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Frequently asked questions about organising corporate events
We have collected answers to the questions we hear most often: about dates, budget, technology and how our collaboration works. We organise events in Wrocław, Lower Silesia and all over Poland.
Do you help choose and book a venue?
Yes. We suggest venues that suit the character of the event and the number of guests, then negotiate the terms and handle the booking.
Do you help choose a conference venue?
Yes. We check the room in terms of technology, logistics and participant flow.
Conference and trade fair organisationDo you help find a site for a company picnic?
Yes, we suggest locations that suit the number of guests and the picnic programme.
Company picnicsDo you help choose a restaurant or venue for a company party?
Yes, we suggest venues that suit the number of guests and the character of the evening.
Corporate events and banquetsCan an event be held in an unusual location?
Yes. First we check the location from a technical and logistical point of view.
Special eventsDo you carry out site visits?
Yes. For more complex events we check the venue's space, power, acoustics and logistics.
Conference technical servicesDo you organise transport and accommodation for participants?
Yes. We organise guest transport, e.g. coaches or airport transfers, and help book accommodation. Participants receive clear travel information from us.
How long do set-up and teardown take?
It depends on the scale. A small meeting usually needs a few hours, while a large event such as a trade fair may need 1–2 days of set-up. After the event we restore the venue to its original condition.
Conference technical servicesWhat if something goes wrong at the last minute?
We have a contingency plan for every event, and our on-site team reacts to unexpected situations immediately.
Do you handle permits and notifications?
Yes. Where the law requires it, e.g. for a mass event or an event in a public space, we prepare the documents and notify the authorities.
Do you handle invitations and the guest list?
Yes, we can run registration and guest service.
Special eventsWhat if it rains on the day of the picnic?
We always prepare a weather plan: tents or a change of programme.
Company picnicsDo you provide artists for company parties?
Yes, from a host and DJ to a concert or a show.
Corporate events and banquetsHow far in advance should we contact you?
The bigger the event, the earlier. A few weeks is usually enough for a smaller meeting, but for a large conference or picnic it is worth contacting us several months ahead.
How far in advance should conference preparations start?
For events with more than 200 participants, ideally 3–6 months before the date.
Conference and trade fair organisationWhen should we book a date for a corporate Christmas party?
Ideally in September or October, as December dates go quickly.
Corporate events and banquetsCan you organise an event at short notice?
Yes, if venues and suppliers are available. We work with trusted suppliers, and at short notice quick decisions on your side are what matters most.
Write to usDo you only work in Wrocław and Lower Silesia?
No, we organise events across Poland and, at the client's request, abroad. Our office is in Wrocław and we coordinate suppliers and subcontractors in every region.
How many people do you organise events for?
From a dozen or so people to several thousand participants. We match the team and partners to the scale of the event.
Do you work evenings and weekends?
Yes. We work whenever the event takes place, including evenings, weekends and public holidays.
Do you organise hybrid and online events?
Yes, we organise hybrid and fully online events. We provide picture and sound production, streaming and platform support, and help speakers prepare before they go live.
Online and hybrid conferencesWhich platform do you stream on?
We choose it to suit the event, e.g. YouTube, Teams, Zoom or your own website.
Online and hybrid conferencesCan a speaker present remotely?
Yes, we connect them live with the room and the online audience.
Online and hybrid conferencesWill we get a recording of the event?
Yes, the recording can be used after the event.
Online and hybrid conferencesHow do you engage online participants?
Through interaction during the programme: live questions to speakers, polls, quizzes and a moderated chat. This way viewers take part rather than just watch.
Is an online event cheaper than an in-person one?
Often yes, as there are no venue, catering or travel costs, but professional streaming also has a price. Meeting in person builds relationships better, which is why we often recommend a hybrid format.
What if there is a technical problem during the stream?
We have backup equipment and a second internet source. Before the event we test the connection and rehearse with the speakers, and during it our operator monitors picture and sound at all times.
Do you provide sound, lighting and a stage?
Yes. We supply and operate sound, lighting, stages, LED screens and projectors, with sound and lighting engineers on site.
Conference technical servicesCan you work with the venue's own equipment?
Yes. We assess the available equipment and only add what is missing, which keeps costs down.
Conference technical servicesDo you handle outdoor events?
Yes, including the stage, generator power and a technical crew.
Conference technical servicesHow do you ensure participant safety?
We prepare a safety plan at the planning stage, including evacuation routes and exit signage. Where the event requires it, we provide licensed security and, for larger events, a team of paramedics.
Is the event insured?
We advise on additional policies, e.g. accident insurance for participants or event cancellation cover, and help you purchase them.
What if equipment fails during the event?
We bring backup equipment to every event, including emergency power such as a generator. Our technicians monitor the equipment throughout and fix any fault immediately.
Conference technical servicesHow much does it cost to organise an event?
It mainly depends on the number of participants, duration, venue and scope of services. Tell us a few sentences about your event and we will prepare a no-obligation quote.
Request a quoteCan you work within our budget?
Yes. We match solutions to the agreed amount and tell you honestly where it is not worth cutting costs.
Do you require a deposit?
Usually yes, after the contract is signed. Further payments can be spread over stages, and the final settlement follows the event on the basis of an invoice.
Is the quoted price final?
Yes, as long as the scope does not change – we do not add hidden fees. Any change to the budget is presented to you for approval first.
What does working with Work Group Events look like?
We start with a conversation about your goals, then prepare a concept and budget. Once approved, we sign the contract, run the preparations and oversee the event to the end, and finally review it together with you.
See how we work on each serviceDo you prepare your own event concept?
Yes, we propose an idea tailored to your brand and budget.
Special eventsWill we have one project manager?
Yes. One person runs the project, is your contact at every stage and coordinates the whole team.
How much time do we need to spend on preparations?
As much as you want. We need your event goals and decisions on key matters, such as the concept, budget and venue – we can take care of the rest.
Can the plan change during preparations?
Yes. We make minor adjustments even shortly before the event, while bigger changes are first priced and presented for your approval.