Large-scale events demand more than just good organization — they require precision, experience, and deep local knowledge. We sat down with Marina, our owner and Managing Director, to talk about what truly matters when planning events with 200+ participants — and why Berlin continues to inspire even the most seasoned professionals — a city known for its world-class venues and vibrant event culture.
Clear Task Allocation: The Backbone of a Smooth Production
“One of the most critical factors in large event planning is how responsibilities are distributed within the team,” Marina explains.
Resource planning, capacity management, and a structured timeline are essential. “I look closely at each team member’s strengths and availability — everyone needs to know exactly when and how to contribute,” she says.
A clear internal workflow and defined roles and responsibilities are the foundation, especially when multiple suppliers, stakeholders, and tight deadlines are in play.
Acting as an Extension of the Client’s Team
“In this business, everything revolves around trust,” Marina notes.
“Clients count on us not just as organizers but as strategic partners.”
This means fully understanding the client’s objectives, managing budgets effectively, and offering smart alternatives when plans change. It’s not just logistics — it’s about stakeholder communication, strategic thinking, and solution-oriented planning.
Whether it’s a product launch, summit, or internal celebration, building real partnerships is what makes events successful — and sustainable.
Specializing in Large Events Is in Our DNA
“My heart beats faster when we’re planning large events — this is our core expertise,” Marina says with a smile.
With over 10 events per year exceeding 600 attendees — and a standard event size of 200–300 guests — our team has developed the systems, mindset, and vendor network to confidently manage complex productions.
From event flow management and technical coordination to guest experience design, it’s all handled with precision.
“At this point, we operate like a well-rehearsed team. Everyone knows their role — and that trust in each other is what powers smooth execution,” Marina adds.
Pushing Boundaries: 1,600 Guests and Counting
This year, we’re raising the bar: we’re hosting our biggest event to date with over 1,600 guests — and we’re absolutely confident it’s going to be a fantastic success. It’s a powerful reflection of our team’s expertise, our client partnerships, and our ability to deliver excellence at scale.
Final Thoughts
Planning large-scale events isn’t just about size — it’s about intention, trust, and seamless execution.
With the right team, strong local insight, and a shared passion for excellence, anything is possible.
Planning an event with over 200 guests?
Weichlein’s event services in Berlin are designed to support large-scale productions like this — with local knowledge, trusted vendors, and seamless logistics.
Let’s talk. We know the city. We know the venues. And we know how to turn your concept into an unforgettable experience.
