Putting together a MICE (meetings, incentives, conferences, and exhibitions) event is a significant undertaking. That said, one key aspect to ensuring the success of such an activity is choosing the right venue.
If you’re planning to hold an event that is centred in Asia, then Singapore presents an accessible location and a great environment for all types of business activities. The good news is that there are plenty of facilities in the city-state that can serve as a venue for business events of all natures and sizes.
Still, to select the best option, event organisers must prepare a list of the qualities that their ideal venue should possess. Every event has its own specific needs, so here are a few considerations that you have to factor in when making this important decision:
Schedule and Availability
If you have a set date for the event, then it’s an absolute must to find a venue that can be rented on that particular date. If the event date is still under discussion, this will give you the chance to negotiate with the venue’s management and perhaps pick dates that better suit your schedule and budget. 0080m
Take note, however, that there’s a downside to having this level of flexibility. Should you delay in choosing a date, then there’s a higher chance that another company will reserve your preferred date before you. This is especially true if you’ve picked a peak time for MICE activities.
Location and Accessibility
Singapore is a great general location for MICE events, as many hotels and conference halls in the country are specifically designed to provide a world-class MICE experience. Another option, if you’re in the position to provide accommodations to your participants, is to consider booking them in a Singapore airport hotel that provides optimum convenience to those who need to fly in and fly out of the country at the soonest possible time.
Hotels near Changi Airport are especially accessible if you’re catering to an international audience that will come from different parts of the world. In addition, such a venue is also in proximity to some of the most popular tourist attractions in the country. This is a plus for business travellers who want to have a bit of R&R after a hard day’s work.
Capacity and MICE Facilities
Aside from the group seating arrangements that the venue can provide, you should also look into the facilities and equipment that are readily available for your event’s use. Are the sound system and stage setup provided by the venue sufficient for your needs? If not, then it’s a good idea to look for vendors that specialise in these areas early on.
How many participants are you expecting, and how many can the prospective venue accommodate? If holding focus group meetings after the big conference is part of the agenda, can the venue make room for a large conference and then shift to accommodating smaller groups after?
If your event caters to participants from far-off places, then you’ll need to provide them with adequate accommodation options. Many hotels that cater to MICE events offer their clients package deals that include discounted accommodation arrangements for a number of their guests and participants.
But what if you’re holding the event in a conference hall that is not affiliated with establishments that offer board and lodging? Fortunately, you can still partner with the hotels and resorts in the area. This will make it much easier for your attendees to arrange for their own stays.
Does the venue have its own food and beverage arm, and are you satisfied with the quality and variety of the food they serve? If the answer is yes, then you’ll have an easier time ensuring the comfort of your guests and participants. Should you be expecting a multinational and multicultural group of participants, don’t forget to mention this to your caterer. That way, you can work together to provide these guests with options that they‘ll appreciate.
If your venue is unable to provide catering services, make it a point to look for a separate F&B vendor. Also, be sure to coordinate the efforts between the venue and the caterer so that everything will go according to plan.
The atmosphere offered by the venue can make or break an event. If you’re holding a conference on high-tech manufacturing practices, for example, you need a venue that suits this theme. In this case, you’d want to go with a venue that showcases modern architectural styles and engineering practices. The venue should also offer cutting-edge sound and lighting systems.
Regardless of your event’s theme, choosing a venue with state-of-the-art facilities is always a good idea. Having reliable, up-to-date equipment and a clean, contemporary-looking environment will set the right mood for your participants. This, in turn, will help them make the most out of the activities you’ve prepared.
Cost and Packages
Finally, it’s essential to consider the cost of the venue and the value that they present through the packages that they offer. Some hotels offer a limited number of free rooms for event venue bookings, while others throw in discounts for food and beverage services.
Let’s say your event is quite short and you don’t exactly need full meals for your guests. In this case, it would be more practical to get a venue that offers free meeting paraphernalia to event participants than a hotel that offers discounted accommodation options.
Whether you’re considering hotels near Singapore airport or a boutique villa in the middle of the city, you’ll find plenty of suitable options for a MICE venue in the country. Be sure to consider these points so you can choose the hotel, conference hall, or resort that best matches your needs and the nature of the event.