HuTechTravel Events — Tender Proposal
A global event of historic significance. Nobel Laureates,
to shape the future of artificial intelligence in the service
peace.
A global event of historic significance. Nobel Laureates,
to shape the future of artificial intelligence in the service
peace.
Dedicated professionals within the Volonline Group ecosystem
Annual turnover — FT1000 fastest-growing company in Europe
Editions of this global summit, elevated by the backdrop of Rome and the Holy See
We are honoured to participate in the tender for the Project Management of the 20th World Summit of Nobel Laureates for Peace, to be held in Rome from 14 to 17 October 2026. We understand this is not merely an event — it is a global platform of political, diplomatic and symbolic significance.
Our role is to ensure flawless execution, safeguarding the integrity and prestige of the Summit in every dimension.
Collaboration with the Holy See, the Italian Government and the Campidoglio di Roma.
The world's most authoritative voices gathered around peace and the ethics of AI.
Global broadcast coverage and institutional prestige of historic significance.
Diplomatic-level discretion and protocol coordination at every level.
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Vatican · Sala Protomoteca Campidoglio · Prestigious venues in Rome
Opening ceremony with Nobel Laureates, Vatican and institutional leaders
Plenary Session: "Peace with AI — Ethics, Agency, Future"
Launch of 6 thematic tracks: education, health, work, culture, governance, civic life
Presentation of the Rome Call for AI Ethics
Cultural Performance
Networking Lunch
Case Spotlight presentations
Evening Reception at the Campidoglio
Plenary Session: AI and Human Agency in the Age of Uncertainty
Panel: governance globale, trasparenza & rule of law
Technology for peace, security, climate, health, education
Cross-track Dialogues with international moderators
Networking Lunch
High-Level Conversation: Agency Umana & Scelta Responsabile
Gala Dinner — Palazzo (location TBC)
Final Plenary Session: Summary of Speakers
Rome Call Signing Ceremony — Nobel Laureates Endorsement
Final parallel sessions
Networking Lunch
Music Peace Ambassador Project
Summit Peace Awards & Medaglia per la Pace
Final Declaration — Global Consensus Document
Youth Final Declaration
Official Group Photo
Complete oversight of event production: from logistics to technical execution, for a flawless delivery.
Coordination and operational management of event spaces, ensuring efficiency, safety and optimal use of resources.
Management of installations, lighting, audio, broadcast and infrastructure for a technically perfect live experience.
International flights, hotels, ground transportation, VIP transfers and security. A single point of contact for every need.
IATA-certified flight booking, hotels, security and access to Rome's most exclusive venues.
Deep local knowledge and consolidated network. We coordinate events in Rome with access and capabilities few can match.
Luxury, business or boutique properties with competitive rates and ideal locations based on delegate profiles.
IATA Certification — best routes, fares and upgrades. Ticketing changes and special requirements handled seamlessly.
VIP chauffeur services, airport reception, 24/7 delegate support and personalised welcome desks in terminals.
Coordination with authorities, risk assessment, contingency plans — the silent orchestrators of total security.
Privileged relationships with Rome's most exclusive venues, simultaneous translation and high-level catering partners.
We operate as a strategic partner, not merely a supplier. Our institutional approach and structured governance model guarantee absolute control at every level.
Our modular team structure allows for the selection of exactly the profiles needed. Each specialist brings proven experience and deep institutional expertise.
Complete technical and operational delivery: AV, staging, lighting design, coordination of technical suppliers.
TechnicalGlobal planning, coordination, timeline, budget and resources across all departments.
StrategicFormal and ceremonial aspects speaker sequences, processional timing, liaison with the Nobel Foundation.
ProtocolSecurity plan, risk assessment, coordination with local authorities and emergency services.
SecurityVIP transfers, delegate shuttles, airport reception
real-time fleet coordination.
Visual identity and communication materials brand consistency across all summit touchpoints.
CreativeDigital forms, rooming lists, accommodation coordination, dietary data and administrative delivery.
AdminCentral coordination throughout all phases of the event budget, suppliers, logistics and transparent reporting.
CoordinationMultilingual VIP hosts for Nobel Laureates personal
assistance in the laureate's native language.
HTT Events provides a specialised digital platform that delivers a tailored experience at every stage of the event from the first invitation
to the post-event follow-up.
Guests receive a personalised digital invitation with a link to the registration form, optimised
for smartphones.
Personalised form collects personal data,
dietary preferences and logistical requests.
Data exportable to Excel.
Each participant receives a confirmation letter
with all event details and travel documents in PDF.
iPad check-in via QR code. All access data recorded with date and time downloadable
from the backend in Excel.
The audience sends live reactions to what is happening on stage
in real time no app installation required.
Trends, questions, quizzes and surveys driving audience participation during plenary sessions.
AI synthesises live discussions into charts, videos and text summaries displayed on the main screen.
Participants submit selfies from their smartphones to create a live
mosaic displayed on the large screen.
Collection of written questions from the audience moderated
and displayed to the panel in real time.
Keyword submissions to visualise collective opinions and themes
a powerful visual impact for keynote sessions.
By consistently providing detailed budget reports, all teams involved are kept fully informed — enabling organised execution and complete financial transparency.
A tailored model with the ability to select exactly the services required — maximum transparency and cost control.
Our consolidated supplier network
guarantees the best value for money
without compromising quality or prestige.
Costs adaptable to the size and complexity of the event — expenses in progressive tranches for manageable cash flow.
Open-book accounting with access to supplier invoices and payment terms on request.
No hidden costs.
The remuneration for activities carried out by HTT Events corresponds to 8% of the total value of services procured on behalf of the client. This includes the assignment of a dedicated Project Team coordinated by a Senior Head, fluent in Italian, English and Spanish.
| Service Description | Rate (EUR · VAT excl.) |
|---|---|
| 24/7 Availability — Project Manager (outside event dates: Sat & Sun) | €350 /p.p. per day |
| Onsite Presence — Head of Project Management (travel & accommodation excl.) | €4,500 /p.p. per week |
| Onsite Presence — Head of Production (travel & accommodation excl.) | €3,500 /p.p. per week |
| Onsite Presence — Ground Transportation Coordinator (travel & accommodation excl.) | €2,800 /p.p. per week |
| Onsite Presence — Director of Ceremony and Protocol (travel & accommodation excl.) | €4,000 /p.p. per week |
| Onsite Presence — Security Manager (travel & accommodation excl.) | €3,500 /p.p. per week |
| Onsite Presence — Tour Leaders / Angels — VIP Hosts for Nobel Laureates (travel excl.) | €250 /p.p. per day |
| Service | Starting From (EUR · VAT excl.) |
|---|---|
| Registration Management — platform, email account, dedicated phone line, 1 month, QR check-in included | €7.500 |
| Graphic design — 1 Save the Date + 1 digital invitation (max 1 rework) | €600 /per request |
| Full graphic package — platform layout, mailing template, welcome/agenda, plenary frames, presentation covers | €1,500 /per request |
All rates are in EUR, exclusive of local taxes and service surcharges. Any additions to services will incur additional charges.
In the event of changes to fiscal policy or taxes applied by the Local Government, HHT Events reserves the right to modify rates.
Daily rates for the onsite presence of HHT Events staff are billed separately and are not included in the Agency Fee.
Both parties commit to treating as strictly confidential all information acquired during the course of this Tender.
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