The government decided in late November 2022 that Norway would offer to host an informal NATO foreign ministers’ meeting, which was held in Oslo on May 31 and June 1, 2023.
All NATO countries’ foreign ministers with delegations were invited, in addition to NATO’s VIP guests and staff. In total, Gyro handled approximately 35 different delegations.
This allowed for just over six months to plan and execute one of the most complex events the Ministry of Foreign Affairs has been responsible for. In this process, we worked closely with NATO’s event and protocol department.
The complexity can be illustrated by some numbers. There were around 4,500 people (including security personnel) involved in the execution, including 80 from the Ministry of Foreign Affairs. The program included nine different locations with demanding logistics and security requirements at all sites. 180 vehicles were used in the transportation setup. 450 m2 of backdrops/press walls were designed and produced. Over 200 signs with 88 different designs/content were produced. The project received approximately 5,000 emails.
The complexity is also evident in the list of public and private institutions that the Ministry of Foreign Affairs and Gyro collaborated with during the implementation (only the most important are mentioned here): Akershus Castle (the commander), AUF (the Workers’ Youth League), Avinor, Bislet Limousine, Oslo Fire and Rescue Department, Hotel Bristol, Creative Technologies, the Government Security and Service Organization, The Royal Palace, Ministry of Finance, Hotel Continental, Radisson Blu Plaza Hotel, Ministry of Justice and Public Security, Ministry of Local Government and Modernisation, The National Museum, The National Security Authority, Oslo Municipality, Oslo Police District, Norwegian Police Security Service, Pro Sec, City Hall Administration, S Plan, Civil Clearance Authority, Statsbygg, July 22 Support Group, in addition to the Norwegian Armed Forces.
Once the project had identified all the various elements that needed to be in place for this large-scale event, a shared progress plan/milestone plan was created for Gyro and the Ministry of Foreign Affairs (UD), consisting of nearly 200 tasks with clear deadlines and responsibilities. This document was regularly used in project group meetings between UD and Gyro to coordinate the project’s progress.
Gyro, in collaboration with a wide range of private and public entities, planned and delivered the following, with responsibilities for logistics, transportation, and protocol, liaisons for all VIPs/delegations, hotels for VIPs and delegations, receptions, ceremonies, dinners, press conferences, press centers, TV studios, bilateral meetings, website, and delegate handbook, etc. Gyro was responsible for the entire production at all 9 locations with live broadcasts to the entire world, as well as on NATO’s and the Ministry of Foreign Affairs’ own channels.
The overall program for the meeting was as follows:
May 31:
- Reception for NATO foreign ministers at the Royal Palace
- Ceremony at the July 22 memorial in the government quarter
- Dinner at Akershus Castle
June 1:
- Meeting for NATO foreign ministers at Oslo City Hall
- Press conferences at the National Museum
Based on the project mandate and after evaluation discussions with all key stakeholders, it can be affirmed that the event was highly successful.
