BASIC package
Not every fair trip requires an extensive setting, but everyone should run calmly, punctually and without unnecessary stress. Especially when guests come to a new country, move between the airport, hotel and market hall, and questions, changes or minor complications may arise along the way.
The BASIC package provides basic but key organizational support: preparation of the stay plan, transfers, assistance in choosing and booking a hotel, a practical welcome package, restaurant recommendations and remote contact with the coordinator.
This is a solution for guests and small delegations who want to focus on participating in the fair, being sure that the most important elements of the trip have been well planned, and if necessary, there is someone to turn to.
A set of services in the BASIC package
Remote coordination before arrival
- 1 conversation/briefing and list of needs (arrival/departure, standard of accommodation, dietary restrictions, payment and invoicing rules, additional activities, organization of meetings)
- Plan of stay and transfers (hotel – market facility – airport)
- Welcome package (PDF): maps, bilingual addresses (EN/PL), the most important rules in force in Poland, emergency contacts, travel instructions
Transfers
- Airport transfer – hotel (sedan/van)
- Hotel transfers – fair facility on trade fair days (at agreed times)
- A driver with basic knowledge of English and direct contact with the Coordinator
Accommodation (search and hotel reservation)
- 3-5 hotel offers in 2-3 budget levels (near the exhibition and/or city center)
- Reservations, changes, cancellation rules, invoices (VAT invoice) / company payments
- Hotel arrangements for late check-in/early check-out
Remote language support
- Remote translator by phone/communicator during working hours (e.g. 09:00-18:00) for current affairs
- Basic translations: booking confirmations, travel instructions, simple emails to hotels/organizers
Restaurants
- Recommendation list: Polish cuisine and proven international options
- Standard table reservations
On-call phone number with support in English
- One number on duty and WhatsApp
- Incident handling: lost baggage, flight delays, transfer changes
What is included in the BASIC / What the package does not include
| Concluded | Does not include |
| Coordination before arrival (plan of stay, checklist) Welcome package (EN/PL) Transfers: airport-hotel (arrival + departure) and a fair-to-hotel on trade fair days (common time intervals) Hotel recommendations and booking support Remote language support (English) Restaurant Reservations Duty phone number + communicator | Rental of exhibition space Accommodation (hotel accommodation) Flights Translator on site |
Prices of service packages
We offer two packages: BASIC Basic Support and PREMIUM Concierge and trade fair support. Both packages can be adapted to the location of the event, the schedule of the fair and the customer’s expectations.
| Package | Recommended for | Billing model | Indicative price (net) |
| BASIC | Visitors to the fair / small delegations | Per person / stay | PLN 1 200-1 600 per person (3-4 days) |
| PREMIUM | Exhibitors and business delegations | Per day/group (up to 6 people) | PLN 3 500-5 000 per day per group Each additional person: +PLN 300-450/day |
Commercial Conditions
- Net prices (VAT in accordance with applicable regulations).
- Payments: 50% down payment / 50% after completion.
- Flexible range: packages can be adapted to larger groups and to a specific trade fair sector.
- Additional services (translators, transport, VIP supervisor) are priced individually if the requirements exceed the basic range.
- The final offer is prepared after the briefing with the customer and depends on the dates of arrival, the standard of accommodation, the number of participants and selected services.
Comparison of Packages
| Scope of service | BASIC Basic support | PREMIUM Concierge and trade fair support |
| Target customer | Visitors to the fair | Exhibitors and business delegations |
| Billing model | Per person / stay | For the day / group |
| Coordination before arrival | Yeah, yeah | Yes (extended) |
| Main contact person | Remote Coordinator | Dedicated guardian (Concierge) on site |
| Service language | English (remotely) | English (on site, communicator) |
| Welcome package (EN/PL) | Yeah, yeah | Yes (includes a map of the exhibition facility if available) |
| Airport transfers – hotel | Yeah, yeah | Yes (premium fleet) |
| Transfers hotel – fair facility | Yes (fixed time intervals) | Yes (flexibly, from door to hall) |
| Backup vehicle on standby | No, no | Optional / Available |
| Searching for a hotel for the dates of the fair | Yeah, yeah | Yes (including negotiation support) |
| Check-in/check-out service | No, no | Yeah, yeah |
| Trade fair IDs / accreditations | No, no | Yeah, yeah |
| Contact with the organizer / object | No, no | Yes (on behalf of the client) |
| Coordination of the construction of the stand | No, no | Yeah, yeah |
| Interpreting | Remote (working hours) | On the spot |
| Translator/hostess at the stand | No, no | Optional / possible full-time support |
| Planning B2B meetings | No, no | Yeah, yeah |
| Logistics of materials | No, no | Yes (reception, storage, delivery) |
| Catering reservations | Yeah, yeah | Yes (including premium options) |
| Evening program and plan after the fair | Optional | Concluded (adjusted) |
| Telephone support | Working hours | Priority + 24/7 helpline option |
