The Caspian, the Old City and an F1 circuit in one city
For an organiser arriving from abroad, Baku is an unfamiliar market: visas, payment terms and venue choice all raise questions at once. We have already done this work for ICESCO, INTOSAI and the Türkiye Ministry of Trade.
- 17
- Delivered projects
- 10
- Cities
- 1,000 m²
- Our own LED stock
- 2023
- Operating since
Organisations that trust us
International organisations we have hosted
For a regional operator this list is unusual. An international body normally tries a local partner for the first time; here there is a history of events that already took place.
Ground services for inbound organisers
One contract, one invoice, one point of contact. Everything below is ours to carry.
Venue and hotel sourcing
Selection, negotiation, and contracting against group size, format, and budget.
DMC and ground handling
Delivery of the programme on the ground: schedule, escorts, coordination.
Airport transfers
Meet and greet, group transport, VIP escort.
Visa and invitation support
Invitation letters and support through the electronic visa process.
Catering
Menu selection, with dietary and religious requirements accounted for.
Simultaneous interpretation
Booths, receivers, and the interpreter team.
Technical production
Stage, lighting, sound, screens, and drawings. The equipment is ours.
Branding and fabrication
Stands, wayfinding, print, and stage graphics.
Entertainment and local artists
Music, dance, and mugham programmes.
Photography and video
Event coverage and post-event materials.
Venues
The venues below are not our property. They are the corporate venue landscape of Baku, and we work with them: selection, negotiation, technical clearance, and contracting are ours.
Our largest event took place at Four Seasons Baku: more than 1,000 participants in a single evening.
Experiences and team building
Formats specific to Baku. Each fits a half day or a full day.
The Old City route
A walled medieval city on the UNESCO list. On foot, with a guide.
Gobustan
Rock art and mud volcanoes. A drive from Baku, half a day.
Absheron
The Ateshgah temple and Yanar Dag. A route built around the fire history of the region.
The Caspian
Culinary format
An Azerbaijani cuisine masterclass and tasting.
Craft workshop
A workshop format around carpet weaving and traditional craft.
Sample two-day programme
For a corporate group of 40 to 80. The hours come from a real schedule and shift with the venue.
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Day 1 · 10:00
Meet and greet at the airport, transfer to the hotel, check-in.
Day 1 · 13:00
Opening lunch on the seafront, short briefing.
Day 1 · 15:00
Conference block: stage, interpretation, screens. The technical build starts at 06:00 that morning.
Day 1 · 20:00
Gala dinner with a local music programme.
Day 2 · 09:30
The Old City route, on foot, with a guide.
Day 2 · 13:00
Culinary masterclass and lunch.
Day 2 · 16:00
Free time, then the transfer to the airport.
Sample three-day programme
The two-day programme with a full-day excursion and a second working block added.
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Day 1
Arrival, opening lunch, conference block, gala dinner.
Day 2 · morning
Second working block: workshops or B2B meetings to a schedule.
Day 2 · afternoon
Gobustan: rock art and mud volcanoes.
Day 2 · evening
Dinner on the Absheron peninsula, or a programme by the Caspian.
Day 3 · morning
The Old City route and the craft workshop.
Day 3 · afternoon
Closing lunch, transfer.
How we work with clients abroad
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Brief
Group size, date range, format, and budget range. One paragraph is enough.
Proposal
Programme options, venue choices, and pricing. We reply within one working day.
Contract and payment
Preparation
Visa invitations, flight manifest, hotel block, technical drawings, and clearance with the venue.
On site
One point of contact on the ground. Working languages: Azerbaijani, English, Turkish, Russian.
Report
A post-event report: what was planned, what happened, and what it cost.
Frequently asked questions
Does our group need a visa?+
Visa requirements depend on each participant’s citizenship. Azerbaijan operates an electronic visa system (ASAN Visa): a standard application is processed within 3 working days and an urgent one within 3 hours (the urgent service runs on weekends and public holidays too). Once we have the delegate list we establish what each person needs, prepare the invitation letters and guide you through the application. For each specific citizenship we verify the current requirement on the official portal and confirm it to you in writing.
In which currency do we pay?+
The local currency is the Azerbaijani manat (AZN). With clients abroad we work by bank transfer; the currency, the payment schedule and the bank details are stated openly in the commercial proposal and in the contract. There are no hidden costs and no line items added later.
How far in advance should we plan?+
The earlier the better: in season, venues and hotels fill up quickly. A small corporate group may need only a few weeks, while a large conference or a multi-day programme needs a longer run-up. Send the brief and we will confirm in writing, within one working day, whether your dates are realistic.
What is the largest group you can take?+
The largest event we have delivered had more than 1,000 participants at Four Seasons Baku.
What time of year works best?+
The conference season falls mainly in spring and autumn, when the weather suits both indoor and outdoor programmes. Summer heat limits open-air blocks, while winter works comfortably for indoor venues. For your specific dates we show the hotel pricing period and venue availability in the proposal.
Do you supply the equipment yourselves?+
Yes. 1,000 m² of LED, 920 lighting fixtures, 1,200 m of certified truss, 186 PA units, and 249 microphones sit in our own warehouse. Nothing has to be flown in.
Which languages do you work in?+
Azerbaijani, English, Turkish, and Russian. For other languages we arrange simultaneous interpretation.
What about safety?+
Every project has a written risk list: site safety, load calculations, power distribution and guest flow. Truss and suspended structures are built from certified material, every suspension point is calculated, and the documents are agreed with the venue’s technical team. On the event day a responsible technical lead is on site.
Send an enquiry
Company, country, group size, date range, event type, and budget range. We reply within one working day with programme options.