About the Event:

INCON Partner: AIM Group International

Event Name: IEEE International Conference on Robotics and Automation (ICRA 2026)

Date: June 1–5, 2026

Location: VIECON - Messe Wien, Vienna, Austria

Website: https://2026.ieee-icra.org/

Organizer / PCO: AIM Austria (AIM Group International)

Client / Association: IEEE Robotics and Automation Society (IEEE RAS)

Event Format: In-person with satellite live-streaming

Key Metrics: 9,100+ participants (95.4% international from 83+ countries), 196 exhibitors, 7,000 m² exhibition area, 7,000 m² competition area.

The Vision & Winning Bid

In 2021, Professor Markus Vincze from the Technical University of Vienna (TU Wien) approached AIM Austria to support Vienna’s bid for the flagship IEEE International Conference on Robotics and Automation (ICRA 2026). Building on a strong existing relationship, AIM Austria initiated a strategic bidding consortium alongside Prof. Vincze, VIECON (Convention Center), and the Vienna Convention Bureau (VCB). Supported by senior consultants Susi Hide and Annalisa Ponchia, the team competed against major hub cities—Milan and Rotterdam—to secure the direct award for this first-time edition.

Key Strategic Pillars:

1. Congress Theme – ‘‘Robots for All’’: Developed under AIM Austria’s leadership to connect the scientific community, inspire the next generation, and leave a lasting public legacy.

2. Visual & Conceptual Identity: A futuristic, approachable modular robot icon and a robotic hand forming a ‘‘V’’ (Vienna / Free the robots – they will help us’’) provided a cohesive visual framework across all channels. Primary red and white colors honored the host country, Austria.

3. Strong Stakeholder Alignment: Early sponsor commitments secured by TU Wien, infrastructure showcase by VIECON, and destination positioning by VCB.

Overcoming Complex Technical & Operational Challenges

Managing an engineering and robotics conference on this scale required non-traditional event solutions:

Spatial & Technical Demands: Unlike standard medical congresses, ICRA 2026demanded high-capacity internet, heavy-duty power supplies, and flexible layouts. To create additional session spaces inside the exhibition halls, AIM Austria integrated 5 temporary inflatable domes.

Advanced Tech Integrations:

Custom APIs were built to link the EventsAir management platform with PaperPlaza/Papercept (IEEE’s abstract submission system) to seamlessly sync author, delegate, and program data.
- Configured a complex multi-tiered registration system for varying access levels.
Global Accessibility: Live streaming to 25+ Satellite Conference Centers worldwide allowed researchers, academics, and students globally to tune into keynotes, plenaries, and award ceremonies.

Groundbreaking Event Design & Program Highlights

Under the operational leadership of Project Manager Susi Koebe and the dedicated team

at AIM Austria, the congress delivered a multi-faceted dynamic experience:

Interactive Formats: 90-minute hands-on Keynote Tutorial Sessions, Industry Keynotes, Panel Discussions with live Q&A, and 12 parallel Interactive & Late-Breaking Results (LBR) Poster Sessions.

Exhibition & Competitions: A massive 7,000 m² exhibition (196 exhibitors) featuring dedicated Tech Talks and Innovation Stages, alongside a dedicated 7,000 m² Competition Area for live robotic trials.

Arts & Tech: The Arts in Robotics Exhibition explored the intersection between tech, creativity, and society.

Social Impact & Public Legacy: The ‘‘Festival of Robots’’

A core pillar of the impact strategy was bridging high-level science with the local community.

Festival of Robots: Organised in central Vienna ahead of the congress alongside VCB and Urban Innovation, this free public event featured stage shows, humanoid & autonomous robot demos, hands-on programming stations, Lego sumo tournaments, and open-air evening movie screenings.
Community Building Day: A dedicated day highlighting Diversity, Equity, and Inclusion (DEI) in science, encouraging inclusive environments within STEM.
Sustainability Focus: Reusable water bottles and refill fountains provided by sponsors eliminated single-use cups across the entire venue.

Social & Networking Program

AIM Austria DMC managed high-impact social experiences across iconic Viennese landmarks:

Student Dinner (Rathauskeller): 400 students and professors connected in a relaxed setting.
VIP Dinner (Vienna City Hall): 500 guests in the historic Festival Hall.
Imperial Night (Hofburg Palace & Spanish Riding School): A flagship evening for 4,800 delegates featuring 18+ buffets and bars, Viennese sausage stands, traditional coffeehouse setups, light installations, and 20 live entertainment acts. Executed flawlessly with an on-site team of 50 security personnel, 45 volunteers, 300+ catering staff, and 100+ performers.

Key Results & Record-Breaking Success

Key Takeaway

‘‘What it took to bring ICRA 2026 to life: 1 year of bidding, 3 years of strategic planning, and 1 year of intensive execution. Through close collaboration, strategic innovation, and deep destination integration, AIM Austria helped turn ICRA 2026 into a benchmark editionfor IEEE RAS.’’

Challenges

Managing Event Growth and Scaling: The organization had to handle a monumental increase in attendance compared to the previous edition, scaling participant capacity by 45% (from 6,200 participants in 2025 to nearly 9,000 in 2026).
Long-Term Strategic Planning: Executing and structuring a 5-year strategic journey (started in 2021) to bid for and organize the event in Vienna.
Public Engagement and Accessibility: Making robotics and automation accessible and understandable not only to the scientific community, but also to the general public, families, and students.

Solutions

Strategic Partnership and Local Coordination: AIM Austria (part of AIM Group International) led the bid and served as the organizer and strategic partner throughout the entire project lifecycle, working alongside the Technical University of Vienna, the Vienna Convention Bureau, and VIECON.
Comprehensive Event Management: AIM oversaw full project delivery, including sponsorship development, exhibition planning, stakeholder engagement, and attendee experience design.
Large-Scale Exhibition Spaces: Utilizing over 14,000 square meters dedicated to exhibitions, technical competitions (such as the RoboRacer Autonomous Racing

Competition and the BARN Challenge), and live demonstrations.

Festival of Robots&Initiative: Organizing a free-access public program in the heart of Vienna featuring exhibitions, live demonstrations, and educational activities open to citizens.
High-Profile Networking Events: Hosting the Imperial Night, an evening gala held at the iconic Hofburg Palace and the Spanish Riding School for 4,800 participants.

Outcomes

Record-Breaking Attendance: Delivered the most successful edition in the event’s history, registering nearly 9,000 participants and 196 international exhibitors (the highest number ever recorded).

Global Industry Participation: Strong involvement from leading industry figures, sponsors, and exhibitors (including Amazon, ByteDance, AGIBOT, Franka Robotics, Galbot, Gento Robotics, Nebius, TARS Robotics, Lightwheel, Encord, RoboSense, and Beckhoff).

Broad Social and Cultural Impact: Successfully engaged the local community while showcasing Vienna’s cultural heritage, reinforcing the core message that robotics is already transforming everyday life.

Links & Social Tags

IEEE RAS: ieee-ras.org

TU Wien ACIN: acin.tuwien.ac.at

VIECON: vieconcenter.at

Vienna Convention Bureau: meeting.vienna.info

Venues: Hofburg Palace | Spanish Riding School

Official Event URL: 2026.ieee-icra.org