The Official Development Agency of the City of Vilnius

Conference Support Programme

Conference Support Programme is designed to encourage conference organisers to plan and organise international events in Vilnius. The programme focuses on conferences or other events aimed at the target audience, which are attended exclusively for professional reasons, such as on behalf of the employer, for research purposes, etc. These are conferences, congresses, forums, trainings, seminars and other events of a similar nature where all participants are registered and known to the organiser. This programme is not intended to compensate the losses caused by pandemic. Compensation is granted to cover the expenses incurred in organising international events. Applications for compensation of expenses for the organisation of international event must be submitted at least 30 days in advance until the start of the event. The Conference Support Programme is intended for in-person and hybrid events.

  • Public or private legal persons registered in the Republic of Lithuania or abroad that organize an international event at their own cost and assume financial, economic, organizational and legal responsibility for such event;  
  • Organisations or natural persons acting on behalf of the event’s organiser. 
  • The event is held in a paid-for events space in Vilnius; 
  • The event has at least 30 participants;
  • At least 20% of the participants in the event are foreigners;
  • The event lasts at least one day (at least 4 hours without breaks);
  • Only registered participants known to the organiser take part in the event.

Only expenses directly related to the organisation of events shall be compensated: 

  • Venue and equipment lease;
  • Catering for participants; 
  • Transport;
  • Publicity of the event; 
  • Entertainment services; 
  • Event organiser‘s services.
  • Fairs, exhibitions and similar events even if they are intended exclusively for the target audience and professionals and/or are related to conferences or congresses that are eligible for the compensation; 
  • Sports and cultural events;
  • Festivities, parties and other entertainment events of private enterprises, gala dinners, award events etc.; 
  • Events intended for private persons (people who have personal incentives to take part in the event) or for leisure/recreational purposes; 
  • Events that the Applicant or a third party must hold by law; 
  • Events for which funding is allotted from the state budget of the Republic of Lithuania or EU funding programmes (where the event receives funding from sponsorship/partnership agreements, this does not eliminate the opportunity that the compensation may be granted); 
  • Events of political parties. 

    The amount of the compensation depends on the number of points assigned during the evaluation of the Application. Points shall be assigned to the following 5 main criteria: 

    • Number of participants;
    • Event sector;
    • Event duration;
    • Strategic importance of the event for the city; 
    • The event‘s impact on hosting other events.

    An additional compensation may be granted to a hybrid event meeting. The amount of the compensation is determined based on the number of participants in a live event.  

    The amount of the main compensation for the event is up to EUR 28,000. additional compensation - up to EUR 2000. Maximum compensation for an event is EUR 30,000. 

    Evidence of funds use shall be submitted no later than within 20 working days after the end of the event electronically. Documents to be submitted: 

    • Report on the event;
    • Supporting documents proving the venue rent expenses and other expenses referred to in the Application; 
    • The list of actual participants in the live event; 
    • The event programme showing the event duration; 
    • Evidence that visual materials on Vilnius were used prior to and/or during the event; 
    • Photos of the event or link to a photo gallery. 

    In case of a hybrid event, the following must be submitted additionally: 

    • The list of actual participants in the virtual event;
    • The programme of the event showing the duration of the hybrid event. 

    The final compensation amount shall be determined within 14 working days after submission of the evidence of the funds’ use.

    The compensation shall be paid after the event, after submitting necessary supporting documents for the use of the funds and determining the final compensation amount.

    Kompensacija pervedama į nurodytą sąskaitą per 30 darbo dienų nuo sąskaitos ar kito buhalterinei apskaitai tinkamo dokumento pateikimo dienos.

    The compensation shall be transferred to a bank account within 30 working days after the date of receipt of the invoice or another suitable accounting document. 

    8 programme steps   

    Step 1       Application Submition. The application is submitted electronically at least 30 days before the event. 

    Step 2       Application Evaluation. The evaluation process of the application takes up to 14 days.

    Step 3       Information Notice. The applicant is informed on the status and preliminary amount of compensation by e-mail.   

    Step 4       Event Implementation.

    Step 5       Event Report. The report and other supporting documents should be submitted within 20 days after the event. 

    Step 6       Report Evaluation. The event report is evaluated within 14 days.

    Step 7       Compensation Granting. The applicant will be informed by e-mail of the final compensation granting. 

    Step 8       Compensation Payment. The compensation shall be paid within 30 working days after the date of receipt of the invoice or another suitable accounting document. 

    Rules for compensation can be found here.

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