MICE Agency in Georgia: Corporate Event Management, Incentive Planning & Conferences

Transparency and the Open Book principle are our operating standards in the Caucasus. The budget for every incentive trip, conference, or offsite in Georgia is a sum of precisely defined elements. Thanks to our on-site presence in Tbilisi and direct contracts with local suppliers, we eliminate intermediary markups and the risk of sudden surcharges. We always itemize external costs separately from our remuneration (Management Fee).

Main components of the budget for a trip to Georgia:

• Logistics & Transport (Travel Costs): Flight costs (calculated based on carrier rates), group insurance, and comprehensive local transport. Logistics in Georgia are demanding — the budget accounts for not only premium coaches but often a fleet of 4x4 off-road vehicles, essential for programs in regions like Kazbegi or Svaneti.
• Land Arrangement (Accommodation & MICE): Accommodation in verified hotels (we use corporate rates), full board (F&B), conference room rentals, and AV technology. In Georgia, we ensure the budget covers authentic supras (feasts) at wineries that rival the best European restaurants in service standards.
• Program & Experiences: Integration scenarios, team building activities (e.g., rafting, culinary workshops), local guides, entrance tickets, and evening gala production (artists, polyphonic singing shows, lighting).
• Management & Coordination (Management Fee): Our remuneration for comprehensive project management, 24/7 logistics coordination, and the care of an experienced Tour Leader who speaks the group's language and knows local realities.

Are there hidden costs? At Kitchen Event, we adhere to the "No Surprises" rule. The specifics of Georgia involve many minor expenses (local fees, customary tips for drivers or winery staff), which we already include in the initial valuation. The client does not need to worry about extra cash on-site — everything necessary to execute the agenda is included in the budget.

Our Asset: We prepare variant cost estimates. This allows you to consciously decide whether to invest in a 5* hotel in Tbilisi or allocate those funds for a spectacular helicopter flight over the Caucasus range.

Time is money — literally. When organizing international trips, the availability of convenient flight connections and hotel rooms is the key factor influencing project success. Every MICE scenario is designed from scratch ("tailor-made"), so we need 5–7 business days to prepare a reliable, cost-estimated offer (program + stay).

Recommended timelines to guarantee availability and smooth logistics:

• Smaller Groups (20-50 pax): Min. 3-4 months before the planned date. This allows for a free choice of incentive destination and matching it with the flight network.
• Large Groups (100+ pax) & Conferences: Min. 5-6 months. At this scale, it is often necessary to block a large number of hotel rooms or coordinate arrivals from different cities, requiring early planning.
• High Season: If you are planning a corporate trip during popular dates (e.g., May, September in Europe), it is worth starting the process even 6 months in advance.

The rule is simple: The earlier we start planning the incentive, the wider the choice of high-standard hotels and the easier the travel coordination (logistics optimization).

Yes. This is our operating standard and one of Georgia's biggest advantages as a MICE destination. We specialize in organizing retreats for Distributed Teams from all over the world. We understand that in the era of remote work, face-to-face (F2F) meetings are crucial for building organizational culture. Georgia, thanks to its location and liberal entry policy, serves as an ideal global hub.

Why is Georgia the best choice for international teams?

• Hassle-free Travel: Georgia offers visa-free entry for citizens of over 90 countries (including the EU, USA, and many Asian and Middle Eastern countries). This eliminates complex and costly visa procedures that often block key employees from attending events in Western Europe.
• English First: Our Project Managers, on-site coordinators in Tbilisi (Tour Leaders), and outdoor activity instructors communicate fluently in English. It is the operational language of the entire trip — from offers and Info Packs to workshop moderation and evening galas.
• Hub Logistics (Multi-city flights): Thanks to our own office in Tbilisi, we coordinate complex participant arrivals from different continents to airports in Tbilisi, Kutaisi, and Batumi. We synchronize transfers so that regardless of landing time, every employee feels cared for from the first minute.
• Diversity & Inclusion: We are sensitive to cultural differences. When planning the agenda in Georgia, we account for specific dietary and religious requirements (e.g., Halal, Kosher, Vegan) and select integration activities to be engaging for participants from diverse cultural backgrounds.
• Project Communication: All pre-departure materials are prepared in English, allowing HR departments easy internal global communication.

The Effect: We take the burden of logistical and communication coordination off your shoulders. Your employees from different parts of the world meet in one place, and we ensure that language and culture are a bridge, not a barrier.

Yes. Your company's financial safety is our priority. We understand global accounting realities in the context of business tourism. We know how important correct cost qualification is for the Board and Accounting departments.

How do we support your finance department with projects in Georgia?

• One Consolidated Invoice: Even though the event takes place in the Caucasus, you contract with a trusted entity. You receive one transparent consolidated invoice in EUR/USD (or another selected currency), eliminating the need to deal with Georgian tax registration or dozens of small foreign bills.
• Precise Documentation: We formulate service descriptions on invoices and contracts to reflect the actual business nature of the trip (e.g., strategic workshops, product training, distributed team integration). This aids in proper expense qualification according to international standards.
• No Hidden Taxes: We handle all local taxes and fees within Georgia. The price you see is the price you pay.

The Effect: We remove administrative chaos from your plate. You focus on building the team under Mount Kazbek, and we deliver a complete set of documents that your accounting department will accept without reservations.

Budget is not an obstacle — it is a project parameter that we optimize. At Kitchen Event, we do not lower safety standards or service quality (that is a risk we do not take), but we apply a Smart Budgeting strategy. Georgia is currently one of the best destinations in the world for Value for Money. Thanks to our office in Tbilisi, we know where to find savings that will not affect the "WOW effect" of your event.

How do we optimize costs for a trip to Georgia without losing quality?

• Alternative Entry Points (Aviation Logistics): Instead of costly flights to Tbilisi, we often propose flights to Kutaisi (served by low-cost carriers). The difference in ticket prices can fund an additional exclusive dinner at a winery or a fleet of jeeps for the entire trip.
• Choosing the "Silver Season" (Off-peak): We recommend dates outside the peak season (e.g., late September/October or April/May). Georgia offers fantastic weather then, and rates at the best 5* hotels in Tbilisi or Batumi drop by even 30-40% compared to summer dates.
• "Intense & Compact" Format: We design 3-day, highly intensive programs that give participants as much emotion as a week-long trip but generate significantly lower accommodation and per diem costs. We focus on one location (e.g., just Tbilisi and surroundings), eliminating long and expensive inter-regional transfers.
• Local Gems instead of Chains: Instead of the most expensive global hotel chains, we propose boutique hotels with Georgian character that we have verified. They offer a higher level of authenticity and often better service at a fraction of the price of international brands.
• Smart Gastronomy: A Georgian supra at a local, proven winery in Kakheti often makes a bigger impression on employees than dinner at a luxury restaurant in the city center — at a much lower cost per person.

Guarantee: We always prepare a variant cost estimate. We show "Economy," "Standard," and "Premium" options so you can consciously decide which elements of the trip are priorities for your team.