FAQ Conferences and meetings

What are the Venues Conference destinations?

Conference destination events is a event, meetings, conferences, seminar and workshops tool designed by Coference destination for future multitasking meeting planner for corporates,companies,NGOs,Sports Associations and Organisations, scientists body, doctors associations and Planners of all segments of corporates and companies,. It's fast, it's simple and it gives you access, through one contact, to meeting facilities at almost over few thousands excellent hotels and resorts in India

Who will contact and how fast a call would reach me ?

After your query is received with destinations one or more hotels and resorts, you will be prompted to supply additional information about your requirements and contact details by one of our conference Professional organisors. When completed, just click "submit" and your request (RFP) goes to one of the conference Expert Professional directly. The Time of receiving a mail or calling you would be with 72 hours unless otherwise there is a holiday in between.

What is your meeting date?

FROM ................................................ TO........................................................... (Including your check in and check out date)

Below is an example of a checklist to help you to organize your event, meetings, conferences, seminar and workshops without a hitch. Do not hesitate to adapt it to your requirements, as you will need to adjust your reverse schedule depending on the size of your events, meetings, conferences, seminar and workshops in order to ensure that the rooms you need are available. Our advice is to set realistic dates that you will be able to keep to.

First steps:

Have you set up your objective for the meeting?

Set the objectives for the meeting:
What is the aim of the meeting? Brainstorming or creative session, assessment of the year so far, finalization of a project with validation stage or a trip to reward team members

Who must attend?

Are there documents that participants must take away with them from the meeting?
Decide on the meeting place based on the objectives:
Specify the locations that are suitable for the meeting (air links) and choose a hotel type (coastal,Hill airport, Railway Station, Interstate Bus Terminus or town center location).

How would we be able to view the venues?

View our offers and our selection of destinations now through this website
Specify each destination in order to obtain a comprehensive list of preselected hotels/resort
Specify the necessary technical elements and additional requirements for your event:
Set the dates for the event (Are alternative dates possible?)
You can see other hotels and resorts Regional wise.

Are there local events that could interfere with your meeting?

How many rooms must be pre-booked? What type of room? (single, double or twin, but also standard, deluxe, suites, cottages, villas Executive Villas)

Will you need an early check-in or late check-out?

What catering services are required? (breaks during the meeting, Break-fast, lunch, dinner, Mid morning tea/coffee or high Tea/Coffee)

What technical services are required?

An overhead projector or video projector, a flipchart, a public address system, one or more microphones, for example
If you have a specific stall or decoration setup, let the hotel/resort know

Will you require gifts to be put in the participants' rooms? Or a space for your participants' luggage?

Ask the preselected hotels for more details by sending them a quotation request

Check the availability of the hotels?

Check availability by accessing to the mobile number of the Conference Organisor available in website page
Create a quotation request and send it on email to the Conference Oranisor to the hotels/resorts listed as available on the selected dates

After sending the details can we be able to get a reply?

Response from the Organsors will reach to you vie email or phone within 48 hours (business days) with a proposal.
Compare the quotations. Manage the quotations you have sent from your profile. You can copy your initial request in order to request details from further hotels/resorts if required
Adjust your budget based on the proposals and refine the list of selected hotels. View the Budget checklist

How would we select the hotels and resorts?

Select the hotel that meets both your budget and service requirements. In order to help you to make your decision, our hotels/resorts would be delighted to welcome you to visit their facilities.

How I would we sign the contract?

Sign the contract drawn up by the Organisors and send your deposit to confirm your booking.

How would I confirm the booking?

Confirm the number of rooms reserved with the hotel and specify your payment method (master or individual account) and booking method (individual or centralized) or if you like pay bu cheque or draft.

How would we inform unless I book with the hotels/resorts?

Pl Inform the participants about the event, place of arrangements confirmed by you.

Can we send invitations after the confirmation of the hotel/resort?

Send invitations to the meeting contributors
Around six weeks prior to your event:
Meet with the hotel's Event Coordinator
Finalize the menus after the participants have confirmed whether they have any special dietary requirements
Confirm the number of rooms reserved and their layouts
List the audiovisual requirements that have been specified in advance with the contributors
Communicate the meeting programme
Order printed documents (brochures, linked presentations, gifts and any other items) and arrange for them to be delivered to the hotel

Confirm the meeting agenda with all participants?

Organize the details:
Order the gifts that will be given to the participants at the beginning or end of the meeting and arrange for them to be delivered to the hotel. If required, inform the hotel that gifts should be placed in the participants' rooms.
Our hotels/resorts could provide your clients with a VIP welcome. Let them know if you would like this service.
Around two weeks prior to your event:
Check with your contributors as to how their presentations are progressing
Send the final rooming list (list of people who have booked a room) to the hotel (including VIP participants) and the number of people who will require break-fast, lunch and dinner.

Check the payments and adherence to the budget?

Around one week prior to your event:
Send the final documents required for your meeting directly to the hotel and check that they have been received
Check the final audiovisual requirements with your Event Coordinator
Arrange for surplus documents and other deliveries to be returned
Upon arrival:
Check that all documents and other items that have been ordered have been received
Check the meeting spaces and their layout with your Event Coordinator. Point out anything that is missing, if necessary.
If required, hold a rehearsal session with the technicians to set up the lighting and sound, start the presentations and do anything else that may be required
Coordinate the arrivals with the reservation (possible distribution of documents)
The day of the meeting:
Check the room one hour before the start of the meeting. Point out anything that is missing immediately.
Coordinate the contributors

Distribute name badges to participants as they arrive?

During the meeting:
Assist the participants during their stay (modification of booking, change of room)
Make sure that all the contributors have arrived and are present
Plan for each session, particularly with regard to waiting times due to setup
Successfully conclude the event:
Review the entire event with your Event Coordinator and check that all bills have been paid
Complete the satisfaction questionnaire( comment card) to give your opinion on the organization of the event
We would be happy to strive to improve our quality of service. Do not hesitate to provide us with comments about your event.