DEKON Group delivered award winning impact for Velo-city 2022 in Ljubljana

DEKON Group, an IAPCO Accredited PCO, played a central role in the successful delivery of Velo-city 2022, the world’s largest international cycling conference. Reappointed after winning the original 2020 bid, DEKON’s was entrusted with bringing the event back to life in 2022 after two years of COVID-19 pandemic disruptions. Their proven expertise in large-scale association events, sustainability, and legacy-driven delivery helped shape one of the most vibrant editions of Velo-city to date.

Held under the theme “Cycling the Change”, the four-day conference from 14-17 June 2022 welcomed more than 1,200 participants – “Velo-citizens” – from 58 countries. Recognised with the 2022 Conventa Award for Best B2C Event, the conference was praised for its sustainable orientation, societal reach, and long-term impact. The strong programme, primarily developed by the European Cyclists’ Federation (ECF) and the City of Ljubljana, was further elevated by the direct involvement of Mayor Zoran Kanković. The tireless efforts of the Velo-city team and local partners including the Slovenian Tourist Board, Slovenian Ministry of Infrastructure, Visit Ljubljana / Ljubljana Tourism, Triglav, and the CIVITAS Handshake Project ensured the event was both globally significant and locally celebrated. The professionalism and passion of all partners helped to make this event a success.

Highlights included a sold-out exhibition hall with 53 booths over 1,000m², a festive networking dinner at Ljubljana Castle, the traditional Bike Parade through the city centre, and a Cycling Festival co-created by more than 20 community organisations. These activities gave visibility to best practice cycling policies while reinforcing cycling as a healthy, efficient, and green mode of transport. 

Challenge
Following the COVID-19 pandemic disruptions to the 2020 and 2021 events, DEKON Group faced the task of bringing the European Cyclists’ Federation’s annual conference back to life for 2022.

• Compressed timeline: Following the cancellation of Velo-city 2020, and the rescheduled 2021 Lisbon edition, there were just nine months to prepare for the Ljubljana event.
• COVID-19 uncertainty: Designing contingency models to address travel hesitations. A new COVID-19 variant in late 2021 created further planning and sales uncertainties.
• Travel restrictions: Reduced direct flights to Ljubljana and strict government health rules complicated delegate logistics.
• Programme rebuild: While some elements could be reused from 2020, much of the programme and communications had to be developed from scratch.
• Programme complexity: Managing logistics for 310 speakers across seven plenaries and over 60 parallel sessions.
• Multilingual access: Ensuring inclusive content delivery for global access.
• Stakeholder alignment: Balancing the priorities of the European Cyclists’ Federation, the City of Ljubljana, industry sponsors, and multiple partners.
• Sustainability demands: Ensuring the event met the city’s strong environmental goals while engaging the local community. 

Solution
Drawing on its prior partnership with European Cyclists’ Federation and its experience in large-scale association events, DEKON Group led the full planning and execution of Velo-city 2022 in close collaboration with the City of Ljubljana and local partners. Key strategies included:

• Strategic leadership: Provided end-to-end PCO services including budget management, registration, abstracts, marketing, logistics, sponsorship, and exhibition.
• Programme delivery: Coordinated 310 speakers across plenaries and parallel sessions, with themes spanning urban mobility innovation, green economy, and policies for more cycling.
• Accessibility innovation: Introduced real-time captioning and translation, a first for the event, broadening global inclusivity.
• Community integration: Orchestrated the Bike Parade, Cycling Festival, and themed bike tours, seamlessly connecting conference content with Ljubljana’s citizens and urban infrastructure.
• Networking and experience: Enhanced the delegate journey with social events including the Networking Dinner at Ljubljana Castle, creating a memorable congress atmosphere.
• Stakeholders: Maintained daily liaison with the City of Ljubljana officials and ECF leadership, balancing NGO, government, and industry priorities with a problem-solving approach.
• Sustainability: Delivered a fully carbon compensated conference aligned with Ljubljana’s city-wide green initiatives, and embedding ESG principles into every aspect of the event.

Outcome
Velo-city 2022 delivered outstanding results and set a new standard for future editions:

• Global reach: Over 1,200 delegates from 58 countries attended, with 80% of them international, including mayors, EU transport officials, NGOs, researchers, and cycling advocates.
• Scientific and industry engagement: Seven plenaries, over 60 parallel sessions, 310 speakers, 126 exhibitors and 30 sponsors.
• Exhibition success: A sold-out hall with 53 booths across 1,000m² of exhibition space.
• Economic impact: Estimated €2.1 million direct contribution to Ljubljana’s economy through hotels, transport, dining, and local services.
• Community engagement: Thousands of citizens joined the Bike Parade, Cycling Festival, and city tours, embedding the event in Ljubljana’s urban culture.
• Legacy: Reinforced cycling as a sustainable and healthy mode of transport, contributed to new cycling infrastructure in Ljubljana, and boosted recognition of cycling as a tool for climate action.
• Recognition: Awarded Best B2C Event at the 2022 Conventa Awards, praised for its sustainable orientation and societal reach.

Velo-city 2022 has since become a benchmark for sustainable, inclusive, and impactful international conferences, demonstrating the powerful outcomes that associations and cities can achieve by partnering with an IAPCO Accredited PCO.