General Guidelines On Conducting Your Event

Providing services in organization and implementation of intellectual business events, we assist the professional growth of our clients and stimulate their business. It is important for us that the mechanism of event organization workflow is transparent and clear to our clients. Below we have compiled some useful information which can help you in the process of event organization and at the stage of actually conducting your event in our conference-center.

Terms of reservations and initial preparations

• Contact a sales representative of the Conference-Center EXTROPOLIS and make a reservation for the dates and specific time of your event.
• Sales representative will help you to choose the right hall taking into account the specific features of the available halls and the requirements of your event. He/she will also provide an expert advise on seats and furniture placement depending on the format of event, provide assistance in the choice of conference-packages, menus for dinner, banquet or coffee-break considering the client’s wishes and budget.

• In the course of defining the final dates of the event and setting up the plan of conducting the event, a Commercial offer is drafted, which gives a detailed description of all agreed conditions: menu content, furniture placement, necessary equipment and any other additional services.
• As soon as the Commercial offer is signed, an Agreement is prepared and a corresponding payment invoice is issued.

• As soon as the Commercial offer is signed, an Agreement is prepared and a corresponding payment invoice is issued.
• Once the Agreement is signed and the payment is made, the conference-center issues a confirmation for your reservation.

• On the day when the event is conducted a Customer Service Coordinator is at your disposal from the first till the last minute of the event. He/she helps to resolve all issues which occur in the course of your event, controls and coordinates coffee-break and dinner service, sorts out issues related to the equipment, required for the event.

Documentary procedures

Organization of any event depends on paperwork procedures. A properly set and signed agreement, timely payment will guarantee that your event will be successful and smoothly.

After the Client has discussed the plan of event with a Sales Manager, the Sales Manager sends out a Commercial offer for the client’s signature by email.

Once the Sales Department received a duly signed Commercial offer, the Sales Manager prepares the Agreement which describes in detail all terms and conditions of the projected event. This Agreement is sent to the Client.

The Client signs the Agreement in the shortest possible timeframe and sends it back by fax. The original of the Agreement is brought by the Client on the first day of the event.

As soon as the Agreement, duly signed by the Client, is received, event reservation is considered confirmed by the Client.
Upon receipt of such confirmation, a payment invoice is issued by the conference-center to be paid by the Client.
A 100% prepayment must be made by the Client no later than 10 working days prior to the starting date of the projected event.
Once the payment is made, the reservation for the event is confirmed by the conference-center EXTROPOLIS.

In the case when a confirmed and paid reservation is cancelled by the Client’s initiative less than 10 days before the starting date of the projected event, the Client shall make penalty payments. Cancellation of a reservation is done in the form of a written notice sent to the attention of a Sales Manager.

In the case when changes are made to the plan of event, such as: increased number of participants, ordering additional equipment, extended time during which a hall is occupied and ordering any other additional services, an additional invoice is issued for all ordered services. Such invoice must be paid by the Client within 5 working days after the end of the event.

Parking information

There is a limited number of parking places at the territory of the Conference-Center EXTROPOLIS. To obtain information on the availability of parking spaces, please contact our customer service in advance by phone: +7 (495) 780 9098.

Your question

If you have a question, please fill in the form below and it will be emailed to us.The representatives of the conference-center will provide an answer within one working day.

All fields are required (must be filled in). Please make sure that you specify a valid email address, and that it is spelled correctly. The information which you provide is considered confidential and will not be used for any purposes, other than sending to you the requested information on the Conference-Center EXTROPOLIS.