Not just a trip.
A solution.
A solution.
Dental Congress in Tbilisi
Client: Global manufacturer of professional dental products and technologies
Destination: Tbilisi, Georgia
Group size: 350 participants
Format: Two-day professional congress with lectures, practical masterclasses, a product exhibition, live demonstration and gala dinner
Services: Venue coordination, speaker accommodation and transfers, registration, interpretation, event materials, catering, gala dinner, city programme and on-site supplier management
Client and brief
A global manufacturer of professional dental products and technologies planned a two-day dental congress in Tbilisi for 350 participants.
The audience included dentists, business partners, invited speakers and product teams. The scientific programme covered endodontics, restorative dentistry, digital dentistry and implantology.
Alongside the lectures, the event included practical masterclasses, a product exhibition, a new product presentation, a live demonstration and evening networking.
Baltic Business Tour was responsible for travel arrangements and local congress coordination in Georgia. The work covered the venue, accommodation and transfers for speakers and key guests, registration, interpretation, catering, event materials, the gala dinner and a short Tbilisi programme.
The client needed one local coordination team to manage the hotel, technical specialists, interpreters, transport providers, registration staff, restaurants, guides and other suppliers.
Congress venue and event setup
The dental congress was held at a premium hotel in Tbilisi. The same hotel served as the main accommodation base for speakers, organisers and key guests.
The venue included:
Registration desks and exhibition displays were positioned away from the main entrances to the lecture halls. This kept the principal routes through the venue accessible during registration and scheduled breaks.
The product exhibition was installed before registration opened. Technical suppliers were given access to the venue in advance, and speakers attended a rehearsal on the evening before the first congress day.
Scientific programme and product exhibition
The scientific programme was divided into two main streams. The first covered endodontics and restorative dentistry. The second focused on digital dentistry and implantology.
The agenda also included:
The product exhibition remained open throughout the congress. Its location allowed participants to visit the stands during coffee and lunch breaks without leaving the main event area.
The first congress day included registration, welcome coffee, opening remarks, lectures, scheduled breaks, buffet lunch, afternoon sessions and a cheese-and-wine reception.
The evening programme continued with a group transfer to the gala dinner.
Speaker logistics and technical rehearsal
Speakers and key guests arrived in Tbilisi on different flights. Each speaker therefore required an individual schedule covering:
Presentations and technical connections were tested on the evening before the congress. The rehearsal covered presentation files, equipment connections and the requirements for the live demonstration.
Any technical changes could then be passed to the relevant hall and supplier before the scientific programme began.
Registration and event materials
Participant registration opened at 8:00 on the first congress day.
Before proceeding to the welcome coffee and lecture halls, participants collected their badges, bracelets and event materials.
Baltic Business Tour coordinated:
Accommodation and transport
The project included accommodation and transport for speakers, organisers and key guests.
Rooming lists were prepared using confirmed arrival and departure details. Airport transfers were then matched with flight schedules and each guest’s role in the congress programme.
A speaker arriving for the evening technical rehearsal, for example, required a different transfer schedule from a guest attending only the main lecture day.
Transport arrangements covered:
Gala dinner
The gala dinner was organised in the format of a traditional Georgian supra.
Baltic Business Tour coordinated the venue, seating plan, menu, drinks and service timings. The meal included a selection of Georgian starters, breads, hot dishes, desserts and local specialities.
Transport from the congress hotel was arranged for the full group. Return transfers operated at different times to accommodate speakers, organisers and guests with individual evening plans.
Tbilisi programme
A short city programme was arranged for speakers and guests who had free time outside the congress schedule.
The route covered central Tbilisi and included:
Project coordination
The congress venue, scientific programme, exhibition, speaker movements, interpretation, registration, catering and transport were managed through one operating schedule.
During the event, Baltic Business Tour remained in contact with:
The client worked with one local coordination team rather than communicating separately with every hotel department, transport company, interpreter and event supplier.
A global manufacturer of professional dental products and technologies planned a two-day dental congress in Tbilisi for 350 participants.
The audience included dentists, business partners, invited speakers and product teams. The scientific programme covered endodontics, restorative dentistry, digital dentistry and implantology.
Alongside the lectures, the event included practical masterclasses, a product exhibition, a new product presentation, a live demonstration and evening networking.
Baltic Business Tour was responsible for travel arrangements and local congress coordination in Georgia. The work covered the venue, accommodation and transfers for speakers and key guests, registration, interpretation, catering, event materials, the gala dinner and a short Tbilisi programme.
The client needed one local coordination team to manage the hotel, technical specialists, interpreters, transport providers, registration staff, restaurants, guides and other suppliers.
Congress venue and event setup
The dental congress was held at a premium hotel in Tbilisi. The same hotel served as the main accommodation base for speakers, organisers and key guests.
The venue included:
- lecture halls for the scientific programme;
- rooms for practical masterclasses;
- registration desks;
- a product exhibition area;
- coffee-break and lunch areas;
- technical access for equipment installation;
- space for speaker rehearsals.
Registration desks and exhibition displays were positioned away from the main entrances to the lecture halls. This kept the principal routes through the venue accessible during registration and scheduled breaks.
The product exhibition was installed before registration opened. Technical suppliers were given access to the venue in advance, and speakers attended a rehearsal on the evening before the first congress day.
Scientific programme and product exhibition
The scientific programme was divided into two main streams. The first covered endodontics and restorative dentistry. The second focused on digital dentistry and implantology.
The agenda also included:
- a new product presentation;
- a live demonstration;
- parallel lectures;
- practical masterclasses on the second day.
The product exhibition remained open throughout the congress. Its location allowed participants to visit the stands during coffee and lunch breaks without leaving the main event area.
The first congress day included registration, welcome coffee, opening remarks, lectures, scheduled breaks, buffet lunch, afternoon sessions and a cheese-and-wine reception.
The evening programme continued with a group transfer to the gala dinner.
Speaker logistics and technical rehearsal
Speakers and key guests arrived in Tbilisi on different flights. Each speaker therefore required an individual schedule covering:
- airport arrival;
- hotel check-in;
- technical rehearsal;
- lecture time and assigned hall;
- dinner arrangements;
- departure transfer.
Presentations and technical connections were tested on the evening before the congress. The rehearsal covered presentation files, equipment connections and the requirements for the live demonstration.
Any technical changes could then be passed to the relevant hall and supplier before the scientific programme began.
Registration and event materials
Participant registration opened at 8:00 on the first congress day.
Before proceeding to the welcome coffee and lecture halls, participants collected their badges, bracelets and event materials.
Baltic Business Tour coordinated:
- registration desks;
- participant lists;
- badges and bracelets;
- signs and venue directions;
- printed materials;
- production and delivery of 500 branded notebooks.
Accommodation and transport
The project included accommodation and transport for speakers, organisers and key guests.
Rooming lists were prepared using confirmed arrival and departure details. Airport transfers were then matched with flight schedules and each guest’s role in the congress programme.
A speaker arriving for the evening technical rehearsal, for example, required a different transfer schedule from a guest attending only the main lecture day.
Transport arrangements covered:
- airport arrivals and departures;
- individual speaker transfers;
- local journeys during the congress;
- group transfers to the gala dinner;
- return transfers at different times;
- transport for the Tbilisi city programme.
Gala dinner
The gala dinner was organised in the format of a traditional Georgian supra.
Baltic Business Tour coordinated the venue, seating plan, menu, drinks and service timings. The meal included a selection of Georgian starters, breads, hot dishes, desserts and local specialities.
Transport from the congress hotel was arranged for the full group. Return transfers operated at different times to accommodate speakers, organisers and guests with individual evening plans.
Tbilisi programme
A short city programme was arranged for speakers and guests who had free time outside the congress schedule.
The route covered central Tbilisi and included:
- Metekhi;
- Rike Park;
- the cable car to Narikala;
- Mother of Georgia;
- Abanotubani;
- Legvtakhevi Waterfall;
- the Old Town;
- Bridge of Peace;
- lunch and a wine tasting.
Project coordination
The congress venue, scientific programme, exhibition, speaker movements, interpretation, registration, catering and transport were managed through one operating schedule.
During the event, Baltic Business Tour remained in contact with:
- the hotel;
- technical specialists;
- registration staff;
- interpreters;
- the transport provider;
- catering teams;
- restaurants;
- guides and local representatives.
The client worked with one local coordination team rather than communicating separately with every hotel department, transport company, interpreter and event supplier.
