Business travel
Business travel, meetings and events in Rio de Janeiro and Brazil
We organize the logistics of business trips to Rio de Janeiro and Brazil: meeting rooms, interpreters, business dinners, executive cars and events, from a presentation to a conference, through vetted local partners. If something goes wrong during the trip, we tell you where to go and help you sort it out. Send us your dates and schedule, and you get a proposal within 24 hours.
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What we arrange
- Meeting rooms: a room at your hotel, a business centre near your meetings or a private room in a restaurant, by the hour or for the day.
- Interpreters in Portuguese and English for meetings, site visits and dinners. Spanish is available on request and confirmed in the proposal.
- Business dinners: restaurant bookings, a private room, a menu that fits your guests’ diets.
- Events through vetted partners: presentations, receptions, corporate parties and conferences.
- Executive and armored cars with a driver, by the day or for the whole stay.
- Helicopter transfers, for example to Angra dos Reis, Paraty or Búzios.
- Help when something goes wrong during the trip (see below).
A local provider we have vetted delivers each service. You deal only with us and receive the provider’s details after you confirm. Most trips start in Rio de Janeiro; for meetings in other Brazilian cities, the proposal confirms what we can arrange there.
A day of meetings
We plan the day around your meetings. The car picks you up at the hotel at the agreed time and the interpreter joins you before the first meeting; in the evening the table is booked and the car takes everyone back.
Before the trip we send the interpreter your agenda and any technical terms. Meetings and site visits use consecutive interpreting; a conference in more than one language needs simultaneous interpreting with a booth and headsets, which we arrange with the venue.
For a business dinner, we book a table or a private room, pass on diets and allergies, and can ask the restaurant to hand the bill to the host.
Events through vetted partners
| Event | What we arrange |
|---|---|
| Presentation or seminar | Room, projector and sound, interpreter, coffee break |
| Reception or cocktail | Venue, catering and drinks, music, staff at the door |
| Corporate party | Venue, dinner or buffet, DJ or live band, transfers |
| Conference | Venue, registration desk, simultaneous interpreting, catering, transfers for speakers and guests |
The proposal states the venue, its capacity, the timings and what is included. To build a program of experiences around the event, see incentive trips.
Large venues in Rio
The figures below come from the venues’ own websites.
| Venue | What the venue states |
|---|---|
| Riocentro, Barra Olímpica | More than 500,000 m² with four pavilions, a convention centre, an amphitheatre and a hotel. The convention centre has a modular main room of 3,926 m² for up to 4,000 seated guests and 20 modular rooms for 100 to 720 people |
| Cidade das Artes, Barra da Tijuca | A 97,000 m² cultural complex run by the city, with a 439-seat chamber theatre and a 100-seat electroacoustic hall. The Rio2C conference took place there in 2026 |
| Píer Mauá, port district | Five 19th-century warehouses of 3,500 m² each and an 8,500 m² convention space on the Boulevard Olímpico, 2 km from Santos Dumont airport and 16 km from Galeão |
| Museu do Amanhã, port district | An auditorium for up to 374 people with a support room for interpreting, an Observatory for up to 50, the Atrium (684 m²) outside museum hours and the External Arches (785 m²) |
Large venues book up early: Cidade das Artes reviews each request, and sending one does not hold the date. Big fairs fill hotels too. FecomercioRJ announced that ABAV Expo, the travel trade fair, will be held in Rio every year from 2027 to 2032, with the 2028 edition expected at Riocentro in October.
Cars and helicopters
A car with a driver by the day suits a schedule of meetings. If your company requires an armored car, the proposal states its protection level: see executive and armored cars. A delegation can travel by coach: see group transfers.
For a meeting out of town or a weekend in Angra dos Reis, Paraty or Búzios, a helicopter transfer replaces the drive. We book it with a company certified by ANAC, Brazil’s civil aviation agency, for air transport with helicopters under RBAC 135. See helicopter flights.
If something goes wrong
Our team works from 8:00 to 20:00 Rio time, and you can write to us at any time. In an emergency, call the emergency services first: 190 for the police, 192 for an ambulance, 193 for the fire brigade.
| Situation | Where to go | How we help |
|---|---|---|
| Lost or stolen passport | Your country’s embassy or consulate. The UK, for example, issues an emergency travel document that is usually valid for one single or return journey | A car to the consulate, and an interpreter if you need a police report |
| Theft | Foreign visitors report it at DEAT, the tourist police station at Avenida Afrânio de Melo Franco, 159, Leblon | A car to the station and an interpreter for the report |
| You need a doctor | A private clinic | We find a clinic, book the visit and send an interpreter. You pay the clinic directly; we take no commission from clinics |
| Lost luggage | The airline’s desk, before you leave the arrivals area | We follow up with the airline in Portuguese and chase the delivery to your hotel |
| A change of plan | Our team | We rebook the car, the interpreter, the room and the table |
Under ANAC Resolution 400/2016, the airline has up to 7 days to return a bag on a domestic flight and up to 21 days on an international one. Keep the baggage report and the receipts for anything you buy while you wait, and call your travel insurer if you have one. This section is practical guidance and is not legal advice.
What we do not do
We handle the logistics of the trip. We do not offer market-entry consulting, look for suppliers or business partners, or give legal or tax advice; for that, work with a specialist firm, and we plan the travel around its schedule.
What to send us
- Dates, cities and the number of travellers, plus flights and hotels if already booked.
- The meeting schedule and addresses, or the type of event and the number of guests.
- Languages, and how many hours a day you need an interpreter.
- The cars you need (armored or not), diets and mobility needs.
Group size and terms
We work for a single executive as well as for a delegation. Group bookings start from about 10 people. Groups of 50 and more are handled together with a large local receptive partner, and you keep one contact on our team. Our fee is already included in the price. Terms and payment are set out in the proposal; you pay nothing before you confirm. Cars and transfers can be cancelled free of charge up to 48 hours before the service, and a date can be moved once free of charge with 48 hours’ notice if the provider has another slot.
Write to us with your dates and schedule. More in how we work; agencies booking for corporate clients can see for travel agencies.
Frequently asked questions
Do you help with market entry, finding suppliers or legal questions?
No. We organize the logistics of the trip: meetings, interpreters, cars, dinners and events. We do not offer market-entry consulting, supplier search, or legal or tax advice.
Which languages do your interpreters work in?
Portuguese and English. Spanish is available on request and confirmed in the proposal. Our team works with you in English or Portuguese.
What should I do if my passport is lost or stolen in Rio?
Contact your country's embassy or consulate, which tells you how to get a new passport or an emergency travel document. If it was stolen, foreign visitors report the theft at DEAT, the tourist police station in Leblon, and we can send a car and an interpreter.
Can you organize a conference for several hundred people?
Yes, through vetted partners. Groups of 50 and more are handled together with a large local receptive partner, and you keep one contact on our team.
Do we pay anything before we confirm?
No. Terms and payment are set out in the proposal, and you pay nothing before you confirm.
See also
- Executive cars and armored cars with a driver in Rio de JaneiroWe arrange executive cars and armored cars with a driver in Rio de Janeiro for executives, VIP guests, incentive and corporate groups, delegations and travel agencies: meet and greet at Galeão and Santos Dumont airports, a car by the day or for the whole stay, and several cars for a delegation. The proposal confirms each vehicle and, for armored cars, the protection level. You get it within 24 hours.
- Incentive trips and corporate groups in Rio de JaneiroWe arrange incentive trips, sales-team rewards and corporate retreats in Rio de Janeiro for groups of about 10 to 200 people: the program, transfers, guides, private experiences, group dinners and event nights. Send us the dates, the group size and what the trip should achieve, and you get a priced proposal within 24 hours.
- Helicopter flights over Rio de Janeiro for groups and private partiesWe arrange helicopter sightseeing flights over Rio de Janeiro for groups, incentive trips and travel agencies, private flights for a marriage proposal or a photo session, and helicopter transfers to Angra dos Reis, Paraty and Búzios. We choose an operator with a current ANAC authorization, plan the aircraft and time slots for your group and book them for your date. You get a priced proposal within 24 hours.
- Group transfers in Rio de JaneiroWe arrange group transfers between Rio's two airports, Galeão (GIG) and Santos Dumont (SDU), the cruise terminal at Píer Mauá, hotels, and day-trip destinations such as Búzios, Angra dos Reis and Paraty. A driver meets the group with a name sign, and the vehicles and their capacity are confirmed in the proposal.
- Ground handling in Rio de Janeiro and Brazil for travel agenciesWe act as the receptive side for travel agencies and tour operators that send groups to Rio de Janeiro and other Brazilian destinations. You get one contact, a proposal within 24 hours, and net rates or commission on request. You pay nothing before you confirm.
Sources
- Riocentro: O Riocentro (site area, pavilions, address), checked 09.10.2026
- Riocentro: Centro de Convenções (main room, modular rooms), checked 09.10.2026
- Cidade das Artes: dados técnicos (complex area, Teatro de Câmara, Sala Eletroacústica), checked 09.10.2026
- Cidade das Artes: Faça seu evento aqui (how requests for spaces are reviewed), checked 09.10.2026
- Cidade das Artes: Rio2C 2026 reúne 55 mil pessoas na Cidade das Artes (news), 02.06.2026, checked 09.10.2026
- Pier Mauá: event spaces and distances to the airports, checked 09.10.2026
- Museu do Amanhã: Faça seu evento (event spaces and capacities), checked 09.10.2026
- Panrotas: Abav Expo será realizada no Rio de Janeiro de 2027 a 2032, 30.09.2026
- ANAC: RBAC nº 135 (air transport operations with helicopters by certified operators), checked 09.10.2026
- Prefeitura do Rio (carioca.rio): Turista assaltado (DEAT address, police report for foreign tourists), 06.02.2025, checked 09.10.2026
- GOV.UK: Brazil travel advice, getting help (emergency numbers 190, 192, 193), 09.09.2026
- GOV.UK: Get an emergency travel document, checked 09.10.2026
- Rosenbaum Advogados: Extravio de bagagem, o que fazer, prazos e indenização (ANAC Resolution 400/2016, art. 32), 01.10.2026