Venues

Venue and purpose

We start the venue search from the purpose of the event: sharing information, networking, celebrating or showing a product.

A conference day needs quiet and technical kit, while a launch party needs impact and open space.

Our function

We shortlist suitable venues, compare terms, arrange viewings and check the contract clauses.

The venue owner sets the hire fee and invoices you or your company directly. Our organising fee is set by a separate agreement.

Where we start

First we pin down three things: the date, the number of guests and the event format.

Then we consider where guests are staying and how long they can spend on the road.

After that we draw up three or four options, with photos, a floor plan and notes.

Hotel conference halls

The big hotels of Tbilisi and Batumi have halls of different sizes, often with dividing walls.

The advantage is that guests stay on site and technical kit, catering and staff are in one pair of hands.

The drawback is a neutral interior, so decor and programme must create a sense of place.

Ballroom

For a gala dinner or an awards night a large hotel ballroom is often the best choice.

A high ceiling leaves room for a stage, lighting and a screen.

When booking such a hall we check whether another event is running next door the same evening.

Exhibition centre

For a large exhibition or forum Tbilisi has an exhibition centre with pavilions.

Such a venue offers empty floor space, and stands, flooring and technical kit come in separately.

Setting up takes several days, which we build into the hire period.

Museum and gallery

Some museums and galleries host events after opening hours.

A reception or presentation against a backdrop of art stays with guests for a long time.

In return the rules are strict: food and drink only in permitted zones, and distance from the exhibits.

Historic estate

Some historic estates and palaces, in Kakheti for example, are also hired out for events.

A garden, an old building and a museum in one place suit a gala dinner or an incentive programme.

Because of the distance from the city we plan transport and often an overnight stay together.

Loft and industrial space

Former factory and warehouse spaces in Tbilisi attract creative events.

High ceilings, brick and an empty floor can take any design.

In return almost everything must be brought in: furniture, technical kit, lighting and sometimes heating.

Rooftop terrace

A city view at sunset gives a cocktail evening a special backdrop.

A rooftop has strict capacity and sound limits, and the wind is often unpredictable.

We always look for an indoor alternative in the same building.

Restaurant private room

For a dinner of ten to fifty guests a restaurant's private room is the simplest solution.

Kitchen, service and tableware are on site, and little else is needed.

A minimum spend often applies instead of a hire fee, which we confirm in advance.

Wine cellar and wine estate

An event at a cellar or wine estate brings together tasting, dinner and local history.

Many estates have their own hall and courtyard, and some a hotel too.

When choosing a wine estate we plan transport through to the end of the evening.

Theatre and concert hall

For a big presentation or awards ceremony, a theatre hall gives a ready stage and seating.

Theatres often take events only on free days, outside their repertoire.

The technical crew is often the theatre's own, and we work alongside them.

Cinema

For a film screening or video presentation a cinema offers the best screen and sound.

Some cinemas give over their morning hours to corporate events.

For a reception after the screening we need a foyer or a nearby restaurant.

Club and bar

For a party, exclusive hire of a bar or club brings ready sound, lighting and a bar.

Such places are often available only at certain hours or on weekdays.

Rules on noise and finishing time matter especially here.

Parks and public spaces

An event in a park or square needs permission from the city.

The permit process takes time, so we start it early.

In a public space, security, waste and noise need special planning.

The river and boats

In Tbilisi boat trips on the Mtkvari are sometimes run, which is fun for a small group.

A boat's capacity is small and depends heavily on the weather.

We plan this format as a short part of an event, not as the main venue.

A yacht in Batumi

In Batumi, cocktails or dinner on a yacht make a striking finale to a summer event.

Guest limits on a yacht are strict, and safety rules always apply.

In wind or waves we move the event ashore.

Mountain resort

For incentive travel, hotels in Gudauri, Bakuriani or Kazbegi are often chosen.

There a hall, a spa and nature come together, and guests stay together for several days.

In winter we allow in advance for the mountain road and the busy season.

Nature and marquees

A large marquee at the edge of a forest or on a meadow creates a venue almost anywhere.

A marquee needs flooring, lighting, heating or cooling, and toilets.

We check the landowner's consent and the access road first.

Co-working and seminar rooms

For a small seminar or working meeting a co-working room is flexible and practical.

Such places usually already have fast internet and a coffee corner.

For more than twenty people the room is often cramped, which we check in advance.

Sports venues

For a team day a sports hall, a pitch or a riding club gives an active programme.

Some stadiums have boxes from which guests watch a match with hospitality.

For a sports programme we plan an instructor and safety rules separately.

Layouts

Theatre style in rows seats the most guests but gives no table for notes.

Classroom style with tables suits a working day, while round tables suit a dinner and group work.

Cabaret and cocktail layouts are better for networking and entertainment.

Real capacity

The maximum a venue quotes often refers to empty space, without a stage or buffet.

A stage, a screen, the technical desk and catering take up part of the floor.

So we always work out capacity from a specific layout plan.

Extra rooms

A conference often needs rooms for parallel sessions, interviews or VIP guests.

Speakers need a preparation room where they check their presentations.

A small room for the organisers' office is also very useful.

Screen and sound

We choose the size of the projector or LED screen by the depth of the hall.

Microphones, speakers and a sound desk are either on site or hired separately.

We schedule a technical test the day before the event or that morning.

Internet and streaming

Wi-Fi for guests and a wired connection for streaming are different requirements.

For live streaming we test the internet speed on site, not on the venue's word.

A backup connection does no harm for an important event.

Simultaneous interpreting

A multilingual conference needs interpreters' booths and receivers.

We place the booths at the back of the hall, with a view of the stage.

Not every hall has room for this, which we check before choosing the venue.

Lighting

Daylight lifts a working day, but a screen needs curtains.

At an evening event stage and ambient lighting create the mood.

In historic buildings the rules on rigging lights are limited.

Acoustics

In a high-ceilinged stone hall sound echoes and speech is hard to follow.

The right speakers and fabrics reduce the problem.

We test the acoustics by speaking aloud during the viewing.

Load-in and set-up

At a large event the stage, technical kit and decor arrive by truck.

We check the goods entrance, the size of the lift and the width of the doors.

In some buildings load-in is allowed only at night or early in the morning.

Set-up and breakdown time

The hire fee often covers the event hours, while set-up and breakdown are counted separately.

A large event needs a full day to set up.

We write these hours precisely into the contract.

The stage

The stage height and size must let the speaker be seen from the back row.

Steps up to the stage and, where needed, a ramp must be safe.

Some halls have a fixed stage, while in others a modular stage is brought in.

Reception area and cloakroom

The registration desk, badges and cloakroom must not create a queue at the entrance.

In winter the cloakroom must match the number of guests.

The reception area is the first impression, and we plan it separately.

Toilets

The number of toilets must be calculated for the guests, especially at breaks.

Outdoors and in lofts we often add mobile toilets.

A cleaner keeps an eye on cleanliness throughout the event.

Heating and cooling

In summer heat, weak air conditioning cannot cool a hall full of guests.

In winter a large loft or stone building is cold, and heating is a separate question.

We ask about climate control at the viewing, with the season in mind.

Time limits

In a residential area or the historic centre an event often has an exact finishing time.

At some places music must be turned down after a certain hour.

We write the event script around this limit.

Neighbours

An event on an open terrace or in a courtyard affects the neighbours.

Some venues warn the neighbours in advance, which reduces conflict.

We plan guest departures and transport arrivals so the street is not blocked.

Smoking

In Georgia smoking in enclosed public spaces is restricted by law.

For guests who smoke we choose a separate outdoor area, away from the entrance.

We tell guests about this rule in advance, especially those from abroad.

Fire safety

Every hall has emergency exits and a permitted maximum number of people.

Decor and marquees must not block the exits.

Venue rules often restrict the use of candles and pyrotechnics.

Security

With important guests or expensive technical kit, security staff are needed.

Some venues have their own security, while in others we bring in an outside company.

We check the guest list at the entrance with badges or a QR code.

Parking and transport

Parking in central Tbilisi is limited, so we often bring guests by bus.

For a venue outside the city we send out the transfer schedule in advance.

We agree the bus stopping point with the venue owner.

Accessibility

For a guest using a wheelchair we check the entrance, lift, toilet and access to the stage.

Access in historic buildings is often limited, and we say so in advance.

Where needed we set up a temporary ramp.

Branding and decor

Some venues forbid fixing anything to the walls, with tape or nails.

We set branding banners on free-standing frames.

We agree the time and rules for bringing in decor with the venue manager in advance.

Exclusivity and minimum spend

Some venues ask for a fixed hire fee, others for a minimum spend on food and drink.

Exclusive hire means no other guests will be at the venue that day.

We compare both models so the real cost becomes clear.

Viewing

Seeing a venue in photos never replaces a real visit.

If you are not yet in Georgia, we hold a video walk-through and show you every corner.

At a viewing we measure, take photos and put every question to the venue manager.

Holding a date

A popular venue may hold a date for you on option, for a few days.

You must decide within the option period, or the date passes to someone else.

We track option deadlines so no chance is lost.

Contract and payment

The contract states the hours, spaces, technical kit, capacity and every extra charge.

You pay the deposit and balance directly to the venue, in your or your company's name.

We do not hold your money and add nothing to the venue's price.

Cancellation

Cancellation terms often depend on timing: the closer the date, the more is lost.

Some venues can move the date while keeping the deposit.

We explain these terms separately before you sign.

Seasonality

Spring and autumn are the peak for conferences and events.

In December corporate parties fill large halls quickly.

In summer city halls are freer, while open-air spaces are in highest demand.

For people living here

Companies based here often look for a new venue for an annual meeting, training or party.

We keep a list of reliable venues so we do not start from scratch each time.

For small meetings we suggest venues that offer long-term terms.

Common mistakes

Calculating capacity from empty space, without the stage and buffet.

Checking technical kit and internet only on the day of the event.

A venue outside the city with no transport plan for guests.

What we need from you

The purpose of the event, the date, the length and the number of guests.

The preferred city and where guests are staying.

Technical requirements: screen, interpreting, streaming, stage.

Cost

The hire fee depends on the type of venue, the date, the hours and exclusivity.

The venue owner sets this fee and invoices you directly.

Our organising fee is separate and agreed in advance.