Head of Conference Division
The Visit Lithuania is your partner for any conference, corporate meeting and incentive you plan to hold in Vilnius and/or in Lithuania, Latvia and Estonia.
Any business conference event is a hard and time-requiring work for both, participants and organizers. Conference, seminar or congress organizers should discuss all the issues and make a constructive decision in a short period of time. Organizers' primary goal is to create a comfortable atmosphere adequate to a format and purposes of the event. It is a complex process where different organizational moments should be taken into account.
Proper organization to the last detail, appropriate selection of modern venues and rooms, timely and complete dissemination of the information, full support and services of comfortable transportation, cozy accommodation and above all – thorough knowledge of the market and total economic clarity – all are the elements that ensure a smooth and high-scoring organization and guarantee financial success of every event.
Professional conference organization (PCO) services we provide:
• Event layout, planning and overall conference management
When the goal is formulated and all expectations are mapped we will only need the number of participants, intended conference time and amount of conference working days.
• Budgeting and consulting
Collecting and banking all cheques to an account of your choice.
Taking into consideration all necessary conference equipment we are organizing and coordinating every single stage of conference project as effective as possible. We are checking and planning the time so that we can stay in estimated budget as well as in planned time schedule.
• Mailing & Pre-event registration
Personalised invitations and information to prospective delegates, our own management software to monitor and confirm all delegate arrangements
• Venue search and on-sight management
Custom-made venue search database will help you to find the best location for your event. User-friendly search system, venues description (meeting venues, unique venues, conventions hotels), seating schemes and hall capacity are all offered in a search engine.
• Travel arrangements
Certificated travel agency “Visit Lithuania” offers a wide range competitive travel services. We can offer our assistance for secure and beneficial negotiations with domestic and international airlines, water transport companies as well as with rail-road companies.
• Accommodation and hotel management
Special prices at the hotels in Lithuania, Latvia and Estonia.
Own hotel on line-reservation system for the Baltic region: www.hotelsLithuania.net, www.hotelsLatvia.net, www.hotelsEstonia.net
Full catering service provision according to client needs and wishes during the conference, at receptions and other events.
• Delegate management
Registration and confirmation of participants and applications, information management, Internet solutions, mail, phone, fax, e-mails etc.
• Professional guides-interpreters
“Visit Lithuania” offers simultaneous, consecutive and written translation as well as professional interpretation services according to the needs of our clients. For successful realization of your event we offer a simultaneous and consecutive translation in English, German, Russian, French, Finnish, Scandinavian and other languages. If needed, we will translate the programme, marketing materials, technical reports abstracts of your event.
Professional DMC & PCO company “Visit Lithuania” will take care of the whole logistic service that relates to your event. Starting with elaboration of transportation schedule and ordering necessary transport means and finishing with printing of signs, badges and supervision.
Conference logistics' schedule consists of all necessary transport for delegates and spouses. The following service can be provided: arrival to the destination (Vilnius, Riga, Tallinn etc.), transfers to/from hotels, management between conference venue and other events locations, excursions and tours (including car rental, delegates escort and security, service of meetings and delegates accompany).
Last but not least a service of ordering professional multilingual guides, translators or escort staff is provided.
• Social events management
We offer various social programmes for conference participants and/or special programmes for spouses such as guided tours, excursions, cultural events etc.
Need a motivational and a refreshing event for your organization, employees, work-group? We are ready to offer you a memorable and reasoning incentive travel or an efficient training course.
• Preparation of conference material
Design, production and printing/publishing of conference material
• Conference Website
Presenting conference on a conference - specific website
• Technical arrangements
Among all our services we also offer a lease of technical equipment for conferences and presentations according to every participants needs and requirements. We also provide assistance for selection and set up of audio-visual services and equipment.
Your logo on quality badges – starting with simple laminated clip design ending with security bar-coded badges, produced in-house
• Marketing communication and promotional activities
Public Relations and press office services, preparation and distribution of press release, press conference organisation and assistance, e-communication, newsletters etc.
• Detailed financial settlement and accounting
• Post-event evaluation