Events & Experiences
Designing, managing and developing events.
You can commission us for the concept, full management, specific tasks or a review of an existing event. We agree the scope together.
For municipalities, tourism organisations, trade associations, companies and organisers.
Starting point
Where are you now?
We step in where you need support.
You have an idea.
We turn it into a workable concept covering audience, venue, programme, budget framework and funding model.
You already run an event.
We review the organisation, visitor flow, costs and programme and set out priority improvements.
You need operational support.
We take on clearly defined tasks – such as exhibitors, suppliers, production or scheduling.
You need a partner for the whole project.
We manage planning and delivery within the agreed scope.
You want to bring a place or destination to life.
We develop event formats that suit the location, the season and your economic goals.
In more detail
Three routes, depending on the assignment
Public & Destination Events
For public administrations, tourism organisations and business networks: Christmas markets, town festivals, seasonal programmes and festivals.
Deliverable: Event concept, budget and timeline structure, partner overview and agreed on-site support.
Event Management & Operational Support
Full management, support with specific tasks or technical coordination with specialist companies.
Deliverable: Project, time and budget plan, supplier coordination, run sheet and final report.
Event Consulting
Review of an existing event: concept, organisation, visitor flow, financial viability and partners.
Deliverable: Analysis and prioritised action plan with next steps.
Concept development
New formats and our own concepts
Concept development
From idea to workable event concept – including a feasibility check, budget framework and sponsorship or partner model. You can deliver the concept yourselves, with other partners or with us.
Deliverable: Concept paper with draft programme, outline site layout, budget framework and partner model.
VACANTO formats (in development)
We are developing our own repeatable event formats that we can run ourselves or together with destinations and partners.
Process
The process at a glance, with deliverables
The exact process depends on the assignment. All phases and decision points are described on the Approach page.
- Step 1Analysis and concept
Clarify goals, audience, venue and constraints; develop the format.
Deliverable: Concept with draft programme and budget framework
- Step 2Planning
Timeline, budget, site and infrastructure, partners and a permit roadmap with the relevant professionals.
Deliverable: Project, budget and site plan
- Step 3Delivery
Coordinate suppliers, exhibitors and programme, support communication and provide on-site management within the agreed scope.
Deliverable: Run sheet and coordinated production
- Step 4Evaluation
Review lessons learned, costs and feedback.
Deliverable: Final report with recommendations for the next edition
Responsibilities
Who is responsible for what
We agree the scope of every assignment in writing. As a general rule:
VACANTO
Concept, planning, coordination and project management within the agreed scope; preparation of documents where included in the assignment.
Specialist companies and professionals
Technical services and certificates, and safety and security plans by qualified professionals.
Organiser and competent authorities
Event ownership and applications lie with the organiser; permits are issued solely by the competent authorities.
Experience
Areas of work
These are the kinds of events and assignments we handle.
- Christmas markets and seasonal programmes
- Town festivals and themed events
- Tourism festivals and food and wine events
- Themed and lifestyle weekends
- Review and relaunch of existing events
We only publish client projects with our clients’ consent. References are available on request.
What’s on
Milano Marittima - Christmas BOULEVARD 2026/2027
Christmas by the sea on Viale Gramsci: lights, flavours and encounters, organised by VACANTO in cooperation with the Comune di Cervia. Planned dates: 28/11/2026 – 10/01/2027 (subject to final confirmation).
FAQ
Frequently asked questions
Planning an event?
Tell us where things stand – we will tell you how we can help.