Services

Staff for conferences, forumsand business events

We cover every point where a guest meets your event, from the registration desk to escorting a delegation into the hall.

Registration and info desks

We prepare the desk before the doors open: badge layout, welcome script, separate flows for speakers, press and delegations. At large forums we work in shifts so the queue never builds up at peak hours.

Fast guest check-in, badges, lists and access control.
An info desk that knows the programme by heart.

Hall assistants

Assistants pass microphones during audience questions, walk speakers from the green room to the stage, manage reserved seating and keep the hall calm during sessions.

Roaming microphones, seating, speaker support.
Quiet work in the hall, no distraction on stage.

Delegation and VIP hospitality

We meet delegations at the airport or hotel, escort them to the venue and stay in touch with protocol teams and drivers. In Warsaw we welcome delegations travelling onwards to Kyiv.

Welcome in Kyiv and Warsaw, escort and protocol support.
Personal hosts for ambassadors, speakers and investors.

Coordinators and administrators

The coordinator arrives before the team, walks the venue with the organiser, places staff, runs the shift schedule and holds the reserve in case of a replacement.

One person owning placement, shifts and communication.
Zone control and quick decisions on site.

Cloakroom, parking and helpers

We cover the areas that are often forgotten: cloakroom, entrance group, parking, handouts, coffee breaks and support for the technical crew.

A cloakroom without queues and clear wayfinding at the entrance.
Helpers for handouts and the small technical details.

Who we work with

Conference and forum organisers
Event agencies
Corporate PR and marketing teams
Foundations and non-profits
Embassies and international missions

Uniform standards

Classic business dress in black or navy, closed shoes, restrained hair and make-up. On request the team works in client-branded clothing, agreed in advance.

Languages

Ukrainian and English on every shift. Polish, German, French or another language on request.

How pricing works

An hourly rate per person with a minimum three-hour shift. The final estimate depends on the areas covered, the number of staff and the length of the event. We send the calculation within 24 hours on working days.

We also work as a subcontractor for event agencies

Testimonials

What organisers say

“When I first joined Yalta European Strategy, a colleague told me that we work with the best, which is why everything turns out so professionally. And I see this confirmed! Thank you from our side for the wonderful collaboration!”

Olena DrozdovaYalta European Strategy

“A great agency with pro-active and professional hostesses. They speak perfectly English and deliver a high quality service. Perfect for your corporate event. I highly recommend and will definitely work with them in the future.”

Morgan HabranCecoforma Events

“Zespół Vimaxus obsługiwał rejestrację i strefę VIP naszej konferencji w Kijowie. Punktualni, dyskretni, świetny angielski. Dla nas jako agencji z Warszawy to partner, na którym można polegać.”

Katarzyna WiśniewskaEvent Manager, Warszawa

“Професійна команда, яка розуміє, що таке протокол. Наші делегати з п’яти країн були зустрінуті й супроводжені без жодної затримки. Працюємо не перший рік і рекомендуємо.”

Myskam sp. z o.o., Warszawa

“We brought 300 delegates to Kyiv for a two-day forum and the Vimaxus hostesses handled arrivals, badges and hall navigation so smoothly that our own team could focus on the programme. Clear communication before and during the event.”

James WhitfieldHead of Events, London