Conferences are the most operationally complex MICE events - but also the most rewarding. A well-executed 500-person conference can earn you ₹5–15 lakh in management fees alone, plus repeat business as the same organization holds events annually.
This guide covers what travel agents need to know to handle conferences professionally.
Conference vs Corporate Offsite: What's Different?
| Aspect | Corporate Offsite | Conference |
|---|---|---|
| Attendees | 30–100 (single company) | 100–2000 (multiple organizations) |
| Duration | 2–3 days | 1–5 days |
| Content | Team-building + leisure | Keynotes, panels, workshops |
| AV needs | Basic (projector, mic) | Complex (LED walls, multi-track audio, livestreaming) |
| F&B | Standard buffet | Exhibition-style, multiple breaks, gala dinner |
| Registration | Simple rooming list | Formal registration, badges, delegate kits |
| Revenue potential | ₹2–5 lakh | ₹5–20 lakh |
Types of Conferences Travel Agents Handle
Industry Conferences
- NASSCOM, CII, FICCI chapter events
- 200–1000 delegates, 2–3 days
- Multiple tracks, exhibition area, networking events
Annual General Meetings (AGMs)
- Company-wide events, 100–500 attendees
- Presentations, voting, awards
- Often combined with a dinner or short trip
Medical/Pharma Conferences
- Doctor CME (Continuing Medical Education) events
- 50–300 doctors, sponsored by pharma companies
- Strict compliance rules around gifting and hospitality
Sales Kickoffs
- Annual sales team gatherings, 100–500 people
- Presentations + motivation + target setting + celebration
- Mix of conference and incentive trip elements
Phase 1: Understanding Requirements
Before you quote, get answers to:
- Attendee count - confirmed vs expected (always plan for 10% variance)
- Session format - single track (everyone in one hall) or multi-track (parallel sessions)?
- Exhibition - do sponsors/vendors need booth space?
- AV requirements - basic (projector + mic) or advanced (LED wall, livestreaming, recording)?
- Networking events - cocktails, gala dinner, entertainment?
- Delegate logistics - flights, airport transfers, accommodation?
- Registration - will you handle it or does the client have their own system?
- Budget - per head or total? Is AV included or separate?
Phase 2: Venue Selection
Key Criteria for Conference Venues
Hall capacity:
- Plenary/main hall: seats 100% of delegates in theatre style
- Breakout rooms: 2–4 rooms, each seating 30–50% of delegates
- Exhibition area: if applicable
AV infrastructure:
- Built-in projector and screen (or can you install?)
- PA system with multiple wireless mics
- Stage with good lighting
- Internet bandwidth (100+ Mbps for livestreaming)
- Power outlets at regular intervals
Location:
- Airport proximity: under 1 hour
- Hotel rooms: enough inventory within the venue or 5 min walk
- Parking: if local attendees are driving
Top Conference Venues by City
Delhi NCR:
- India Expo Centre (Noida) - up to 5000 pax
- Habitat Centre (Delhi) - 200–500 pax
- Hyatt Regency/Le Meridien - 200–800 pax
Mumbai:
- Jio Convention Centre (BKC) - up to 4000 pax
- Grand Hyatt - 200–1000 pax
- NCPA - 200–500 pax (performing arts vibe)
Bangalore:
- BIEC - up to 3000 pax
- The Leela Palace - 200–600 pax
- Taj West End - 200–500 pax
Goa:
- Marriott/Grand Hyatt - 200–800 pax
- Cidade de Goa - 200–400 pax (beachfront conference room)
Phase 3: AV and Technical Setup
This is where many travel agents struggle - and where you can differentiate.
Basic Setup (₹50,000–1,50,000/day)
- Projector + screen
- 2–3 wireless mics (handheld + lapel)
- Basic PA system
- Podium with laptop connectivity
- Suitable for: 50–150 pax, single track
Mid-Range (₹1,50,000–5,00,000/day)
- LED wall (P3 or P4, 12×8 feet minimum)
- Professional PA with mixer
- 4–6 mics
- Stage lighting
- Recording (video + audio)
- Suitable for: 150–500 pax
Premium (₹5,00,000–15,00,000/day)
- Large LED wall (20×12 feet or curved)
- Multi-camera livestreaming
- Professional stage design with branding
- Confidence monitors for speakers
- Simultaneous translation
- Suitable for: 500+ pax, high-profile events
Finding AV Vendors
Don't try to own AV - partner with specialists:
- Ask the hotel for their empanelled AV vendors
- Get 2–3 quotes and compare
- Always do a technical rehearsal the day before
- Have a backup plan (spare projector, backup mic batteries)
Phase 4: Delegate Management
Registration
- Online registration form (Google Forms for basic, Eventbrite/Konfhub for advanced)
- Delegate kit: bag, agenda printout, notepad, pen, badge
- On-site registration desk with team
Accommodation
- Room block at the venue hotel
- Overflow hotels within 5 min (with shuttle)
- Rooming list due 7 days before event
- Check-in kits placed in rooms (optional premium touch)
Transportation
- Airport transfers: coaches on arrival/departure days
- Shuttle between hotels (if overflow)
- Speaker pickups (sedan, not bus)
F&B
- Registration: tea/coffee counter
- Mid-morning break: tea + snacks (15–20 min)
- Lunch: buffet, vegetarian + non-veg, Jain option
- Afternoon break: tea + snacks
- Dinner: sit-down or buffet based on formality
- Gala dinner: plated meal or live counters
Phase 5: Budget Template
| Category | % of Total | For 300 pax, 2 days |
|---|---|---|
| Venue hire | 15–20% | ₹3–5 lakh |
| AV & technical | 15–25% | ₹3–6 lakh |
| F&B | 20–30% | ₹5–8 lakh |
| Accommodation | 15–25% | ₹4–7 lakh |
| Transport | 5–10% | ₹1–3 lakh |
| Delegate materials | 3–5% | ₹1–1.5 lakh |
| Entertainment/networking | 5–10% | ₹1.5–3 lakh |
| Management fee | 10–12% | ₹2.5–3.5 lakh |
| Total | 100% | ₹25–35 lakh |
Common Mistakes
- Not doing a site visit - photos lie. Visit the venue before committing.
- Underestimating AV costs - "the hotel has a projector" doesn't mean it works for 500 people.
- No backup for outdoor events - always have an indoor Plan B.
- Ignoring bandwidth - 300 people on hotel Wi-Fi will crash it. Get dedicated internet.
- Last-minute speaker changes - collect all presentations 48 hours before. No "I'll bring it on a pen drive."
Using TripDraft for Conference Proposals
- Multi-day conference packages with day-by-day breakdown
- Per-head costing with automatic GST calculation
- Multi-option proposals (Basic AV vs Premium AV packages)
- Professional PDF output with your branding
- Version tracking as the conference scope evolves
Maaz is the founder of TripDraft. He works directly with Indian travel agents on quotation, costing and GST/TCS workflows.