Location
Warsaw, Poland
Belarus Beehive 2.0 / Call for proposals
Final conference organiser
Organisation of the Final Project Conference
Belarus Beehive 2.0 is looking for an experienced event organiser to provide full organisation and logistical support for the final project conference.
Duration
2 daysParticipants
Approximately 70Application deadline
24 September 202601
Objective
The organiser will be responsible for the preparation, coordination and logistical support of the conference, from the planning stage until the end of the event.
The organiser will work in close cooperation with the project team and will be the main contact person for all organisational and logistical matters.
02
Scope of work
The organiser will be responsible for:
Planning and coordinating all organisational and logistical aspects of the conference.
Finding a suitable venue in Warsaw and coordinating all arrangements with the venue.
Finding and coordinating all necessary suppliers, including catering, technical services and other event-related services.
Collecting offers from suppliers and agreeing the selected options with the project team.
Arranging the conference room, necessary equipment and technical support.
Organising catering for participants.
Communicating with participants before and during the conference.
Collecting information needed for participant logistics and coordinating travel, accommodation and local transport, where required.
Providing participants with practical information about the conference.
Organising participant registration and necessary conference materials.
Providing full organisational and logistical support during both conference days.
Coordinating suppliers during the event and solving organisational issues.
Collecting and checking final invoices and other supporting documents from suppliers and submitting them to the Beehive 2.0 team.
All main arrangements and costs must be agreed with the Beehive 2.0 project team in advance.
Payments to suppliers and participant-related costs will normally be made directly by Beehive 2.0. The organiser will coordinate the arrangements and ensure that all necessary final invoices and supporting documents are provided.
03
Event information
Location
Warsaw, PolandDuration
2 daysNumber of participants
Approximately 70Indicative dates
16–17 October 2026Working languages
English / Russian / BelarusianThe final programme and detailed logistical arrangements will be agreed with the selected organiser.
04
Requirements
The applicant should have:
Experience in organising conferences or similar events.
Experience in working with venues, catering, technical and other event suppliers.
Experience in participant communication and logistics.
Ability to provide on-site support in Warsaw.
Good organisational and communication skills.
Good working knowledge of English and Polish.
Experience with international or EU-funded projects will be an advantage.
05
Financial proposal
Applicants are invited to submit their financial proposal for the organisation and coordination of the conference.
The proposal should clearly indicate the organiser’s fee.
06
How to apply
Applicants should submit:
A short description of relevant experience.
Examples of similar events organised.
A financial proposal.
Contact details.
Application deadline
Please submit your application by email to:
Apply by emailjobs@belarusbeehive.eu