• Country or destination
• Socio Economic patterns
• Geographical analysis
• Do’s and Don’t’s
• Cultural Restrictions

This may be accompanied with photographs, films, brochures, presentations, links to related websites, important contact details for further information, depending on the nature of the event / meeting the bid is being submitted for.

Supported with a Note on infrastructural details both:
Present & Future
Details of the present MICE infrastructure at the proposed Convention destination / venues and future developments etc. may be indicated.

Connectivity details : Land, Air, Sea both:
Present & Future

• Airlines Touching the Destination
• Airports
• Railway Connection

Supported with data on Similar or comparative scale of event / meeting / exhibition previously held. – With testimonials from the earlier events.
 

• Letter of invitation from the President of International Association / Organization. (If available). Otherwise it is not necessary.
• Acceptance of the letter of invitation
• Letters of support of Indian Associations / Organizations: May include from the following organizations:-
  • Nodal Ministry
  • Ministry of Tourism
  • India Convention Promotion bureau
  • FH&RAI
  • Official Airlines (Proposed) etc.

Proposals to essentially include the Bidder’s

• Experience of the similar event
• Understanding of the event
• Analysis of the earlier event (the one being bid for) in earlier location
• USPs of holding the specific event in India

Detailed Proposal:

• Touch and feel of the event: branding specific

Venue Details

• Existing facilities
• Meeting facilities
• Outdoor spill over areas
• Banqueting facilities
• IT enabled facilities
• Secretariat related services
• Venue servicing details

Proposed facilities as per requirement of the specific event to add-on or complement to the existing facilities

• Accommodation facilities
• Excursions possibilities both during and post event
• Accompanying persons programme
• Transportation facilities existing and proposed.

• Offer for Site Inspection: Should clearly indicate as to the period / time for the key person(s) for an on the site inspection of the facilities. Mention may also be made about their convenience.
• Discounted Airfares: By National / Official carriers for the Registered delegate
• Hosted Programs and delegates
• Sponsorships both guaranteed and expected: We should give an indication as to the assistance which could be provided by the Indian Association for sponsorship of various programs.
• Unique Value Additions: Destination specifics

• Conference Secretariat
• Postage & Courier
• Conference Printing and Publications
• Audio Visual aids
• Conference site material / exhibition set up
• On site computer reservation
• Photography
• Halls Hiring charges
• Press Briefing
• Security Staff
• Conference Kits
• Local Transport
• Gifts & Mementos
• Travel Expenses
• Event Management Fee
• Broadcasting Facilities
• Medical Facilities
• Contingencies etc

Supporting documents to accompany the Bid Document

• Brochures – Destination related
• Video Films – Destination related
• List of Hotels – consolidated
• List of stand alone Convention / conference centers / auditoria
• Seasonality map – High, low and shoulder seasons
• Access Details
• City information
• Recreational facilities of the destination – supported by brochures, if possible.
• Local Sightseeing.
  • Daytrips and excursions
  • Cultural activities
  • Shopping – specialities, sale periods.
  • Restaurants – Nightclubs / bars
  • Sports facilities, - Golf, Tennis, Polo, Water sports etc.
• Permissions required, if any.
• Relevant institutions / associations e.g. for doctors conferences list of hospitals with relevant facilities, list of well known medical specialists etc.