Beyond the Stage: How Congrex Switzerland Delivered Seamless Accommodation for the Eurovision Song Contest 2025
As Basel prepared to host one of Europe’s most widely followed live events, Congrex Switzerland applied its congress logistics expertise to deliver a smart, scalable and people-focused large-scale event accommodation solution.
Congrex Switzerland specialises in organising medical and scientific association conferences across Europe and internationally. While the Eurovision Song Contest was very different in nature, it was precisely the structured approach, attention to detail, and service mindset from our congress work that proved essential in delivering a seamless accommodation experience for thousands of guests.
The Scale of the Challenge
The Eurovision Song Contest is known for its spectacular performances, vibrant atmosphere and passionate international audience. Behind the scenes, however, lies a demanding logistical challenge. Roughly half a million guests – including delegations, artists, crews, staff, media representatives, and fans – needed to be welcomed to the city, each with their own expectations, priorities and travel behaviours.
And with just a few months between Switzerland’s win in May 2024 and the first planning meetings in November, the preparation period was exceptionally short.
From Planning to Execution
“Our involvement started officially in November 2024,” explains Silvia Agster, Head of Accommodation & Travel at Congrex Switzerland, who has been with the company since 2008. “From that point on, everything moved quickly – from securing and contracting room blocks and setting up booking systems to managing key milestones such as the semi-final draws and final rehearsals.”
Congrex was entrusted with the full coordination of accommodation and drew on its extensive experience in large-scale event accommodation for international congresses. Although the format differed significantly from a typical medical conference, the core success factors remained the same: scalable systems, segmented workflows, and a service mindset grounded in clarity and care.
Smart Tools and Human Touch
A digital booking platform, long used for major scientific conferences, was adapted to the Eurovision context. It offered multilingual access, real-time availability, and filters for location, budget, and sustainability. The tool enabled different user groups to find suitable accommodation easily, whether arriving as groups or individual travellers. This ensured efficient event accommodation logistics at scale.
Technology, however, was only part of the equation. “With thousands of guests, each with different expectations, we knew we had to balance efficiency with empathy,” the Congrex team recalls. “Customer service is a core value for us. That means not only having a reliable system in place, but also being present, responsive, and supportive throughout the entire process.”
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Collaboration with Basel Tourism
Throughout the project, the Congrex team remained hands-on – supporting group organisers, handling last-minute changes, and assisting with specific accessibility requirements. Flexibility was essential, but it was enabled by robust internal workflows developed through years of experience in large-scale event logistics.
Collaboration with Basel Tourism was another key success factor. Their strong relationships with local hotels and in-depth market knowledge enabled effective contract negotiation, consistent communication, and agile availability management. Working together, both teams were able to respond to shifting demand and provide a unified experience for thousands of international guests.
A Once-in-a-Lifetime Experience
By the time of the grand final on 17 May, the accommodation process had become a quiet, reliable foundation behind the scenes. Check-ins ran smoothly, room blocks held firm, and potential disruptions were resolved before they could impact the guest experience.
For Congrex, the Eurovision Song Contest 2025 was more than a high-profile logistical challenge. It was a rare opportunity to apply congress expertise in a new setting and, at the same time, support our hometown. Being part of such a once-in-a-lifetime moment for Basel was not only a professional milestone but also a personal one.
The experience reaffirmed that even in dynamic live-event environments, large-scale event accommodation requires structure, reliability, and a human touch.
Disclaimer: Eurovision Song Contest is a registered trademark of the European Broadcasting Union (EBU). Congrex Switzerland is not affiliated with or endorsed by the EBU.
