Running a startup summit with a small team means every hour counts. For the team behind StartupFair - Lithuania's flagship startup event, managing attendee accommodation was quietly draining time no one had to spare. That changed when they discovered Hoperfy could handle the entire hotel booking setup in under five minutes.
The Challenge
Before Hoperfy, StartupFair’s team managed hotel logistics the hard way. They sent manual emails to individual hotels, negotiated separate contracts with each property, and directed attendees to third-party booking links, earning nothing in return and spending significant time coordinating across multiple providers. Vilnius has no shortage of hotels, which made the problem worse: more options meant more outreach, more contracts, and more pages to maintain. The team was doing the work of a travel agency on top of running a conference.
The Solution
Hoperfy replaced the entire process in a single step. After signing up, the StartupFair team received an embeddable hotel booking link ready to go live on their event site. No contract negotiations. No chasing hotels. No custom landing pages built from scratch. Hoperfy handled partner hotel selection, pricing, and the booking experience - delivering a fully functional attendee accommodation page in 5 minutes.
The Result
The result was immediate: StartupFair saved 20 hours of manual labor that would otherwise have gone into hotel outreach, contract management, and booking page setup. For a small event team, 20 hours is not a rounding error - it’s the difference between shipping on time and burning out.
“"With Hoperfy, we just had to sign up. They sent us the links for embedding, and after that, we didn't need to lift a finger for attendees' housing. This was useful, as there are many hotels in the city - our team would normally need to connect with each individually, pick the best ones, make contracts, and set up a webpage for each one separately. Hoperfy just did everything in one go."”
StartupFair Team
Event Organizer
Why It Matters
Small event teams routinely underestimate how much time hotel logistics consume. Hoperfy removes this entirely by acting as the operational layer between event organizers and hotels - handling contracts, booking infrastructure, and attendee experience out of the box. For organizers like StartupFair, this means fewer tools, fewer vendors, and more time focused on the event itself. The startup summit gained back 20 staff hours without sacrificing quality of service for attendees.