Victory and Teamwork: Jolien Van Luyck’s Reflection on the Belgian Special Olympics Opening Ceremony, the Bronze BEA and Inclusion Award Victory
On November 15, 2023, a sense of anticipation filled the Antwerp Avenue at the Belgian Event Awards. That evening, Event Masters’ vision and hard work were epitomised when we won the bronze BEA and Inclusion Award for executing the Special Olympics opening ceremony – a testament to our passion and innovation in event planning and organisation.
These awards present us with the opportunity to highlight our vision. Especially the key role of our tailor-made and production department in creating an event that left an unforgettable impression on participants and spectators alike.
In an interview with Jolien van Luyck, Head of Production, we delve deeper into the elements that contributed to the success of the ceremony. Jolien shares her perspectives on the approach, the challenges, and how the event experience was transformed into a source of inspiration and inclusivity.
Interview with Jolien van Luyck,
Head of Production
Jolien, can you tell us a bit more about your role at Event Masters and how you became involved in the organisation of the Special Olympics?
- This year, Mechelen proudly hosted the National Games of Special Olympics Belgium, and Event Masters was chosen to orchestrate the opening ceremony. As the project leader, I spent six months working closely with three colleagues, all leading up to this moment. Throughout the event, our entire Event Masters team volunteered their time and energy to ensure that the athletes received a heartfelt welcome in Mechelen.
What was the vision/concept behind organising the opening ceremony for the Special Olympics, and how did the team contribute to this vision?
- The National Games in Mechelen were set to be the ‘Warmest Games Ever.’ It was envisioned as a show brimming with emotion, inclusivity, and athlete interaction. Our goal was to shine the spotlight on over 3,600 athletes, making it a big celebration for them.
What specific challenges were involved in planning such a large-scale event?
- Working closely with the City of Mechelen on the communication plan was crucial. Drawing 13,000 spectators to Mechelen on a Wednesday evening, just before a long weekend, was no small feat.
We also faced several logistical hurdles. We had to coordinate the setup and takedown with KV Mechelen’s match and training schedule, and we were limited in our use of the grassfield to prevent damage. One of the biggest challenges was creating athlete interaction without accessing the grassfield, while still delivering a TV-worthy show with the expansive green field prominently in view.
How did your team collaborate with other departments and external partners to bring the ceremony to life?
- We sought people both within and outside our organisation who had a heart for the Special Olympics. I’ve never been part of a production where the entire backstage team was so emotionally invested in the project. Everyone was united by a single vision: to create the Warmest Games ever.
What moment during preparations or the ceremony itself was most challenging for you and your team?
- On the event day, apart from the 100 crew members, over 500 people were involved in the show. It was a complex task to manage everyone, ensuring they were in the right place at the right times, and providing the necessary guidance for a smooth and flawless performance.
Is there a particular aspect of the ceremony that you are especially proud of and that you think contributed to winning the bronze BEA and Inclusion Award?
- When designing the show, we focused on inclusivity in every element. We sat down with each artist to discuss how to make the experience accessible to all. This led to several heartwarming moments during the show that left no one untouched.
If you could share one message with other organisations looking to host inclusive events, what would it be?
- Remember, in every aspect of the event, to consider the profile of your visitors. Ensure that everyone, regardless of gender, origin, ethnicity, or physical or mental disabilities, receives the same experience and attention.