MICE

Planning the details and working out an optimum budget is a crucial element in ensuring a successful event.Managing events of all budgets/sizes empowers us to work out the exact details in terms of logistics, requirements and costs involved. Thus, with at Mastermindz work, you can simply sit back and enjoy a grand event without any hassles.

High value conferences and events generally have a nationwide /international audience and potential attendees. Therefore, it is imperative to have a highly efficient, informative and appealing web presence and communication for your event. Mastermindz provides you exactly that and more with our highly experienced digital team that efficiently takes care of all your requirements related to website/web based communication and digital promotions for your event.

Accommodation management is a key part of the event logistics. Your delegates/guests and attendees often come to the event after traveling long distances and they need to have a professionally managed accommodation management system in place so that right from the moment they set foot in the host city, their accommodation requirements are taken care of. With experience of having handled accommodations, Mastermindz provides you great deals and an unmatched management service across all categories of hotels/guest accommodations as per your requirement.

The aim of any conference is to engage the speakers and the delegates in constructive dialogue and knowledge sharing. This goal can be achieved only through a high quality and efficient audio-visual system in place. Mastermindz provides you the latest techniques/equipment for your events/conferences so that you don’t face any technical glitches/lack of audio-visual equipment that could hamper the success or goodwill of your event.

A key logistic that can make your event extremely meaningful or meaningless for your delegates is the provision of interpretation services. Mastermindz understands this need of yours perfectly and while planning your event, we identify the linguistic requirements of your audience/speakers and provide highly efficient as well as experienced interpreters in all major national/global languages and ensure that the language barrier doesn’t become a success barrier at your event.

Conference Material is of utmost essence for effective communication and recall of an event. Being the leading Professional Conference Organizer brand in India, we understand all the material requirements of your conference and provide you with best solutions for conference kits/promotional materials/signage/delegate badges/booklets/digital material and hardware.

The conference experience of your delegates begins as soon as they touch down in your venue city. The efficient and responsive transportation system provided by you or the lack thereof will be the first impression that your participants/speakers/guests will get and a good or bad impression regarding this first service can go a long way in shaping the future of your relationship with them. That’s where Mastermindz with its vast experience of organizing and managing transportation logistics/airport arrival lounges/VIP reception at airports and transfer to venue/hotels, takes care of all the requirements. Our services are seamless, professional and we go a long way in taking care of your guests and ensuring that you get nothing but praises from them.

An often under-rated but extremely crucial service is ‘Event manpower planning and allocation’. Your event participants need professionally trained/experienced event staff at every step whether it be airport arrivals, accommodation support, conference registration or any other related activity. That’s where our expertise in staff planning and allocation comes into play. Based on our experience, we plan and allocate adequate number of rightly skilled staff to take care of various aspects of your business and ensure that there is neither a shortage nor crowding of event crew at your prestigious event.

Entertainment is one aspect of conferences which is sometimes overlooked/not given enough attention to and that can hurt the popularity of your event/conference. Delegates often look for some light/refreshing moments that they take back as joyous memories of the event. Being one of the most successful and experienced event organizers in India, we understand the importance of entertainment in the conference arena and provide our clients with an exhaustive range of entertainment options to choose from. Our entertainment management ensures that the guests are kept thoroughly entertained and often they look forward to joining our clients’ events because of the entertainment value alongside the business/knowledge sharing part.

The first major step towards execution of the event is to design the theme and concept of the event/conference. Mastermindz has a vastly experienced creative team in-house that takes care of this vital task. We take into account your vision/event goals/branding/participants demographics/venue constraints and technological/logistical requirements while creating the detailed theme concepts for your event. This ensures that your event always receives positive feedback from your participants and remains etched in their memories for the stylish and well branded theme presentation.

Once the dates and the venue city of your event/conference is decided the next crucial step is to select a venue and to secure it for your event by contracting. Since we have worked with almost all major venues/hotels across India. We know the strengths and constraints of each venue inside out. We are specialists at choosing a venue that is best suited to your conference/event requirements in terms of logistics/space/location/cost as well as statutory regulations etc. Thus, with our venue selection and contracting services, your event preparations are bound to kick start on the right note.

Since your event / conference audience / participants are bound to be scattered all over the country / world, the only way to unite them and keep them well served is through the web. Therefore, Mastermindz takes utmost care in ensuring that a seamless / minimum fuss process is in place for online registration and abstract submission of your participants. For this, we employ latest technologies and have associated with Cvent which is a global leader in online conference management services. Thus, you and your participants are bound to experience the power of cutting edge technology at events managed by Mastermindz.

An event can’t be successful without well planned, blended and adequate signage. While we create a signage plan for your event, we take into account your branding, venue constraints and requirements, the various options to be employed and the global practices in terms of conference / event signage. This ensures that adequately visible / informative and well branded signage is present at your event and it not only enhances the value of your event, but, provides the participants with enhanced comfort and hassle free movement in and around the venue.

At conferences and meetings, Secretariat Management is a key service to assist your participants/delegates and speakers. The event Secretariat provides valuable assistance to participants by overseeing the online registration/e-mail communications, event scheduling and on venue assistance for the delegates. Whether your participants need a workstation to edit/upload/download documents, get print outs, seek assistance in any personal/official task, our expert Secretariat Management plays a key role in smooth and comfortable participation of your guests at any given event.

Food and Beverage score very high when it comes to their percentage in delegate comfort experience. While well planned menus taking into account the demographics of the participants of an event / seasonal / weather related issues at the venue, go a long way in ensuring a delightful F & B experience for the participants, a haphazardly put menu which doesn’t cater to the palate of participants can be disastrous. That’s where our expertise ensures that the food and beverages at your event will always be top notch and your guests will relish the experience.

Conferences, Summits and medical association meetings provide ample opportunity for participant organizations / sponsors to display their products / services and initiatives etc. during the event. Mastermindz’s excellent design and fabrication team ensures that our clients get brilliantly done exhibition stalls / product displays and digital displays etc and reap rich dividends from their exhibition participation. Our experts not only budget, design and fabricate the exhibition stalls for you, but, they also provide a range of related services such as material production, manpower services etc to make your exhibition display a memorable and highly fruitful experience.

In today’s busy lives, events and conferences provide an excellent opportunity to unite work with relaxation and it is a common practice among outstation / international participants to opt for sight -seeing tours in the region that the conference is being held. Our vastly experienced tour managers provide customized tour options for your event participants and undertake all related local logistics requirements etc to ensure that they not only benefit from the conference but also relish the travel experience of the same.

High value conferences and global Summits as a routine involve VIP participation from national and international ministerial delegations and at times heads of states such as the Prime Minister and President etc. Thus the protocols have to be strictly adhered to and all necessary government licenses / permissions and approvals have to be timely obtained to ensure that there are not last minute regulatory and procedural hurdles / embarrassing situations occur. Cooperation and planning related to security for such events also has to be undertaken and often requires coordination with government security agencies and local police. Mastermindz’s event management team is well versed with all such protocols and security liaison services. We not only fulfil the statutory requirements but also anticipate and identify any such requirement that might generally miss the eye.