'We're experts at anticipating what our guests want'

The Hague is preparing to host the NATO summit in 2025, one of the world’s most prestigious events. Michiel Middendorf from World Forum The Hague and Robert Dingjan from the Ministry of Foreign Affairs share their insights into the logistical, diplomatic and security challenges during a candid conversation.

It’s a long walk from the reception of World Forum The Hague to the special meeting room where the NATO summit will be held on 24 and 25 June 2025. With a sense of drama, you could call it the ‘operation room’. The photographer and I entered a large room with floor plans, construction drawings and an inviting stack of croquette sandwiches. Michiel Middendorf, General Manager of World Forum The Hague, and Robert Dingjan, Operational Director at the Ministry of Foreign Affairs welcomed us.

In this room, they’re planning a Champions ­League-level conference. In June 2025, the world’s leaders will be visiting The Hague, where host Dutchman Mark Rutte will be playing a home game.

When did you come up with the idea? Was it a long time coming or did it ­happen unexpectedly?

“The decision to hold a summit such as NATO is political. In 2014, we held the Nuclear Securi­­ty Summit with Obama in The Hague. At the time, we all thought it was a once-in-a-lifetime opportunity. Such a major event with 60 government leaders and all of the associated security ­measures wouldn’t happen again anytime soon. But then we were asked to host the NATO ­summit,” says Dingjan.

“This is done gradually because there is no speci­fic tender procedure. NATO member countries have agreed to take turns holding a summit. 
The Netherlands, one of NATO’s founding members, has never had the opportunity. The Netherlands was chosen to host the summit in 2025.”

 

Robert Dingjan: 'The current international situation is far more tense than it was 10 years ago, which makes it much harder in terms of logistics and security'

 

How does this summit differ from the 2014 Nuclear Security Summit? Is it bigger and more challenging?

“Yes, in terms of the level of security, but not necessarily in terms of the number of government officials. Ten years ago, the geopolitical situation was very different. Russia was then still a participant in the Nuclear Security Summit, while the 2025 NATO summit will take place in a context of increased tensions between NATO and Russia. That makes it much more difficult in terms of logistics and security,” explains Dingjan.

What are some of NATO’s specific require­ments for such an event?

“NATO comes with an extensive set of require­ments that we call a ‘bible’. It’s more than a hundred pages and describes everything in great detail: the size of the rooms, the height of the ceilings, the light output on tables, everything,” adds Dingjan.

“Adding everything up, the summit requires about as much space as 21 football pitches. Hotel capacity is also an issue, as we need 6,000 hotel rooms.”

The Hague ultimately turned out to be the perfect location

“Yes, it did. Several other cities expressed their interest. However, once they saw our list of require­ments, they dropped out. It just turned out not to be logistically feasible. The Hague ­ultimately won out in part thanks to the close collaboration between the municipality and the World Forum,” notes Dingjan.

“We knew that we couldn’t do it alone, so we quickly joined forces with the municipality and surrounding areas to make this event possible,” says Middendorf.

“Local residents were paid significant attention. We began communicating early on about the summit’s impact on the area. This was important since the construction and security will affect the surroundings. But we’re ready.”

How will you ensure that the venue meets all of the requirements outlined in the ‘bible’?

“The World Forum itself is big, but not big enough to meet all those requirements. That’s why we expanded it. We already knew that we would need more than just the World Forum. The entire surrounding area is involved in the summit, from hotels to parking garages. Everything has to fit together perfectly,” explains Middendorf.

And how are you handling security?

“The NATO summit is a huge security risk, which is why we work closely with various responsible security services. We need to thoroughly screen everyone who comes near government leaders, from drivers to catering staff. We’ll probably need 250-300 vehicles to transport the delegations, and all of the drivers will need to be screened. That alone is a major logistical challenge,” says Dingjan.

 

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Will Donald Trump come to The Hague?

The day after Donald Trump was elected as the next President of the United States, opinion makers looked ahead to the influence of this election result on NATO policy. It will therefore be eagerly awaited whether he will come to the NATO summit in The Hague next June.

“For us, it basically doesn’t matter who is president. Welcoming a US president is always special, no matter who they are,” states Robert Dingjan, Operational Director at the Dutch Ministry of Foreign Affairs.

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Michiel, how does your venue respond to this?

“Security and hospitality must go hand in hand, as it’s our job to ensure that all guests feel safe. The entire event has to run smoothly, and the infrastructure must be designed to ensure that security goes unnoticed while being firmly ­established,” adds Middendorf.

How far along are you currently in your preparations?

“We’ve drawn up a detailed plan containing more than 2,000 milestones that we must achieve. The goal is to have everything ready a month to six weeks before the summit. This way we have room to anticipate any unexpected changes in the last few weeks,” states Dingjan.

What are your biggest logistical ­challenges?

“Finding vehicles and drivers is a major challenge. We have not yet hired all the cars, as staff shortages are making it difficult. But we’re working hard to make this happen,” explains Dingjan.

“Planning is essential. Everything must be well prepared so that we can switch flexibly in the final weeks. With an event of this magnitude, something always goes differently than expected, but we want to limit that risk as much as possible,” says Middendorf.

Why is the Netherlands so skilled at planning these types of events?

“I don’t want to sound immodest, but we’re good at knowing exactly what our guests want and expect thanks to the embassies of the participating countries. We build a relationship with the delegations well in advance. Whether it’s the US president or a smaller NATO member state, every delegation has specific wishes. Our job is to make them feel comfortable and welcome within reason, and that starts long before they land here. As a result, all participants know perfectly well what can and can’t be done,” notes Dingjan.

“Do you know what they’re also good at? Facilitating dialogue using certain room configurations. Ten years ago, there were many discussion groups where world leaders sat in large armchairs in an open setting. They would openly debate nuclear matters with each other, which worked very well. That way you get a little more interaction,” explains Middendorf.

It’s about more than just technical ­matters, right? 

“Exactly. We’re experts at anticipating what our guests want, even before they ask. Whether it’s the format of the sessions, logistics, catering, or even personal preferences, we make sure that everything is arranged in advance. This allows us to provide a flawless experience for the delegations. That’s really one of our strengths,” Dingjan points out.

What’s the economic impact of the NATO summit for The Hague and the Netherlands?

“It’s huge. Research shows that organisers’ expenditure has a substantial multiplier effect on economic impact, bringing in a lot of money for the city. Hotels, restaurants, and shops benefit from it, but it’s more than that. It’s also an opportunity for The Hague to further profile itself as the international city of peace and justice. These types of events help boost that reputation,” observes Middendorf.

How important is that for the city?

“It’s crucial. The Hague is proud of its status as an international city. It’s important for it to be associated with peace, justice and international cooperation. The NATO summit contributes to this and strengthens that position on the world stage,” affirms Middendorf.

I also read that you recently managed to invest in this building. A coincidence?

“To a certain extent, it is a coincidence. We succeeded in getting the necessary investments for the long-term future onto the political agenda. Now that it’s receiving significant attention, the added value to the city is becoming more evident. This impact benefits not only the local economy but also enhances the pride of our residents,” says Middendorf.

What is your personal goal for this summit?

“For me, the most crucial aspect is that the ­summit is welcoming, peaceful and safe. It would be ideal if the media said that it was a success and that the government leaders had a great time,” Dingjan comments.

“Same. We want everyone, from the delegations to the residents of The Hague, to be proud of this event. And afterwards we can say that we did it well, without major disruptions,” adds ­Middendorf.

“Residents’ reactions also mean something to us. We have plans to open the location to them after the summit to show them what happened. We did the same thing after the Nuclear Security Summit, and it was very much appreciated.”