The World Economic Forum's annual meeting, commonly referred to as Davos, welcomes more than 3,000 global leaders from business, politics and civil society to its namesake city in Switzerland every January. They come together to address pressing issues such as climate change, economic and geopolitical challenges. Davos, which runs from Monday to Friday, was started in 1971 by German economist Klaus Schwab, who originally called it the European Management Symposium.
Severin PodolakHead of event management and operations for the World Economic Forum since 2021, helping to design, manage and ensure the overall success of the event. Mr. Podolak held the same position before assuming this position Swiss Re Group is a reinsurance company based in Zurich. He has more than 20 years of experience in the field of events and hospitality.
“I'm in charge of the finer details of the meeting and the person who makes sure the technology works, the rooms are warm enough and everyone is well fed,” he said. Timing of sessions, accommodation for participants, and travel to and from Davos also fall under Mr. Podolak's authority.
He said he was drawn to the position because he has a passion for “organizing impactful events that drive global change.”
“The Forum's mission to improve the state of the world through multilateral cooperation resonates deeply with my professional values,” said Mr. Podolak.
Davos, the forum's largest meeting, is held in three locations: Congress Center; Kurpark villagean approximately 65,000-square-foot temporary log cabin debuting in 2024; and the Davos Ice Stadium where hockey is played. Together they are known as the Safe Zone and are five minutes' walk from each other.
Mr. Podolak said the meeting included more than 500 sessions over five days from 8:30 a.m. to 9 p.m. problem solving discussions.
“Whether it's breakfast, dinner or addressing a large group, every session has a purpose,” he said. “Nothing we're organizing is just for pure net, although that's happening.” He noted that the organizations and individuals participating in the meeting planned not the World Economic Forum, but the afterparty and other social events.
Planning the gatherings is a year-long effort for an in-house events team of 15 people. “As soon as one Davos is over, we start planning the next one, and we meet weekly up to two months before we start meeting every day, sometimes multiple times. daily,” he said.
The following interview was conducted via video and has been edited and condensed.
Can you elaborate on what your team is doing for Davos?
The main responsibility of the events team is to develop the overall event concept and coordinate the various contributors, including both internal and external contractors. We plan the event, contract with suppliers, ensure adherence to budget and manage relationships with various stakeholders.
Our team is responsible for all infrastructure and manpower for the event, contracting accommodation and comprehensive participant and staff logistics, including transportation. We also create the food and beverage concept, manage freight and material handling, and handle session logistics. This means ensuring that each session room is equipped and set up according to the requirements of the next session. This also includes managing technological aspects such as audio and visual installations.
After the event, it is our job to ensure that relevant feedback is collected and the results incorporated into next year's event concept.
What criteria do you use to change the organization of Davos each year?
Participant experience is of course very important. We have staff who collect feedback from attendees on the spot and make changes accordingly for next year. Over the past few years, participants have told us they want spaces in our spaces to hold informal gatherings between sessions. In response, this year we have lounges with tables and sofas of various sizes and food and drink stations where people can meet.
How do you ensure security across multiple events and locations?
Around 5,000 security personnel are in place during Davos, including members of the Swiss army, police and private security companies. Some officers are in uniform and others are not, but security is visible and there are many checkpoints everywhere.
How do you organize your schedule to ensure a balanced time allocation?
We strive to ensure that each session addresses a relevant topic and has balance and variety. Sessions last approximately 45 minutes to an hour and include a mix of people from different countries, genders and industries.
How do you ensure events start and finish on schedule?
Being late is not an option as we stream more than 50 percent of the sessions live. Even if the room isn't full or people are still coming in, we get them going on time. Sometimes they overflow, but the moderators deal with it and we have at least 45 minutes between sessions to clean the room and prepare for the next one. session.
Where do participants stay and what arrangements are made to transport them from their hotels to events?
We have contracts with more than 45 hotels in Davos and the neighboring town of Klosters. Most book a place with us when they register. We have four shuttle lines that connect different hotels to locations. In addition, all participants can use free public transport to the venues.
How do you deal with any medical problems?
At the Convention Center, we have a hospital with doctors around the clock for anything that might happen.
You said sustainability was a priority when organizing the event. Can you share more information?
Sustainability is at the heart of the organization and we have many initiatives to be as environmentally responsible as possible. Our heating is provided only with local wood pellets. We do not use oil and gas. We use only LED lighting and the majority of our fleet is electric vehicles.
When it comes to food, we use AI technology to determine how much is not eaten and what can be saved. We donate whatever we can to a local charity, 4 reasons, It runs a pop-up restaurant open to everyone during Davos. There is no cost for the lunch, but they do ask for a donation.
What keeps you up at night during Davos? What worries you the most?
The days in Davos are long and the workload can be heavy. I am usually so tired at night that I sleep like a rock. Davos is the result of a year of preparation with a very competent team and I am confident that we are in control of what we can control.
But in a complex event with so many participants and moving parts, it's impossible to predict everything. Therefore, my efforts are focused on how we can best deal with unexpected situations. Finally, my main concern is with the team – keeping them healthy and balanced during the event is extremely important.
Can you discuss the timing of Davos, which will begin on the day of the US President's inauguration?
We know that the inauguration means that the meeting may have a smaller US political footprint. We don't know what will happen this year because state officials have until the event to register. However, a strong contingent of US business leaders and media is still in attendance.