Decision makers confirmed, a set protocol, teams in place, and a schedule that must be followed to the minute. How did we help ensure that Barcelona’s most important opening ceremony of the year ran smoothly from start to finish?
On April 24, 2026, His Majesty King Felipe VI presided over the opening of the CaixaResearch Institute, the first center in Spain and Portugal dedicated entirely to the study of immunology and one of the first in Europe.
Attendees at the event included the President of the Government of Catalonia, Salvador Illa; the Minister of Health, Mónica García; the Government Delegate in Catalonia, Carlos Prieto; and the President of the ”la Caixa” Foundation, Isidro Fainé, as well as top representatives from Barcelona’s government and scientific community.
Organizing a launch with this level of protocol requires meticulous planning, rigorous information management, close coordination among multiple teams, and flawless execution.
The CaixaResearch Institute also marked the most significant official opening of a scientific facility in Barcelona this year. Here, the margin for error, if any, was minimal.
”la Caixa” Foundation and iPg: One Team
We supported the Foundation as its technical secretariat and partner in the comprehensive coordination of the event. We helped anticipate scenarios, align teams, and ensure that the experience for all participants unfolded smoothly, coherently, and with institutional precision.
The success of such a major event depends not only on what happens on stage, but also on the preparatory work and operational coordination that makes it possible, from managing hundreds of high-level guests to overseeing every route, every access point, and every touchpoint.
Above all, a project of this scale and significance requires different internal and external teams to function as one. Our contacts at the Foundation placed their trust in us and kept all communication channels open so that, together, we could organize the event in record time.
Five lessons to ensure success
At iPg, our experience has shown us that, among all the unique aspects and specific details that define each event, there are certain factors that make all the difference when organizing large-scale institutional events:
1. Robust guest management updated in real time
Creating, maintaining, and constantly updating a reliable database of guest information allows you to securely manage registrations, last-minute changes, and access flows. This is critical for events involving government officials and representatives.
2. Close coordination among all teams involved
An official opening involves working with multiple teams: communications, public affairs, marketing, protocol, security, customer service staff, vendors, and others. The key lies in centralized coordination that aligns everyone from the start and allows for a swift response to any unforeseen needs.
3. Registration and Acreditation: The Guest’s First Experience
Access sets the tone for the first impression of a high-profile guest arriving at the venue. Efficient and organized management of registration and accreditation reduces waiting times, prevents stress, and sets the tone for the event from the very first interaction.
4. The staff: a strategic asset
Hostesses and hosts are not just operational support; they are the first visible face of the event. Their pre-event briefing, knowledge of protocol, and responsiveness determine the perception of professionalism and control over the event. Our presence by your side extends the scope of your responsibilities, especially when all the guests are VIPs.
5. Attention to detail until the very end
An opening ceremony does not end with the main event. Managing the closing, exit flows, thanking the guests, and the wrap-up are also part of the overall experience and help consolidate a positive and consistent impression
When everything clicks, the event flows
At the official opening of the CaixaResearch Institute, iPg’s work—in coordination with our client—involved ensuring that all the cogs in the machine fit together and moved in sync within a particularly demanding environment. Here, every decision had a direct impact on the event’s execution.
We worked from within the event, in constant contact with the different teams, fine-tuning details, resolving unforeseen issues, and ensuring that each phase unfolded according to plan. It is work that is often invisible, but which is key to ensuring that the whole event runs with the quality and professionalism expected at this level.
Building impactful experiences
At iPg, we support our clients through every phase of their corporate events, from creative planning and guest management to on-site operational coordination. Ensuring that every last detail is thought through, and executed with precision at any venue, in any language, and for any audience.
We work to ensure that every event not only takes place but runs successfully from beginning to end. Do you already have a date for your next event? Write to us and let’s see how we can help you.
