Turn the opportunity into a defined file
The decisions behind the proposal.
A city meeting, coastal incentive and scenic group experience have different capacity and transport demands. Prepare the session grid, room layouts, catering needs and technical requests before selecting a venue. Ask for venue-specific evidence rather than relying on a generic ballroom capacity or a named luxury property. Production, entertainment and branding need their own supplier and permission checks. This page does not publish live venue capacities, an owned event team or guaranteed entertainment. Use the sample four-day movement as a structure to be adapted after the technical brief is reviewed.
Illustrative brief to adapt
A venue shortlist built from the programme
A conference needing plenary and breakout rooms should shortlist venues using the actual layouts, equipment and delegate movement. A scenic hotel photograph is secondary to those requirements. Once feasibility is understood, the destination experience can be designed around the business programme rather than competing with it.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| City meeting concept | Sessions and convenient delegate movements | Room layout and technical requirements |
| Coastal incentive concept | Recognition with hotel downtime | Venue permission and group transport |
| Scenic concept | A memorable shared destination experience | Capacity, weather and operating conditions |
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 venue capacity be taken from a marketing headline?
Request the actual room layout, equipment and access information for the intended event. Headline capacity alone may not fit the programme.
Are named resort venues already contracted?
No property or allocation is assumed. Ask the team to confirm the actual available venue and commercial terms for the dates.
Can entertainment be added to the programme?
Discuss format, permissions, technical needs and cost separately. A MICE package label does not include a particular performer or production.
What should be sent before a preliminary proposal?
Provide dates, delegate count, session schedule, rooming, meeting layout and key technical or catering requirements. Identify the budget approver.
For the broader background, read our vietnam mice dmc planning for indian companies 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.