We take care of the practical side of your event: the venue, accommodation, transport and the people who make sure everything runs to plan.
Logistics
- Venue search, negotiations and contracts
- Accommodation for participants and guests
- Transport, transfers and airport pick-ups
- Catering and other suppliers
- Technical equipment and preparation of event spaces
Volunteers
- Volunteer recruitment and selection
- Training and briefings
- Shift and task planning
- Coordination during the event
Who it is for
Companies, institutions, associations and communities that need reliable logistics or a volunteer team for their event – as a standalone service or together with full event management.
How it works
- We assess the venue, delegate flows and needs: how many people, where they move, who needs to be where and when.
- We draw up a logistics plan: transport, accommodation, equipment movement, signage.
- We define how many volunteers are needed and for which roles.
- We recruit and brief volunteers and prepare role descriptions and shift schedules.
- During the event, we coordinate the team on site and handle the unexpected.
- After the event: thank-yous, certificates for volunteers and feedback.
A volunteer team that knows what to do
Volunteers are often the first people delegates meet. Every volunteer needs to know their role, time, place and whom to call if something goes wrong. We prepare clear descriptions for each position – registration, information desk, room coordination, transport, speaker assistance – and run a briefing before the event.
Our team has coordinated volunteers at international student olympiads, scientific and sports events with participants from many countries.
Frequently asked questions
How many volunteers does an event need?
It depends on the number of delegates, venues and the programme. A conference with a few hundred delegates often needs 10–20 volunteers, while a sports event with a course may need several times more. We set the exact number from the event plan.
Can you recruit volunteers for us?
Yes – we can build a volunteer team or work with your members, students or club volunteers.
Do you arrange delegate transport and accommodation?
Yes: hotel room blocks, airport or station transfers, shuttles between venues and for excursions. For how logistics fits into the overall plan, see How to Plan an International Conference in Lithuania.
Let’s discuss your event
Tell us about your event and we’ll suggest the most suitable way of working together.