Hosting the 71st Annual Session of the NATO Parliamentary Assembly in Ljubljana

For four days in October 2025, Ljubljana became the stage for one of the most security-sensitive and logistically demanding international events hosted in Slovenia this year. More than 520 participants from NATO’s 46 member and partner nations gathered at GR Ljubljana for the 71st Annual Session of the NATO Parliamentary Assembly. The event reached its climax during Monday’s plenary session, featuring addresses by Slovenian Prime Minister Robert Golob, NATO Secretary General Mark Rutte, Kosovo President Vjosa Osmani-Sadriu and other senior officials, while Ukrainian President Volodymyr Zelensky joined the Assembly via live video link.

Planning on a Different Scale

Preparations for the NATO Parliamentary Assembly began more than two years in advance. The GR team worked in close coordination with the National Assembly of the Republic of Slovenia to meet the NATO Assembly’s complex requirements. “This was not just about setting up halls. Our role was to make complex logistics appear effortless. It was about creating a controlled environment that could adapt minute by minute. Nothing was left to chance,” recalls Blaž Brvar, Head of Technical Operations at GR Ljubljana.

The challenge: to create a secure, fully functional working environment for legislators within the venue, one that could flexibly accommodate shifting programme needs and stringent security schedules.

On-site Delivery

Throughout the three-day programme, four committee meetings and a series of bilateral sessions ran in parallel, culminating in the plenary session on Day 4. The GR operations team managed the schedule with precision – from last-minute room adjustments to continuous catering and technical support.

Twelve temporary offices were constructed in Stebrna Hall, complete with workstations and catering zones, while five additional offices were set up separately for senior staff. The police operated an on-site monitoring base within the venue, and delegates arrived through coordinated, escorted transfers. Outside, two additional pavilions were installed – one serving as the main entrance with a small exhibition area, the other as a security checkpoint.

Inside the complex, four large halls were dedicated to committee meetings, three smaller rooms hosted bilateral meetings, and one was reserved for VIP guests. Every space was fully wired, equipped, and sound-checked for simultaneous interpreting.

The Overnight Rebuild

At the heart of the transformation was Marmorna Hall. In just five hours, the GR Ljubljana team merged two committee halls into one plenary space, rebuilt the stage, repositioned interpreting booths, and set up the area for use by the media. The entire AV and video system was reconfigured for simultaneous interpreting in six languages and broadcast-quality sound.

Meeting Without Borders

Behind the scenes, the NATO Parliamentary Assembly operated on a complex network of technology designed to ensure seamless communication. GR Ljubljana provided comprehensive audiovisual and video production support, managing simultaneous interpreting in six languages, real-time coordination with external media, and several high-level video conferences with remote delegates. Hundreds of microphones, six hundred headsets, and dozens of screens connected the plenary and committee rooms into one integrated system.

Beyond the Roadblocks

While public attention focused mainly on the temporary closure of Dunajska Cesta – one of Ljubljana’s main thoroughfares – that was just a glimpse of the extensive security operation surrounding the NATO Parliamentary Assembly sessions. With numerous high-ranking officials, ministers, and international delegates in attendance, the event required security measures far exceeding those typically seen at international conferences.

Inside the venue, zones were carefully delineated, with controlled entry points ensuring smooth and secure access. A dedicated police operations base was set up on-site, enabling continuous monitoring throughout the event. Every arrival and security check was integrated seamlessly into the event’s rhythm, maintaining an atmosphere of calm efficiency rather than restriction.

Reflections

Hosting the NATO Parliamentary Assembly Annual Session was both a challenge and a privilege – a moment that showcased Slovenia and GR Ljubljana as hosts capable of delivering events of the highest diplomatic level. Behind the protocol, technology, and security stood a coordinated team that transformed complex requirements into seamless execution.

For Miha Gartner, head of this project at GR Ljubljana, the success of the Annual Session of the Assembly was best captured in the feedback that followed: “Hearing the organisers express their highest appreciation for the professionalism and precision of GR Ljubljana, whose commitment to excellence made the session remarkable for its organisation, atmosphere, and attention to detail, is the best recognition of months of dedicated work,” he says.

Find out more about GR Ljubljana here.