Overcoming Challenges to Deliver a Global Success | ORTRA Case Study
About the Event:
INCON Partner: ORTRA
Event: INTERSPEECH 2024
Dates: 1-5 September, 2024
Location, Kos Island, Greece
Event website: https://interspeech2024.org/
INTERSPEECH is the world’s leading conference on the science and technology of spoken language processing. It brings together researchers and industry professionals to explore advancements in speech recognition, speaker verification, language identification, and emerging topics such as speech and health, animal sound recognition, and human-machine interaction.
Background:
In 2018, two leading professors in the field of language processing—Itshak Lapidot from Afeka Academic College of Engineering and Sharon Gannot from Bar-Ilan University—collaborated with the Jerusalem Conference Bureau to bring INTERSPEECH to Israel. After an unsuccessful bid for the 2023 edition, Ortra and the local committee refined their approach and successfully secured Jerusalem as the host city for INTERSPEECH 2024.
With extensive planning and marketing efforts well underway, the unexpected events of October 2023 created a critical challenge. The security situation made it impossible to proceed with the conference in Israel, forcing the organizers to find a new location with only a few months to spare. The task was immense: moving a complex, large-scale international conference without disrupting the program or attendee experience.
Challenges:
Last-minute relocation – Finding a new destination that could accommodate INTERSPEECH’s scale, technical requirements, and logistical needs on short notice.
Maintaining engagement & attendance – Ensuring minimal participant drop-off despite the venue change.
Rebuilding event logistics – Renegotiating contracts, securing new venues, restructuring accommodation and transport plans.
Cross-border coordination – Partnering with local experts in Greece to ensure a smooth transition.
Solutions:
Strategic Relocation & Partnerships:
Ortra’s leadership team worked quickly to assess alternative host destinations. After evaluating multiple options, Kos, Greece, was chosen for its modern conference facilities, accessibility, and capacity to accommodate over 1,700 participants. To facilitate the transition, Ortra partnered with AFEA Congress, an experienced Greek professional conference organizer (PCO). Their local expertise was invaluable in securing venues, suppliers, and logistics.
Rebranding & Communications:
To maintain momentum, Ortra launched a full-scale rebranding campaign, updating the event website, marketing materials, and participant communications to reflect the new location. Clear, proactive communication was key. Ortra worked closely with the ISCA organizing committee, sponsors, exhibitors, and delegates to ensure transparency and confidence in the revised plans.
Logistics Overhaul:
With just a few months to reorganize, Ortra executed a full logistical redesign of the conference:
Secured new venues & hotels to accommodate 1,700+ attendees.
Renegotiated supplier contracts to align with the new location.
Revised the registration system to ensure all delegates and exhibitors transitioned smoothly.
Seamless Onsite Execution:
Despite the rapid relocation, Ortra ensured INTERSPEECH 2024 ran without disruption. Key areas of focus included:
Exhibition & Sponsorship Management – Adapting logistics for exhibitor booths and sponsor activations.
Program Execution – Coordinating 106 technical sessions, keynote speeches, and panel discussions.
Posters and demo presentations - to fit the venue's infrastructure and logistical restrictions
Engaging Social Events – Integrating Greek cultural elements to create a memorable attendee experience.
Outcomes:
Despite the unexpected challenges, INTERSPEECH 2024 was a resounding success, demonstrating Ortra’s ability to problem-solve, adapt, and execute under pressure.
Key Achievements:
1,700+ delegates from 51 countries attended.
1,031 accepted papers, with a dynamic program featuring:
7 parallel oral sessions
8 poster sessions (rotating three times daily)
106 technical sessions
4 keynote speakers
8 tutorials & 11 special sessions
13 survey talks and 4 Show & Tell sessions
1,500 app users, reflecting strong engagement.
Successful transition to Kos, ensuring minimal disruption to attendees.
Vibrant social events, where participants embraced Greek culture through music, dance, and celebrations.
ABOUT INCON EVENT ORGANISER
INCON Partner: Ortra
HQ: Tel Aviv, Israel
Ortra is Israel’s leading Professional Conference Organizer (PCO) and Destination Management Company (DMC). Founded in 1982 by the late Zvi Gelfand, one of the architects of Israel’s Events and Tourism industry, ORTRA has organized and produced the most important and multi-participant international conferences held in Israel…