Conference management
People remember a conference for its talks and the conversations during breaks. But what holds it together is something participants barely notice: sessions run on time, each speaker takes the stage at the right minute, and guests know from the doorway where to register and which room their session is in. That is what we do: we organize conferences, forums and summits, from the concept to the final session.
We are based in Almaty and run business events in Kazakhstan and beyond, including an international Kcell summit in Almaty and a Visa forum in Ashgabat.
Our clients include
The program is the backbone of the event
People come to a conference for the content, and everything else is built around it. Together with you, we lay out the program across sessions and rooms, work out the timing, and decide where a talk fits, where a panel discussion works better and where people need a break to network.
We agree on timing, slides, technical requirements and stage entrance with every speaker in advance, and on the day we guide each of them minute by minute. When sessions run in several rooms at once, coordinating speakers and moderators becomes the main task of the day.
Some speakers are usually recommended by the client; on request, we prepare a shortlist of candidates for your approval.
Venue, stages and equipment
We choose the venue to fit the format and the number of participants; we do not own any venues. Then we divide the space: the main stage, breakout rooms and, if needed, an open stage in the foyer.
Sound, lighting, screens and video are installed by specialized contractors under our management. Our job is to make the equipment on every stage follow one script and one timeline, so that a change of speakers never turns into dead air. If part of the audience joins remotely, we run the conference online or in a hybrid format with a live stream; for international audiences we arrange simultaneous interpretation.
Registration and participant flow
When an event brings together hundreds of people across several rooms, movement around the venue needs as much planning as the speaker schedule. Where guests register and how long they wait, how they find their session, where speakers and VIP guests are met, where people can comfortably continue a conversation after a session. Participants judge the organization by registration and wayfinding before the first talk even begins. At the Kcell Eurasian Mobile Summit and Halyk OIY Tech, we provided online registration, badge printing and a mobile app for participants, and at EMS also wayfinding and VIP areas.
Conference, forum, summit
These words are often used interchangeably. For us, the difference lies in who is in the room. Here is how it looks in our projects.
Conference: Halyk OIY Tech 2026
A conference brings together specialists in one field. The second Halyk OIY Tech conference received 860 registrations: IT professionals, business and young specialists, with a program covering AI agents, data, payment technology and cybersecurity. We organized it end to end, from concept to delivery: design, stage and technical setup, registration, guest zones and on-site work.
Summit: Kcell Eurasian Mobile Summit
A summit brings together an entire industry: technology companies, businesses and international players. Over two days, participants worked across several areas: more than 1,000 participants and speakers, and 47 themed sessions on mobile technology, artificial intelligence and new business models. ROI Group organized the summit, from stages and equipment to registration, wayfinding and VIP areas, and also handled communications support and promotion.
Forum: Visa in Ashgabat
A forum brings together the partners of one brand. “Visa Forum: 30 Years of Innovation and Digital Transformation in Central Asia and Turkmenistan” gathered Visa’s key partners at Yyldyz Hotel. We were responsible for preparing and running the forum, from the venue and business program to working with participants.
If the conference is abroad
We have no offices abroad: on site we work with local contractors, while project management stays with our team. This is how our projects in five countries of the region are run. For more on off-site and international business events, see the MICE and international business events page.
If you need something else
- You need to choose a business event format: Business events.
- You need to announce news to journalists: press conferences and press tours.
- You are launching a product or opening a space: product presentations and launches.
- A meeting with clients and partners: client and partner events.
- Your brand is a conference partner and needs its own space: brand zones, like Visa at the banking summit in Baku.
Questions about conference management
How much does it cost to organize a conference, and what do you need for a quote?
The cost of organizing a conference depends on the scale, the venue, the number of stages and rooms, equipment and approvals. For an initial estimate, send us the topic, date and city and the expected number of participants. Tell us whether you need one room or parallel sessions and what you already have: a venue, speakers, a draft program.
Who finds speakers for a conference?
Some conference speakers are usually recommended by the client, and on request we prepare a shortlist of candidates for your approval. We agree on timing, slides, technical requirements and stage entrance with every speaker in advance. On the day, we guide each of them minute by minute, and with parallel sessions this becomes the main task of the day.
Do you provide conference registration, badges and a participant app?
We provided online registration, badge printing and a mobile app for conference participants at the Kcell Eurasian Mobile Summit and Halyk OIY Tech. The Kcell summit also had wayfinding and VIP areas. We plan movement around the venue in advance: where guests register, how they find their session, where speakers and VIP guests are met.
What is the difference between a conference, a forum and a summit?
A conference brings together specialists in one field, a summit brings together an entire industry, and a forum brings together the partners of one brand. Halyk OIY Tech 2026 received 860 registrations. The Kcell Eurasian Mobile Summit brought together more than 1,000 participants and speakers, with 47 sessions in the program. The Visa Forum in Ashgabat gathered Visa’s key partners.
Can you run a hybrid conference with simultaneous interpretation?
A conference can run online or in a hybrid format with a live stream, and for international audiences we arrange simultaneous interpretation. Sound, lighting, screens and video are installed by specialized contractors under our management. Our job is to make the equipment on every stage follow one script and one timeline, so that a change of speakers never turns into dead air.
Tell us about your conference
For an initial estimate, send us:
- the topic, date and city;
- the expected number of participants;
- the format: one room or parallel sessions;
- what you already have: a venue, speakers, a draft program.
We have no price list or standard lead time: the budget and preparation depend on the scale, the venue, the number of stages and rooms, equipment and approvals. We will propose a concept and format and calculate the budget.
Discuss your conference2. What data. The name, company name, phone number, email and task description that you submit through the form on roigroup.agency.
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Date: October 25, 2026.