How Eventflare Pushed Boundaries at the European Battery Raw Materials Conference 2025: A Case Study

Challenging the Norm With Event Overview and Venue Selection

For this particular edition of the conference, Fastmarkets wanted to explore a non-hotel setting. The client was curious to see if delegates would embrace something different—a venue that offered a unique personality, local flavour, and a fresh perspective on the conference experience.

Eventflare drew on its extensive knowledge of Lisbon's event landscape to identify the perfect solution: the Convento do Beato, a historic monastery that had been converted into a contemporary event space. 

The venue offered a compelling combination of scale, flexibility, and character. Architecturally striking, with high ceilings, exposed beams, and open halls, it gave the event a sense of grandeur. At the same time, it allowed the team to tailor the space for an intimate audience of 300, despite being originally designed for 3000.

The choice of venue was strategic. It allowed the client to test whether attendees would respond positively to a non-hotel setting, while simultaneously showcasing Portugal's history, culture, and architectural beauty.

It also set the stage for Eventflare to demonstrate its ability to reimagine large spaces for smaller, highly curated audiences, balancing scale, intimacy, and engagement in a way that few event planners can achieve.

Turning a 3000 Capacity Venue Into an Intimate Networking Experience

Transforming a venue originally designed for 3000 people into a space that felt warm and engaging for 300 delegates was no small feat. Eventflare's local Lisbon team, with their in-depth knowledge of the city and its venues, approached this challenge with precision and creativity. 

The objective was to avoid the pitfalls of emptiness and disconnection while maximising the venue's potential to deliver memorable experiences.

Every corner of the Convento do Beato was thoughtfully reimagined. Open areas that might otherwise have felt vast and cold were transformed into networking lounges, breakout zones, and themed installations. 

Session spaces were carefully arranged to maintain a sense of intimacy, while social areas encouraged interaction between delegates in a way that large hotel ballrooms rarely permit. By managing sightlines, pathways, and the clustering of spaces effectively, the team ensured attendees never felt lost or overwhelmed, creating a sense of flow that was both natural and energising.

The branding and personalisation of the space further enhanced the experience. Eventflare created bespoke signage and visual elements that not only guided attendees seamlessly but also reinforced the conference's identity. Colour-coded zones, themed graphics, and strategically placed markers made navigation effortless, whilst also creating moments of visual interest and engagement. Every design detail contributed to a cohesive and immersive environment that felt intentional and refined.

360-Degree Event Solutions

Eventflare is known for delivering full-spectrum event solutions, and this conference was no exception. While the client handled transport and AV, Eventflare managed all other aspects of the event, ensuring nothing was overlooked.

From start to finish, the team oversaw venue design, layout, and attendee flow, as well as timing sessions, breaks, and networking to maximise engagement. Accommodation was carefully coordinated with nearby hotels just 15 minutes from the venue, and check-ins were staggered for a smooth, stress-free arrival.

Local logistics were also managed, including securing police support for unloading on a busy main road and coordinating with suppliers to keep the event on schedule. Even in a large, complex space like the Convento do Beato, every operational detail was meticulously executed, allowing the client to focus on content and networking.

By managing all these elements, Eventflare delivered a 360-degree solution that considered the attendee experience from every angle, ensuring the event ran seamlessly, efficiently, and under budget.

Results and Impact

The European Battery Raw Materials Conference 2025 was a resounding success. Attendees embraced the unconventional venue, validating the client's choice to experiment beyond a traditional hotel setting. 

Thoughtful design of spaces, flow, and branding enhanced engagement, helped the event flow efficiently and under budget, proving that ambitious, creative ideas can be delivered with precision.

By transforming a venue built for thousands into a space perfectly suited for a smaller, curated audience, Eventflare showed that bold thinking and meticulous planning can produce an extraordinary, highly effective event.

Wrapping Up

The European Battery Raw Materials Conference 2025 exemplifies Eventflare's philosophy: we don't just organise events—we redefine what's possible. 

By selecting a venue that challenged convention, transforming it to create flow and intimacy, and delivering full 360-degree solutions with our local team, Eventflare demonstrated that creativity, expertise, and attention to detail can turn a traditional conference into a boundary-pushing experience.

This event is a clear example of how thinking differently, embracing unconventional solutions, and focusing on the attendee journey can elevate an industry conference from ordinary to exceptional. 

Eventflare continues to lead the way, proving that when you push boundaries, the results can be transformative.