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Let’s see, you have just discovered the secret to making a flying car, or perhaps on a less dramatic note, a brilliant new range of fabric that makes washing unnecessary, and you would like to announce this life-altering discovery to the world. How do you go about this? Why not communicate this through a series of press conferences and exhibitions in your own backyard – Malaysia? You’ll definitely find yourself swamped by the options available locally.
Malaysia has long been touted as the ideal destination for meetings, incentives, conventions & exhibitions (MICE), with its excellent infrastructure and services, sophisticated facilities and extensive public transportation systems. Set amidst this vibrant cultural melting pot are various world renowned sightseeing attractions, entertainment hotspots and culinary delights that caters to all and is suitable for pre and post-conference activities. No matter what you have it mind, the right venue is just around the corner, from world-class convention centres, luxurious hotels to small or medium-sized establishments that provide that intimate appeal for smaller scale functions.
TIPS FOR ORGANIZING A SUCCESSFUL EVENT
As organizing an event involves many different areas, it is a laborious and time consuming task. Here are a few pointers to help you get started:
1) Location and Accessibility
This is one of the most critical factors to consider. A hotel is usually the most popular choice where companies hold meetings and events, as hotels offer both accommodation and meeting facilities without the need to travel far, but it is not the only option. One should consider what type of venue is required, whether it’s indoor or outdoor, and the adequacy of space available to carry out planned activities. If possible, the venue should have easy access to necessary air, rail and road links, major attractions, sights and entertainment venues. It is advisable to carry out a site inspection before finalizing to ensure it meets your expectations and reflects the image of your company.
2) Timing
This relates to when the event will be held. Check the calendar to ensure it does not clash with major holidays, school holidays or sporting event as this will affect the participation rate. Refrain from holding outdoor activities during monsoon season, as you’ll be at the mercy of the weather. Plan well in advance of the actual date and seek confirmation from all parties involved just to make sure there is no miscommunication.
3) Catering and Refreshments
Food and drinks might not be the highlight but it’s no less important. Although people do not attend meeting solely to get a free meal, every meeting needs refreshments of some sort, at the very least coffee/tea, snacks and plenty of water. It’s surprising how much people comment on the food in their feedback forms!
4) Budgeting
Like it or not, we all have to work on a limited budget. The key to developing a useful budget for your event is to include all the income and expense items, and to have an allocation for contingencies. The budget checklist acts as an important element of the event, and serves as a main checklist to ensure that none of the items are omitted. To prepare the budget checklist, segregate the income and expenses into two sections and list down all the income and expense items for the event that you can think of.
Always plan ahead in case of issues over budget and timing, and never leave important details to the last minute. Have backup plans to avoid being caught off guard by anything unexpected.
GOVERNMENT SUPPORT
To ensure a smooth and successful event, SMEs in Malaysia can approach Tourism Malaysia (www.tourismmalaysia.gov.my) for assistance in the following areas:
• Event promotion
• Advice on suitable venues and hotels
• Co-ordination of site inspection visits
• Co-ordination of meetings with Malaysia Airlines (MAS) and related Government agencies
• Social programmes and pre/post-tour programmes for delegates and accompanying persons
• Information on suppliers such as professional conference organizers, conference-handling agents, exhibition contractors, audio-visual companies, gifts and convention material suppliers
• Complimentary convention templates for announcements and other purposes
• Promotional materials about Malaysia for use such as brochures, DVDs and gift items
FEATURED VENUES
For event organizers and planners, listed below are a few popular local MICE venues to consider:
1. Kuala Lumpur Convention Centre – www.klccconventioncentre.com
Winner of the ‘Best Exhibition and Convention Centre in Asia’ award at the TravelWeekly (Asia) Industry Awards 2007, the Kuala Lumpur Convention Centre (the Centre) is a purpose-built convention and exhibition facility strategically located in the Kuala Lumpur City Centre (KLCC). Overlooking the iconic PETRONAS Twin Towers and the 50-acre KLCC Park, the Centre has 2 auditoria; Plenary Hall and Plenary Theatre (seating 3,000 and 500 respectively), a Grand Ballroom, 3 Conference Halls, a Banquet Hall, 5 Exhibition Halls (9,710 sq m of column-free exhibition space on a single level), 20 meeting rooms plus the latest in 3G telecommunications and digital audio-visual facilities. The Centre was certified ISO 9001, ISO 22000 and OHSAS 18001 and achieved the Green Globe Benchmarked status in 2007.
2. Putra World Trade Centre (PWTC) – www.pwtc.com.my
Located on Jalan Tun Ismail, the PWTC has 35,000 sq m of exhibition space, one plenary hall, two multi-purpose halls, 17 meeting rooms, a press conference room and VIP suites. There are 4 exhibition halls; Tun Razak Halls 1, 2, 3 and 4, a large outdoor area for tented exhibitions as well as a foyer. The total floor area of the halls and foyer is 12,000 sq m.
3. MATRADE Exhibition & Convention Centre (MECC) – http://mecc.matrade.gov.my
The MATRADE Exhibition & Convention Centre (MECC) is located in Menara MATRADE, an architecturally acclaimed icon in Kuala Lumpur. The main MATRADE Hall covers an area of more than 1,200 sq m and can accommodate 1,500 delegates in theatre-style seating. The hall has a proscenium stage and is fully equipped with ultra modern audiovisual facility, lighting equipment, and built-in simultaneous interpretation system. MECC also offers three Exhibition Halls, Outdoor Exhibition space and Amphitheatre, with more than 29,000 sq m of exhibition space.
4. Putrajaya International Convention Centre (PICC) – www.pcc.gov.my
PICC is situated at the top of Taman Puncak Selatan in Precinct 5, the Sports and Recreational Precinct. The gross floor area of the centre is approximately 135,000 sq m. The largest hall is the Plenary Hall which is 4,123 sq m and can seat 2,778 people. The Perdana Hall (3,739 sq m) can seat a maximum of 5,000 people, cocktail style and 2,060 people, banquet style. The Heads of State Hall is 518 sq m and can seat 179 Congress U-Shape style.
5. Mid Valley Exhibition Centre – www.midvalley.com.my
The Mid Valley Exhibition Centre sits on the top floor of the Mid Valley Megamall, it offers 48,000 sq ft of exhibition and conference space. The centre has direct access to Cititel Mid Valley, one of Malaysia’s most business friendly hotels. Mid Valley Megamall is one of Malaysia’s busiest and largest high-end shopping centres.
Four-Star and Five-Star Hotels
Besides the venues listed above, world-class convention facilities and services can be found in five-star and many four-star hotels around the country that can accommodate up to hundreds of delegates, or provide small and medium size meeting rooms, catering for each specific need. Five and four-star hotels provide luxurious accommodation and are often located closed to the high-end shopping districts or sightseeing attractions.
CONCLUSION
The intricacies of MICE require solid infrastructure, coupled with excellent organizing ability. Malaysia’s position as a convention hotspot allows local SMEs to disseminate information to foreign players without having to incur extra travelling costs to participate in overseas conventions. SMEs are encouraged to grab the opportunities available through such conferences to establish new contacts and to develop new markets.
