Hosting and Logistics for an International Sports Delegation in Belgrade
We organised a complete six-day stay for a visiting sports delegation in Belgrade: meet-and-greet, transfers, accommodation, training, competition and official events, with one English-speaking contact for everything.
The challenge
A delegation from China's national karate association came to Belgrade for an international tournament in October 2025. They did not speak the local language, were in an unfamiliar city and had a packed schedule of training, competition and official events that shifted day by day. They needed everything to work without thinking about logistics.
How we worked
- Brief and stay plan. We agreed dates, headcount, training needs and official commitments with the delegation and hosts, and turned them into an agenda from arrival to departure.
- Accommodation and meals. We chose a hotel close to the venues and arranged meals for the whole group, including an early breakfast on competition day.
- Transfers and local transport. We planned the airport meet-and-greet and every journey between airport, hotel, training and competition, with spare time slots for delays.
- Training slots. We secured training times at a sports complex and fitted them around rest and the competition schedule.
- Official programme. We coordinated the official reception, the tournament day and the farewell dinner with the hosts.
- Liaison officer. Throughout the stay the delegation had one English-speaking contact, available around the clock, for every change, question and conversation with the hotel, drivers and the organiser.
- Departure. We organised check-out and the airport transfer and made sure every commitment was closed.
What we delivered
- A detailed six-day stay agenda (16–21 October 2025)
- Airport meet-and-greet and all transfers during the stay
- Hotel accommodation and meals for the whole delegation
- Training slots and transport to the competition venue
- An official reception and farewell dinner
- Free time and a short introduction to the city
Key figures
- 6 days, from arrival to departure
- 1 English-speaking contact for everything, available 24/7
- 2 airport transfers plus daily local transport
Outcome
The delegation could focus on training and competing rather than finding its way around the city. We now offer the same model, with one point of contact, pre-arranged transfers and a fallback plan, to business delegations, exhibitors and teams coming to Belgrade, including for EXPO 2027.