Gebhart Event Management


360° Project Management

360° Project Management

Freelance Services

Digital Solutions


Are you looking for a reliable and experienced freelancer for your Events, Congresses,
Graphic Design projects, Web Design and Social Media Management?

Do you need local partner at a reasonable price to delegate projects to

without having to hire additional staff?

My name is Charlotte Gebhart and I am a versatile and highly qualified freelancer with a solid background in the fields of:

  • Event Managment, Incentives , Teambuildings
  • Congresses, Exhibitions & Meeting Management
  • Association Management & Scientific Symposia
  • Graphic & Web Design
  • Social Media and Digital Marketing

I provide 360° Project Management, but you also may book each service separately.

My clients are agencies, associations, corporations and small entrepreneurs. They all have something in common:

They want to delegate their projects to a reliable expert at a fair price.

Click on the services below to learn more

Services and Expertise

Congresses, Meetings, Exhibitions


Conventions and Meetings


Problems can become opportunities when the right people come together.

Robert Redford

Life is about the people you meet and the things you create with them.”

Unknow author

NEW: Solutions for virtual events

live-streaming, webinars and virtual round tables

The year 2020! With regret we had to postpone a major congress three times. After several board meetings with my client, we finally took a leap into the world of digital events. After all, the pandemic had created a great opportunity for developing new strategies and embracing technologies.

Now we are even more exited to meet again in person, share knowledge, organize hands-on workshops, have physical exhibition stands where participants can touch and try latest equipment, come together for scientific discussions and social networking.

I offer comprehensive and full organization of Congresses, Meetings and Exhibitions. You may also book each service separately

Click here to view the full list of congress services
  • Project Planning & Management
  • Expertise in Medical Congresses, IT and Communications Technology
  • Venue sourcing
  • Booking of hotel allotments
  • Sponsoring & fund-raising, exhibitor acquisition
  • Budgeting
  • Abstract Management and Speaker Management
  • Pre-Congress Workshop organization
  • Grahpic design of programme and print material
  • Exhibitor Management
  • EACCME application process and UEMS points accreditation
  • Application process and accreditation with local medical chambers
  • Preregistration and participant management
  • Catering
  • Logistics, transfer management
  • Complete organization and handling of Gala Dinner
  • A/V equipment and event production
  • Media check
  • Onsite Registration
  • Overall Onsite Management
  • Staff sourcing
  • Create online questionaires
  • Statistic analysis
  • Participant certificates


Events, Gala Dinners

Life is not measured by the breaths you take, but by the moments that take your breath away.

Unknow author

After over 20 years of experience in the international event business I still love the dynamics and the adrenaline rush of Event Management.

When I organize an event, the project becomes my baby and I feel ultimately responsible for its success.

Book 360° professional Event Management for your project or book single services separately.

Everything you need for a successful event:
  • Special venue sourcing
  • Supplier procurement
  • Accommodation
  • Event Production: A/V & Event Technology
  • Graphic design of print material
  • Catering
  • Decoration
  • Entertainment
  • Budget planning
  • Creative activities
  • City tours and excursions
  • Timeline coordination
  • Attendee registration
  • Logistics and transportation
  • Sponsor acquisition
  • Exhibitor coordination
  • Onsite Management
  • Staff sourcing
  • Follow up and invoicing



Gala Dinners

Show Catering

Incentives, Teambuildings

City tours





“Coming together is a beginning. Keeping together is a progress. Working together is success.”

Unknown author

One way to get the most out of life is to look upon it as an adventure.”

William Feather

Being an adrenaline junkie and living an outdoor livestyle myself, organizing Incentives and Teambuildings is probably the most exiting and fun part of my work.

Whether you invite your best customers or your distribution partners to an annual incentive or your employees to a teambuilding, I am a never ending source of ideas for extraordinary activities that will bring participants closer together and create unique memories.

Get some ideas for your next incentive
  • City tours and excursions:
    • Mozart & Beethoven tour accompanied by musicians
    • Horse carriage tours
    • Oldtimer tram tours
    • Segway tours
    • Cultural bike tours
    • Danube valley, Dürnstein, Melk Abbey
  • Gourmet & body and soul treats:
    • Apple strudel master class
    • Viennese coffeehouse & waltz class
    • Theme parties and buffets
    • Wine tastings & Spa in Styria
    • Folklore activities, schnapps tasting & bonfire
  • Adventure & sport activities:
    • Sailing regattas & stand up paddle on the river or lake
    • Dragon boat race & barbecue
    • High rope course & archery
    • Quad bikes & go kart races
    • Skiing and winter activities
    • Mountain hikes, lakes & cave visits
    • Summer olimpics & barbecue
  • Fun team activities:
    • Treasure hunt
    • Escape room
    • Paintball
    • Laser tag
    • Logo building
    • Lip dub


Association Management

A man only learns in two ways, one by reading, and the other by association with smarter people.

Will Rogers

Since 2016, I support Associations, managing their day-to-day operations and relieving board members from duties. I truly enjoy the communication with members, that are my ultimate clients and I like developing new ideas that help the organization to thrive and grow. It fills me with pride when members recognize me as the public face of the organization during events.

Full list of services for Associations:
  • Organization of Congresses, Meetings and Conferences
  • Webinars and hands on Workshops
  • Stands at trade shows incl. representation
  • Sponsor acquisition and Exhibition Management
  • Create Marketing concepts
  • Design of Flyers and Marketing material
  • Social Media content
  • Web Design and maintenance
  • Newsletters
  • Membership administration
  • Communication with members and stakeholders
  • Requesting accreditation points for medical trainings
  • Preparation of executive board meetings, minutes and follow up
  • Accounting and budgeting
  • Annual members assembly and elections


Association Management

Social Networking

Annual Members Assembly

Destination Management

“Travel far enough, you meet yourself.”

David Mitchell

I was born and raised in the beautiful city of Vienna. My adventurous spirit has lead me to study, live and work abroad for 14 years in destinations such as Barcelona, Murcia, San Diego – California, Santiago de Chile, Paris, Maastricht and St. Petersburg before coming back to Vienna. One thing I have learned in all these years abroad is that Home is where you make yourself feel at home.

I have become a cultural embassador of all the places I have called my home. It is my great pleasure to give visitors an insight of local life and culture, show them architectonical treasures an let them try culinary delights.




USA – West







Digital Marketing & Graphic Design

Websites promote you 24/7: No employee will do that.

Paul Cookson

“Content is king.”

Bill Gates, Co-Founder, Microsoft

Graphic Design, Web Design, Social Media Management and Digital Marketing have become my newest hobby. I had submerged myself already in 2001 in Photoshop and Webdesign courses. Some years ago I started to plunge in deeper, took several courses in WordPress, Indesign, Graphic Design and Digital Marketing, built my own website and started applying my knowledge to my clients websites and projects.

Graphic Design &

Web Design

Graphic Design:
  • Print and screen design
  • Indesign, Photopshop, Illustrator
  • Canva, Gimp , Inkscape
  • Brochures, posters, flyers
  • Signage, roll-ups, badges
  • Communication with printshop


Web Design
  • Web Design with WordPress
  • Webshop with WooCommerce
  • Create landing pages and blog articles
  • Update information on website
  • Continously improve lay out
  • Membership area for associations
  • Registration forms
  • Maintain Web Shop, create new products

Social Media Management

Digital Marketing
  • Blog content creation
  • Facebook, Instgram and LinkedIn
  • Maintain Facebook Groups
  • Editorial calendar for Social Media and blog posts
  • Professional online questionaires post event
  • Email Marketing
  • Social Media Ads
  • Google Ads and SEO

About me

“Passionate about events and people”

Charlotte Gebhart

Already during my studies in Tourism Management, I discovered my passion for events when I earned my money in catering at large events and sports events with Do&Co. These years were exciting and this passion never left me.

After finishing my studies in 1999, I did a Management Trainee in a 5***** hotel in San Diego. Then I worked for several years as a Sales Manager for Hyatt International Hotels, first in southern Spain and then in Chile.

In 2006 I moved back to Europe, this time to Barcelona, ​​where I stayed for 7 years. There I organized events for major companies during the Mobile World Congress for an important event agency/DMC and then I became self-employed and provided freelance services for different agencies.

In 2013, after 14 years of experience abroad, I returned to Vienna for family reasons, where I rebuilt my business. Since then I further expanded my knowledge in Graphic Design, Web Design and Social Media Management and added Congress and Association Management to my portfolio.

10 reasons why I love what I do:

  • Event management is very dynamic and gives you an adrenaline rush similar to extreme sports
  • Enjoy the contact with people
  • There is room for creativity and improvisation
  • Possibility to apply and improve language skills
  • Constant learning about new mentalities and cultures
  • Witness exciting shows and entertainment program
  • Constant research of beautiful destinations, unusual locations, first-class hotels and creative services
  • To be able to convey one’s own culture
  • The nice feeling when customers are satisfied and happy
  • Travelling and discovering destinations
  • Aim Group
  • Aricent
  • Barcelona Adventure
  • BCD Travel
  • Cellgene
  • Deutsche Bank
  • Deutschsprachige Arbeitsgemeinschaft für Handchirurgie Congress & Association Management and Web Design since 2016
  • EASD Congress Vienna
  • ECPN Congress
  • Enited Business Events
  • Eurovision Village Rathausplatz 2015
  • Forte Europe
  • Galapagos
  • GoNature Wines
  • Huawei
  • Liberty Incentives & Congresses
  • Lilly
  • Lundbeck
  • Mobile World Congress Barcelona 2007 – 2013
  • Mondi Annual Convention Barcelona 2015
  • Österreichische Gesellschaft für Handchirurgie – Congress Management 2016 – 2018
  • Pacific World (TUI Group)
  • Pfizer
  • Plannernet
  • Prelude Events
  • Q-tel
  • Seat
  • Special Events Design
  • Takeda
  • Telekom Austria Press Events – Mobile World Congress 2007-2012
  • Titanium Association – Congress Vienna 2019
  • Union of European Railway Engineer Associations – Association Management and Web Design since 2022
  • Zibrant
Languages in order of proficiency
  • German – native language
  • Spanish – excellent knowledge
  • English – excellent knowledge
  • French – very good knowledge
  • Catalan – very good knowledge
  • Portuguese – good knowledge
  • Dutch – good knowledge
  • Italian – good knowledge
  • Russian – good knowledge