress due to the postponement of the physical event in 2020, and finally delivering an incredibly successful physical congress in 2022.
Production 78 were there every step of the way and felt very much part of the team.
Catrin Finch
Artistic Director
World Harp Congress
Event Carbon Data
Location or Venue
Royal Welsh College of Music and Drama
Location Postcode
CF10 3ER
Event Floorspace Area
33749
m2
Event Type
Indoor
Event Duration
6
Days
72
Hours
Number of Attendees
1500
Number of Exhibitors
30
Accommodation room nights
7500
Event team travel emissions UK
117
Kg CO2e
Indoor event venue emissions
15029
Kg CO2e
Outdoor event emissions
0
Kg CO2e
Attendee travel emissions UK
146700
Kg CO2e
Exhibitor travel emissions UK
15000
Kg CO2e
International travel emissions
1351531
Kg CO2e
Accommodation emissions
45000
Kg CO2e
Authors' comments...
14th World Harp Congress Event Data
Production 78 had a unique relationship with every part of this event. From the initial bid to host the event until the final performance, we were involved for over ten years. It therefore formed a valuable first event to use for this research, as we had a significant amount of data in relation to performers, exhibitors and delegates, all of whom attended over 200 individual events, over 6 days, from a wide range of UK, and international visitors to Wales.
Highlights we experienced when gathering this data included:
Venue Energy - the need to obtain venue data from a number of third parties (the many different venues). Fortunately, we discovered that the energy used formula is calculated in the DENZ’s metrics using the area of the venue, multiplied by the hours used.
Attendee Travel – we had to develop a spreadsheet that enabled us to upload the home postcode of every attendee, exhibitor and performer, that then made some assumptions on their method of travel (as we did not have this data). So for example, anyone travelling from inside the UK within an hours drive of Cardiff was assumed to have driven. Anyone travelling from inside the UK but further away was assumed to have used the train. Anyone traveling from outside the UK was assumed to have taken a flight from their nearest major airport into either Heathrow or Bristol depending on available routes. Then they would make an internal transfer by train from Heathrow and taxi from Bristol.
Accommodation – Guests booked their own accommodation from a list supplied by the event. This included a range of Cardiff Hotel offers, Bed and Breakfast offers, and student accommodation. As we managed the student accommodation we were able to quantify the number of room nights, however there was a degree of assumption needed to quantify the room nights in the other accommodation formats and we have used an average 4 Star hotel conversion factor across the board for these which may be on the worst case side of assumption.
Total Scope 1 emissions
117
Kg CO2e
Total Scope 2 emissions
15029
Kg CO2e
Total Scope 3 emissions
1558231
Kg CO2e
Total event emissions
1573377
Kg CO2e