6 months prior and before

  • Determine the purpose and objectives for your meeting
  • Find suitable destination and venue options to fulfill your purpose and needs
  • Determine:
  • Conference needs
  • Facilities
  • Function room
  • Additional facilities, such as breakout rooms, offices, storage, etc.
  • Technical equipment
  • Supplies
  • Translation needs
  • Phonelines or such
    • Caterings (coffee breaks, lunch, reception, dinner, etc)
    • Accommodation needs
    • Room needs (singles, doubles)
    • Are there VIP’s or speakers who would need upgrades
    • Request for proposal from venues suitable and make siteinspections
    • You can make Request for a proposal to Visit Lithuania
    • Review RFPs and select most suitable venue
    • Confirm your booking
    • Notify attendees

    3 months prior

    • Check number of attendees and update this information to your contact person

    5 weeks prior

    • Confirm catering, room setups and supplies in writing with any other details or requirements
    • Inform your attendees of the agenda and the timing for the meeting and other activities
    • Check amenities and confirm with your contact at hotel
    • Update the number of attendees to hotel

    3 weeks prior

    • Submit rooming list
    • Room distribution list for accommodation reserved
    • VIP’s specified
    • Check all the details of your conference booking
    • Number of attendees and setups
    • Catering
    • Supplies (technical requirements, etc)
    • Any other details

    At arrival

    • Arrive on time at the venue (1/2 – 1 hour before)
    • Review the details of your booking with your contact person for the day
    • With your contact walk around and review the facilities needed during your event
    • List the persons allowed to make charges to the master bill

    During your event

    • Communicate with your contact person during your event. Keep them updated.

    At time of departure

    • Give your contact feedback - what went well and what areas could be improved!
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Selected Conference & Meeting Venues in Lithuania!

Visit Lithuania Conference Division and website conferenceLithuania.eu provides all the necessary information and guidance that planners and organizers might need.

In our website you can find  124 convention hotels and 94 convention venues[2016.03.18] suitable for any kind of conferences, events, or meetings in all Lithuania.

Our main objectives are the following:

•  Gather information about available conference facilities and services
•  Give objective advice to meeting planners and organizers
•  Assist in conference, business and travel arrangements

We are ready to give you knowledgeable and objective advice and do our best to handle your request promptly.

+370 52 625243 Fax: +370 52 625242 info@VisitLithuania.net
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