The KUBUS conference centre at the Helmholtz Centre for Environmental Research in Leipzig, Germany, hosted the Sixth Biennial Congress on Environmental Modelling and Software from July 1st to 5th, 2012. The meeting welcomed more than 430 scientists from 33 countries under the overarching theme “Managing Resources of a Limited Planet: Pathways and Visions under Uncertainty”. Here, we report on the outcomes of the congress, but most of all, we provide insights from behind the scenes, showing how the meeting was developed along four key objectives: (i) to provide an excellent environment for scientific exchange, (ii) to support young academics and early career scientists, (iii) to perform outreach activities to promote the event (and environmental modelling) among broader public and (iv) to act as an environmentally friendly meeting. Thus, this commentary suggests a blueprint and provides templates and ideas for upcoming similar conferences.