Corporate conferences
Reviews of results, company plans and experience sharing between teams.
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Kit Solutions · Business events
Conference planning
in Warsaw and across Poland
We choose the venue, plan the programme and handle registration and technical production. We coordinate the preparations and the conference itself so that your team can focus on the content.
Meeting formats
Conferences and business events
We match the format to the purpose of the meeting and the needs of attendees. A conference can combine talks, workshops, networking and an evening programme.
Conferences for clients and partners
Solution presentations and meetings about joint projects.
Online conferences
Talks, presentations and discussions for attendees from different cities and countries.
International conferences
Meetings of attendees and speakers from different countries. We tailor interpreting, streaming, accommodation and transport to the programme.
Scientific conferences
Papers, research presentations and discussions. Session planning, speaker liaison and technical production.
Seminars and training
Expert talks, demonstrations, workshops and Q&A sessions for employees, clients or partners.
Off-site conferences
Conferences in another city or abroad. Depending on the programme, they can also include accommodation, transport and an evening event.
Strategy sessions
Board and team meetings focused on priorities, solutions and action plans.
Scope of work
What conference planning includes
From programme to delivery
We agree the scope with your team. We organise the whole conference or handle selected tasks.
Programme and speakers
We prepare the programme and the script together with the moderator. We collect and check the presentations and agree when speakers go on stage.
Venue and room layout
We choose a room that suits the programme. We check screen visibility, acoustics and access to the venue during set-up. We plan areas for registration, meals and conversations.
Stage, sound and screens
We select the equipment, prepare the multimedia and run rehearsals. During the conference, we manage the stage and presentations.
Registration and signage
We prepare attendee lists, badges and signage. We set up registration desks and manage the entrance. We plan seating in the rooms and the routes between them.
Streaming and interpreting
We can arrange streaming, remote speakers and simultaneous interpreting, as well as support for online attendees.
Catering and evening programme
We fit coffee breaks and meals to the schedule. We can combine the conference with a reception, a gala or a team-bonding event.
Transport and accommodation
We coordinate accommodation, transfers and travel schedules for off-site and international conferences.
Coordination and materials
We coordinate the suppliers' work to a shared schedule. We oversee the conference and, after it ends, hand over the agreed materials and documents.
Budget
What affects the cost of a conference
Cost factors
- Scale
- Number of attendees and rooms, and the length of the conference.
- Venue
- Room hire and time for set-up and breakdown.
- Technical set-up
- Stage, screens, sound, lighting and streaming.
- Services
- Registration, catering, transport and accommodation.
What the cost estimate includes
- 01
Conference venue
Rooms, meeting areas and venue access hours.
- 02
Technical set-up and stage
Sound, screens, lighting, multimedia and technical crew.
- 03
Set design and signage
Set design, badges and venue signage.
- 04
Team and coordination
Project manager, attendee support and suppliers.
- 05
Catering
Coffee breaks and meals.
- 06
Additional items
Streaming, interpreting, transport or an evening programme.
We prepare the cost estimate based on the programme. We specify what the quote covers and what additional costs may arise.
Venue selection
How we choose a conference venue
We choose a venue that fits the programme. We check the conditions for presentations and the space for registration, breaks and technical facilities.
Rooms and visibility
Seating layout, visibility of the stage and screens, and rooms for parallel sessions.
Technical facilities
Acoustics, power, internet, space for the crew and access to the venue during set-up.
Attendee services and comfort
Space for registration, a cloakroom and breaks, clear signage and venue accessibility.
Logistics
Access, catering, speaker facilities, accommodation and transfers.
Our experience
Conferences we have delivered
The SOFTSWISS Conference in Poznań and the Oriflame Conference in Tbilisi.
PoznańSOFTSWISS: conference in Poznań
A software development conference: presentations, Q&A sessions and video coverage.
TbilisiOriflame: conference in Tbilisi
An Oriflame conference with brand signage, stage styling and a programme for attendees.
Before the conference
Questions about conference planning
01How much does it cost to organise a conference?
The cost depends on the number of attendees, the length of the event, the venue and the scope of services. In the cost estimate, we set out the scope of our work, hire costs and the cost of supplier services. For a preliminary quote, we need the date, format, number of attendees and an approximate budget.
02When should preparations start?
For a larger conference, it is worth starting preparations several months in advance. The schedule depends on the number of attendees, the programme, the speakers and the venue's requirements. We set it once the scope of work is agreed.
03Do you handle attendee registration?
Yes. We can prepare the registration form, badges and signage, and handle communication with attendees and on-site registration.
04Do you provide sound, lighting and presentation support?
Yes. We select the equipment, prepare the multimedia and run rehearsals. On the day of the conference, we manage the stage and presentations.
05Can the conference be streamed online?
Yes. We can handle video and audio streaming, moderation and support for online attendees. We agree the scope based on the programme and the technical requirements.
06Can we book technical production only?
Yes. You can hire us for technical production and stage coordination only. We then agree how tasks are split between our team, your team and the venue staff.
07Do you organise conferences outside Warsaw?
Yes, in Poland and abroad. Our portfolio includes the SOFTSWISS Conference in Poznań and the Oriflame Conference in Tbilisi, among others.
08What should I send to get a quote?
Send the date or date range, city, number of attendees, purpose of the meeting and draft programme. Give an approximate budget and your requirements for rooms, catering, streaming and accommodation. If you do not have a brief, a short email is enough.
Your project
Let's talk about your conference
We can start
without a finished brief.
Tell us who the meeting is for, when it should take place and how many people will attend. If you already have a programme or brief, send it by email.
ul. Hoża 86, lok. 410, 00-682 Warszawa, Poland
Information for a quote
- 01Purpose of the meeting and attendees
- 02Date, city and number of attendees
- 03Programme, speakers and number of rooms
- 04Technical set-up, catering, streaming and logistics
- 05Approximate budget and division of tasks