EUIC 2024
The Pokémon Europe International Championships (EUIC) was our biggest project yet. Leading to the Pokémon World Championships, EUIC 2024 is now seen as the benchmark for future EUIC and Pokémon events.
The 2024 Pokémon Europe International Championships (EUIC) represented a landmark event for us, combining excitement, innovation, and strategic planning. As our biggest event, the 2024 Pokémon EUIC required cohesive collaboration internally as well as extensive collaboration with external global partners.
Beginning in August 2023, we kicked off the planning phase with the goal of creating an unforgettable experience for event-goers in April 2024. Our services spanned from project management and production, to customer support and hospitality.
The kick-off for EUIC 2024 began in August 2023 to prepare for a EUIC bigger than any previous edition. This EUIC promised to be spectacular: Held at ExCeL London, the event was hosted on 22,000m2 of space, 4000m2 more than the previous edition. This extension allowed for more entertainment and exhibition opportunities - but also required more organising. Notably, in addition to the larger event space, we also had the ‘B stage’ open for entertainment in the evening for the first time.
A challenge we faced was presented in procuring all event assets and deliveries. Not only did we organise all regular items for this event including, of course, the stages, we also organised an exhibition of the history of Nintendo game consoles, large custom-made decorations such as a custom made Pokéball, and custom-made desks for on-stage use. These desks were the result of two and a half months of international collaborations that had the design and physical attributes prepared in the US and Poland, and its assembly done by us in Belgium. Naturally, there were many more assets and deliveries that made the event space an interactive and visually appealing event. With that many assets, we had several significant logistical challenges - which were made particularly more difficult due to Brexit.
Our travel logistics efforts were equally extensive as it was not only the event space that increased. We also organised and executed the booking of over 700 nights of hotel stays in seven different hotels, accommodating Pokémon professors from all over the world, including North America, Oceania, and Asia. To streamline travel arrangements, we innovated our workflow by integrating GetFlight software. This ensured a clear overview of all travel and seamless and efficient process for managing travel logistics.
The production aspect of this project was a complex endeavour, involving logistics coordination with numerous external companies and freelancers. One of the primary challenges was aligning the workflow among all parties involved, especially given the tight schedule leading up to the event. However, thanks to the meticulous planning and our strong communication channels, everything went smoothly from start to finish. A significant contributor to this success was the incredibly positive and effective collaboration between all stakeholders, from freelancers to external partners, making for not only an efficient but also fun experience for everyone involved.
This year's EUIC set a new record as the largest Trading Card Game (TCG) event we have ever organised, attracting a total of 10,000 attendees, including 2100 fans at the show stage for the finals—more than triple the previous record. The scale of the event was unprecedented, with the entire venue being transformed to fully immerse attendees in the Pokémon experience. We even took over the venue's Wi-Fi network, ensuring seamless connectivity throughout the event.
Fun fact: Besides a variety of different activities at the venue, we facilitated a unique highlight! Displayed on nine pedestals was a timeline of Nintendo consoles, from the first GameBoy to the Nintendo Switch as well as showcasing different starter Pokémon from various generations. What else stood out? Probably our Pokémon yoga session!
Our hospitality team ensured a seamless experience for attendees and staff. This involved handling the booking of flights and accommodations, with special attention to the needs of our international team members. We secured rooms across several hotels, carefully selecting and booking accommodations while catering to any specific requests from staff regarding their stays. Additionally, we curated a selection of meal options, taking into account dietary requirements and coordinating meal times to align with event schedules. Our hospitality and logistics efforts contributed significantly to the overall success and positive atmosphere of the EUIC 2024. A key aspect of our hospitality efforts was negotiating favourable terms with hotels, including securing competitive rates, flexible cancellation policies, and additional amenities as needed.
Fun fact: A particularly memorable moment involved a last-minute challenge: rebooking a flight within a tight 12-minute window due to an emergency passport issue. Despite time running against us, our hospitality team pulled through. The situation was resolved just three minutes before the flight's departure.
Our customer support team further ensured a positive experience for all attendees. Before the event, our team was dedicated to addressing players' inquiries, including questions about tickets, payment processes, event details, tournament information, and any special requests. During the event, we established an information point attendees could seek out for any questions and concerns. The team at the information stand acted as a single point of contact for all requests and questions by event attendees. We also handled ticket refunds, new ticket requests, and managing lost and found items. Overall, our customer support team worked effortlessly to ensure the comfort of attendees. They were always available to act as a resource for attendees’ needs. They were able to respond quickly to questions and solved any issues as quickly as possible to create a positive experience.
Fun fact: Throughout EUIC, we reunited many people with their lost plushies which especially include Pokémon (plushies) and their trainers.
During the event itself, we managed the check-in process for all partners, providing them with the necessary vouchers and wristbands for venue access. We coordinated the distribution of walkie-talkies, access passes for meeting rooms, and lockers for those who needed them. Additionally, we organised an afterparty for our staff - a well-deserved celebration after our biggest event to date.
The 2024 Pokémon Europe International Championships was an extraordinary achievement for us. As our largest and most ambitious event so far, we rose to the challenge on multiple fronts. Over multiple months, our different teams and external international collaborators and partners worked together seamlessly to make EUIC 2024 a success. We are proud of our team for this accomplishment and incredibly thankful to have been part of this unique event and are excited for EUIC 2025.
Want to know more about EUIC 2024 or are you interested to discuss your event? Please reach out to us at hello@fanfinity.agency.
