Turn the opportunity into a defined file
The decisions behind the proposal.
List plenary and breakout formats, registration flow, catering windows and speaker requirements. Specify audio, screen, staging and connectivity needs without assuming a venue’s standard package covers them. Imported collateral or equipment may create additional requirements that need specialist advice; this page does not promise customs clearance. Identify who supplies content, approves production and handles on-site changes. Site inspections and rehearsals should have their own schedule and cost. The sample movement sequence is not a substitute for venue and technical confirmation.
Illustrative brief to adapt
Technical requirements before a conference total
List screens, audio, staging, session layouts and rehearsals before asking for a final production amount. Identify which supplier owns each task and which approvals remain outstanding. A clear technical file reduces the chance that a standard venue package is mistaken for the complete event solution.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Programme grid | Sessions, breaks and delegate flow | Protect the event’s actual timing |
| Technical scope | Audio, visuals, staging and connectivity | Supplier and venue feasibility review |
| Travel operations | Rooms and airport movements | Coordinate with registration and sessions |
A file-control structure
Corporate movement · 4 days / 3 nights
Adapt these stages to the actual agency file and supplier agreement. They do not confirm inventory, commercial terms or an operating commitment.
- Day 1
Arrival and orientation
Plan delegate movements, check-in and a low-pressure welcome block.
- Day 2
Business programme
Reserve the required meeting or event time and confirm technical responsibilities.
- Day 3
Shared destination experience
Choose a group activity, recognition moment or leisure block that fits the objective.
- Day 4
Departure waves
Coordinate room checkout, luggage and airport transfers for actual delegate flights.
Keep the whole journey visible
Commercial and movement context
Arrival and return planning
Consolidate delegate arrival waves using current flight details. Several arrivals can require separate vehicles even when delegates share the same event programme.
- Requested arrival
- Gateway chosen around event venue and flights
- Requested departure
- Same gateway unless explicitly planned otherwise
Quote-specific trade terms
Separate rooms, airport movements, meeting services, catering and production. Venue capacity and technical quotations require a defined event brief.
No public net-rate table or allocation is implied. Discuss the actual currency, units and validity directly.
Specific to this package decision
Four questions worth resolving.
Can technical production be priced without specifications?
A preliminary discussion is possible, but final equipment, staffing and costs need a sufficiently detailed venue and technical brief.
Is translation automatically available?
No. Specify languages, format, equipment and session needs. Availability and the provider’s scope must be confirmed.
Does the package include equipment import clearance?
No such service is assumed. Discuss any cross-border equipment or collateral requirements with the relevant specialists before shipping.
Should rehearsals be part of the brief?
Yes, if required. They can affect venue hours, staffing, equipment hire and travel days, so include them before the proposal is finalised.
For the broader background, read our vietnam conference & event dmc briefing guide planning reference.
Confidential commercial discussion
Prepare a trade proposal request.
Include the company contact, operating file, rooming and approval requirements. Net terms are discussed directly; no confidential tariff is displayed on the public page.
b2b@maotours.comIndia office: Ghitorni, New Delhi, Delhi 110030. Your enquiry is sent only when you send the draft from your email app. No booking or payment is made here.