MICE

Who this page is for

For HR and marketing teams, assistants and managers who have been asked to organise a company meeting or trip in Georgia.

And for associations and organisations planning a regional conference or forum here.

What we do for you

We take the brief, choose the space and partners, draw up the timeline and manage everything on site on the day.

Suppliers set the price of the venue, equipment, catering and transport and invoice your company directly. Our management fee is set out separately and in advance.

What MICE means

MICE covers four areas: meetings, incentive travel, conferences and exhibitions.

A single event often combines several, for example a conference followed by a two-day tour.

So we plan it as one project rather than a set of separate bookings.

Tbilisi and Batumi

Tbilisi is the business hub: international hotels, conference halls and the atmosphere of the old town.

Batumi is the seaside alternative, especially when a meeting includes some leisure.

We choose the city by the airport, flights and the group's interests.

Outside the city

Some companies hold meetings at a hotel in the wine region or at a mountain resort.

Away from city noise the team is more focused.

We check whether such a place has a large enough hall, internet and rooms for the whole group.

Choosing the hall

The size of the hall depends on the number of participants, the layout and the amount of equipment.

Natural light, air conditioning and good acoustics make hours of sessions much easier.

We inspect the hall on site before the event or show it to you on video.

Seating layout

Theatre style is for presentations, classroom for work, round tables for group discussion.

The layout changes a hall's capacity considerably.

Changing the layout within a day takes time and staff, and we build this into the schedule.

Extra rooms

Parallel sessions, interviews or the organisers' office need separate rooms.

A preparation room for speakers gives the event a professional feel.

We book such rooms together with the main hall.

A site inspection

Before a large event a company representative often flies in for a day or two to see the venues.

We arrange such a visit on a tight schedule: halls, hotels, evening venues and routes.

If a visit is not possible, we prepare a video walkthrough and a detailed photo report.

Taking part in an exhibition

Setting up a stand at an exhibition requires freight, build-up and sometimes a temporary import customs procedure.

A licensed customs broker checks the customs rules.

We plan build-up and dismantling around the exhibition organiser's schedule.

Product launch

A product launch needs a distinctive venue, a good stage and precise staging.

We manage the guest list, invitations and attendance confirmations in advance.

We prepare a separate space and materials for the press.

Media and press

Some events need the attention of local media.

We arrange translation of the press release and invitations to journalists together with a partner PR agency.

We prepare an interpreter and a quiet room for interviews in advance.

Photo and video

Event photos and video are needed for the company's internal communication and marketing.

We draw up the shooting plan with a list of key moments.

We agree the rules for filming participants according to company policy.

Georgian touches

A short folk performance at the opening or wine at a networking evening gives an event the spirit of the place.

Such touches should be short and measured so they do not get in the way of the business programme.

We cover folklore and the supra on separate pages.

Keeping participants informed

Before arrival we send participants an information pack: programme, transfers, weather and dress code.

At a large event a mobile app or messenger group helps spread changes quickly.

An information desk runs all day on site, where you can get an answer to any question, from taxis and pharmacies to tips about the city.

Season and weather

Spring and autumn are popular times for corporate events, and halls fill up early.

In summer heat we schedule outdoor activities for the morning or evening.

In winter mountain roads are sometimes difficult, so we plan transfer times with a margin.

Registration

Advance online registration shows us numbers, languages and dietary needs early.

An on-site registration desk, badges and a welcome pack cut the queues.

We use participants' personal data only for the purposes of the event.

Simultaneous interpreting

At a multilingual conference simultaneous interpreting is set up with booths and headsets.

Interpreters need slides and talks in advance to prepare the terminology.

At a small meeting consecutive interpreting is often enough.

Audio-visual equipment

Screens, projectors, microphones and lighting must be tested after a technical rehearsal.

We collect the speakers' presentations on one computer in advance.

A technician stays in the hall for the entire event, from the first minute to the last.

Internet and streaming

Hundreds of participants online at once can overwhelm a hotel network.

We ask for a separate, dedicated line for the stage and the stream.

For online participants we set up a hybrid format and a recording.

Speakers

An international speaker needs flights, transfers, accommodation and a stage brief.

Local experts and business representatives give the programme a Georgian context.

We gather the speakers' schedules and technical requirements in one document.

Programme pace

Long sessions without breaks scatter the audience's attention.

Short interactive blocks, breaks and movement keep the energy up.

We keep strict time on stage so the evening programme is not delayed.

Coffee breaks and lunch

The coffee break is the main networking time, and it needs space and time.

Georgian pastries, churchkhela and local fruit make an ordinary break memorable.

We plan lunch so it is not heavy and nobody nods off in the afternoon sessions.

The evening programme

After the working day a dinner, folklore or a wine tasting brings the team closer.

We choose the evening venue so it is not a long way from the hall.

We often save the gala dinner for the last evening.

The incentive route

Kakheti's wine cellars, the Kazbegi mountains, old Tbilisi and the Batumi coast are the most common incentive destinations.

We fit the route to the group's age, fitness and company culture.

A balance of active and calm days works best within one trip.

Exclusive experiences

The point of an incentive is something the employee could not arrange alone.

A private dinner in a historic palace, a private tasting with a winemaker or a helicopter flight are such moments.

We plan such activities after checking safety and permits.

Group flights

For a large group a group flight booking or charter is often more convenient.

Spread-out arrival times increase the number and cost of transfers.

We draw up a table of participants' flights and group the transfers accordingly.

Group transport

Coaches, minibuses and VIP cars are chosen by group size and programme.

Every coach has a host and a route schedule.

We respect drivers' working hours and rest periods as the law requires.

Hotel room block

A block of rooms is booked for the group in advance, with a set date when unused rooms are released.

That date matters in the contract so you do not pay for empty rooms.

We give the hotel guest names and room types in advance.

Visas and invitations

Some participants need a visa and a host's invitation to enter Georgia.

We check visa timelines in advance so nobody is left behind at the last minute.

We explain visa rules in the immigration section.

VIP guests

A chief executive or keynote speaker often needs fast track at the airport and a separate car.

We arrange this through our airport VIP service.

We manage the VIP guest's schedule separately from the rest of the group.

Local business

Some companies combine a conference with meetings with local partners.

We help arrange the meetings, interpret and explain the business context.

We cover company registration and investment in the business section.

Branding and materials

Banners, a stage backdrop, badges and notebooks create the look of the event.

We plan printing and delivery with enough time before the event.

Where it makes sense, we prefer digital materials to paper.

Corporate gifts

A gift can be local: wine, honey, a handmade item or cloisonne enamel.

Some countries and companies restrict gifts of alcohol, and we check this in advance.

We hand out gifts in the hotel rooms or on the last evening.

Security

At a large event, security, entrance control and an evacuation plan are essential.

Personal protection can be arranged for high-profile guests.

We prepare the security plan together with the venue and partners.

Medical support

At a multi-day event access to a doctor or first aid matters.

We know the address and contact of the nearest clinic in advance.

In an emergency call 112 - and our coordinator is on site.

Group insurance

Some companies arrange travel insurance for staff centrally.

We check whether the policy covers every planned activity, rafting for example.

We explain insurance options in the insurance section.

Food and policy

In an international group dietary needs vary, and we collect them at registration.

Some companies have an internal alcohol policy, and we build the programme around it.

Non-alcoholic alternatives are available at every event.

Sustainability

Many companies think about the environmental footprint of an event.

Digital materials, local suppliers and less single-use plastic reduce that footprint.

We write your requirements into the brief and take them into account when choosing partners.

Accessibility

The hall, stage, toilets and transport must be accessible to participants with limited mobility.

At registration we ask who has which needs.

We adapt the tour route to every participant's abilities.

Confidentiality

Strategic meetings often need a closed space and a confidentiality agreement.

Interpreters and technicians sign such an agreement when needed.

We never disclose clients' names or event details.

Budget control

We manage the budget in a table, with each supplier's quote and a history of changes.

Every change that affects cost is agreed with you.

After the event we compare actual spending with the plan.

Invoices and taxes

Suppliers invoice your company directly, under the contract.

VAT and other tax questions are clarified by your accountant and a local accountant.

We cover accounting in the business section.

Contracts

Each supplier contract sets out the service, timings, payment schedule and cancellation terms.

At a large event the clause on reducing participant numbers is especially important.

We go through the contracts together before you sign.

Cancellation and force majeure

In unforeseen circumstances the contract sets the terms.

Moving the date is often less costly than cancelling, and we always explore that option.

We plan an alternative venue and an online format in advance.

Planning timelines

Planning a large conference often starts months ahead, especially in the popular season.

A small meeting can sometimes be arranged in a few weeks.

We draw up the timeline backwards from the event date.

Our team on site

At the event our coordinators are at registration, in the hall and on transport.

Each supplier has one contact person, so you no longer have to chase them yourself.

At the end of each day we hold a short meeting and confirm the details for the next day.

Evaluation

After the event we send participants a short questionnaire.

We bring the results, photos and a cost summary together in one report.

This report makes planning the next event easier and gives the team a clear picture.

Companies based in Georgia

Foreign companies operating in Georgia often hold annual meetings and training here.

For regular events we offer a network of reliable suppliers.

We plan each subsequent event with the experience of the previous one.

Common mistakes

Choosing a hall from photos without checking the equipment and internet.

Booking simultaneous interpreting too late.

Having no single schedule for the group's flights and transfers.

What we need from you

The purpose, format and dates of the event and the approximate number of participants.

Participants' countries, languages and visa needs.

The budget range, company policies and important details.

Cost

Suppliers set the price of the hall, equipment, catering, transport and accommodation.

We add nothing to their prices, and your company receives the invoices directly.

Our management fee is agreed in advance, according to the scale of the event.