Jakarta as the center of national government and business often becomes the main location for various government meetings, diplomatic forums, and cross-country strategic agendas. In this context, the need for professional event organizers is increasing—especially in handling large-scale formal events with sophisticated coordination demands.
With endless state events, international conferences, and public policy launches in the capital, only event organizers that truly understand the traits of government agencies, VIP protocols, and stakeholder expectations are able to tackle these challenges professionally.
Managing an international event with important guests and delegates from multiple agencies is no simple task. Experience, thoroughness, and a strong understanding of protocol standards are required, so that every detail of the event—from the welcoming session to the official session—is precise and memorable.
Understanding Protocol Standards in International Events
Events involving government representatives, high-ranking officials, ambassadors, or international organizations have their own protocol standards. This ranges from seating arrangement, the order of welcome, the mention of titles and professions, to the entry and exit point, all must be carefully considered. Minor errors in handling protocols can have a major impact on the image of the organizers and inviting institutions.
Experienced event organizers would understand the different approaches in handling guests from the government, the private sector, and international institutions. Coordination with the relevant protocol team is also an integral part of event planning.
Challenges and Strategies in Managing an Event with Many VIP Guests
Managing an event with many VIP guests requires a solid work system and a trained crew. Common challenges include:
- Dynamic VIP attendance and schedule settings
- Protocol, security, and technical cross-team coordination
- Setup of lounges, dedicated access points, and VIP vehicles
- Flexible yet precise rundown management
- Synchronization between MC, LO, and technical teams in the field
Strategies commonly used by experienced event organizers include the formation of a special LO team for each figure, the preparation of a contingency plan, and the use of a structured communication system (handheld transceiver, digital rundown, and integrated call sheets).
What Should be Prepared by an Event Organizer?
To support the smooth running of high-scale events, here are the things that need to be prepared by event organizers:
- On-site technical team that understands international audio-visual setup standards
- Ushers and liaison officers (LOs) staff that were trained to handle VIP guests
- Documentation system that includes broadcast videos, official photographers, and publishing materials
- Professional translator or interpreter, if the event uses two or more languages
- Communication equipment and location markers such as handheld transceivers, signages, and checkpoints
- Intensive coordination with clients, from pre-event FGDs, simulations, to technical meetings
With thorough preparation, event organizer is not only a technical executor, but also a strategic partner that supports the success of the event.
Showcase: Global Events’ Experience in Handling International Scale Events
As an experienced event organizer in Jakarta, Global Events has been trusted to organize various formal events on a national and international scale. These events involve high-ranking state officials, representatives of international agencies, as well as strategic figures from various sectors. Here are some projects that prove of our capabilities:
Australia-Indonesia Health Security Partnership (AIHSP) Closing Summit 2024
AIHSP Closing Summit 2024 is the closing ceremony of the cooperation between Australia and Indonesia in the field of health security. The event was attended by a number of high-ranking officials from both countries, including:
- Minister of Health of the Republic of Indonesia
- Minister of National Development Planning/Head of National Development Planning Agency of the Republic of Indonesia
- Minister Counsellor for Governance and Human Development, Australian Embassy in Jakarta
- Secretary General of the Ministry of Agriculture of the Republic of Indonesia
SPM Awards 2024 and 2025
As an event organizer in Jakarta, Global Events is trusted to hold SPM Awards for two consecutive years. The SPM Awards is an annual awards ceremony organized by the Ministry of Home Affairs of the Republic of Indonesia through the Directorate General of Regional Development.
SPM Awards 2024
Officially held and attended by several important figures, including:
- Deputy Minister of Home Affairs of the Republic of Indonesia
- Minister Counsellor for Governance and Human Development, Australian Embassy in Jakarta
- Director General of Regional Development Ministry of Home Affairs
- Governors, Regents, and Mayors from various provinces in Indonesia
- Officials from the Ministry of Home Affairs and local governments
SPM Awards 2025
Continuing their trust, Global Events was re-appointed as the organizer. The 2025 event was attended by:
- Minister of Home Affairs of the Republic of Indonesia
- Director General of Regional Development Ministry of Home Affairs
- Governors, Deputy Governors, Regents, and Mayors from various provinces in Indonesia
- Representatives of the Australian Embassy in Jakarta as well as relevant officials from local governments
Climate Festival 2020-2023 – Ministry of Environment and Forestry of the Republic of Indonesia
Climate Festival is a prestigious annual forum organized by the Ministry of Environment and Forestry of the Republic of Indonesia as a forum for national campaigns related to climate change mitigation and adaptation actions.
Since 2020, Global Events, as the event organizer in Jakarta, has been trusted to manage the Climate Festival for four consecutive years. The implementation is varied, ranging from virtual formats during the pandemic, hybrid events, to the implementation of virtual exhibitions with interactive and thematic designs.
Every year, the Climate Festival is attended by important figures, including:
- Minister of Environment and Forestry of the Republic of Indonesia
- Deputy Minister of Environment and Forestry of the Republic of Indonesia
- Director General of Climate Change Control, Ministry of Environment and Forestry
- Regional Leaders, including Governors, Regents, and Mayors from various regions in Indonesia
- High-ranking officials across ministries and agencies
Event by the Economic Research Institute for ASEAN and East Asia (ERIA)
Events organized together with the Economic Research Institute for ASEAN and East Asia (ERIA) often bring distinguished guests and high-level participants. Two important recent moments held were the ERIA School of Government Leadership Lecture 2025 and the Commemoration of the 20th Anniversary of the Aceh Peace Agreement.
The ERIA School of Government Leadership Lecture 2025 was attended by prominent figures from across the region, including:
- Samdech Akka Moha Sena Padei Techo Hun Sen, President of the Senate of the Kingdom of Cambodia
- Representatives from ASEAN member states and ASEAN dialogue partners
- Government officials and former cabinet ministers from various countries
- Leading academics, scholars, and young leaders from across Southeast Asia
Meanwhile, the Commemoration of the 20th Anniversary of the Aceh Peace Agreement was honored by the presence of:
- E. Susilo Bambang Yudhoyono, 6th President of the Republic of Indonesia
- E. Jusuf Kalla, 10th and 12th Vice President of the Republic of Indonesia
- Agus Harimurti Yudhoyono, Coordinating Minister for Infrastructure and Regional Development
Breaking Barriers: UK-Indonesia Collaborations in Shaping Inclusive Futures
Organized by the British Council and the British Embassy to Indonesia, the event was attended by:
- Minister of Culture of the Republic of Indonesia, Fadli Zon
- British Ambassador to Indonesia and Timor Leste, Dominic Jermey
- Country Director Indonesia and Director of Southeast Asia British Council, Summer Xia
This event highlighted bilateral cooperation in advancing inclusivity and diversity, particularly in supporting vulnerable groups and persons with disabilities.
All of the events above are a true reflection of Global Events’ capacity as an event organizer in Jakarta that is not only technically competent, but also has a high sensitivity to details, protocols, and expectations across institutions.
