(TITC) – ASEAN MICE Venue Assessment Guidelines refer to the scorecard that the members of the National Assessment Committee will use in ‘assessing’ MICE venues. The Assessment Guidelines follow the 55 major criteria of the ASEAN MICE Venue Standards with an identification of methods of assessment and evidence.
Table 1 below summarizes the methods of assessment and evidence used in assessing MICE venues.
Table 1. Methods of Assessment & Evidence
| Methods of Assessment | Evidence |
| Interview | Interview records |
| Document Review | Related documents |
| Inspection | Photographs and/or written comments |
| Physical (P) | ||||||
| Type | Major Criteria | Requirements & Scoring | Method of Assessment & Evidence | Score Obtained | ||
| Exhibition Hall Type 1 | Exhibition Hall Type 2 | Comments | ||||
| Exhibition Hall Physical Setting & Functions | ||||||
| ✓ | ✓ | P01 – The condition and cleanliness of exhibition hall There is no obstacle on the ceiling or roof structure at the height of 8-12 meters (for Type 1 Exhibition Hall) and 5-7 meters (for Type 2 Exhibition Hall).Floors, walls and ceilings of the exhibition hall are wellkept. Free of dust, waste and stain Exhibition Hall is free of unpleasant smell. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P02 – Hoisting and Rigging There are weight limit notifications at positions prepared for hoisting and riggings. There is a layout showing hoisting and rigging positions Annual inspection or maintenance documents are present. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| Exhibition Hall’s Compound | ||||||
| ✓ | ✓ | P03 – Pre-functional Area Well-kept and wellorganized. There is lighting lamp(s) installed. There are sufficient power outlets. Adequate air condition, circulation and ventilation system | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 2 requirements 0 Complete less than 2 requirement | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P04 – Reception and Registration Area Well-kept and wellorganized. The area is located in front of the exhibition hall entrance. There are sufficient power outlets. There is permanent and visible sign of the area. There is a PA System. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | ||
| ✓ | P05 – Meeting Room Exhibition Hall Type 1 Well-organized and clean permanent room. The room is located closed to the exhibition hall. Equipped with air conditioning, light and power outlets. Sufficient chairs and tables. High Speed Wi-Fi services are available. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | |||
| ✓ | Exhibition Hall Type 2 Well-organized and clean set-up area. The area is located closed to the exhibition hall. Equipped with air conditioning, light and power outlets. Sufficient chairs and tables. High Speed Wi-Fi services are available. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | |||
| ✓ | P06 – VIP Reception Room Exhibition Hall Type 1 Well-kept and wellorganized permanent room. Equipped with air conditioning, light and power outlets. Private restrooms available. Sufficient chairs and tables or sofas. High Speed Wi-Fi services are available | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | |||
| ✓ | Exhibition Hall Type 2 Well-kept and wellorganized set-up area Equipped with air conditioning, light and power outlets. Sufficient chairs and tables or sofas. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | |||
| ✓ | P07 – Press Room Exhibition Hall Type 1 Well-organized and clean permanent room. Equipped with air conditioning, light and power outlets. Sufficient chairs and tables or work stations. Sufficient office supplies are available for users. High Speed Wi-Fi services are available. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | |||
| ✓ | Exhibition Hall Type 2 Well-organized and clean set-up area. Equipped with air conditioning, light and power outlets. Sufficient chairs and tables or work stations. Sufficient office supplies are available for users. High Speed Wi-Fi services are available. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | |||
| ✓ | ✓ | P08 – Prayer’s Room | 3 There is a permanent space or a space that can be set up, separated for males/females with appropriate facilities 2 The space can be set up, separated for males/females with some facilities 1 The space can be set up and separated for males/females 0 The space cannot be set up for prayer rooms | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P09 – Support for participants with disabilities | 3 There are sufficient facilities supporting participants with disabilities. There are staff who are trained to provide services to disabled meeting participants. 2 There are sufficient facilities supporting meeting participants with disabilities 1 There are minimum facilities supporting meeting participants with disabilities 0 There are no facilities supporting meeting participants with disabilities | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P10 – Food Service Area There is a set-up area in providing food service for participants The area is well organized, clean and well-kept Equipped with air conditioning, light and power outlets. Adequate air circulation and ventilation system. Sufficient area for food preparation with basic amenitie. In case needed, a list of suppliers on food services can be provided. | 3 Complete all requirements 2 Complete 5 requirements 1 Complete 4 requirements 0 Complete less than 4 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| Public Area | ||||||
| ✓ | ✓ | P11 – Accessibility There is an accessible road connecting to the venue to facilitate ease of traffic There are more than one entry-exit routes to/from the venue to the public road There is an access to the exhibition venue from a public transportation service | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P12 – Signs and Signage Permanently installed Installed in clearly visible locations and in an orderly manner There are digital signs available Display in English message(s) | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 2 requirements 0 Complete less than 2 requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P13 – Main Entrance Sign Situated in a clearly visible area. There is sufficient lighting. Permanent and stable. Annual inspection or maintenance documents are present. | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 2 requirements 0 Complete less than 2 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P14 – Restrooms amenities & facilities ASEAN Public Toilet Standard 3.2 Amenities & Facilities Appropriate space for each unit. Provision of adequate facilities for disabled and elderly. Provision of adequate units/cubicles for ladies and men. Sufficient amenities provisions such as tissue, soap, etc. There is a nursing and/or family room. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 2-3 requirements 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P15 – Smoking Zone | 3 There is a smoking room, complies with relevant laws. The area is functional. 2 There is a smoking zone and complies with relevant laws 1 There is a smoking area but does not comply with relevant laws 0 There is no smoking areas | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P16 – Drop-off Area It is located close to the exhibition venue entrance. There is a well-kept cover/shade in this area. There are clear and visible sign display | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P17 – Participant Parking Area There are parking spaces for different types of vehicles. There are handicapped parking spaces. Traffic and safety signs and symbols are clearly displayed. CCTV cameras are installed, or security officers are present at parking areas. In case there is no or insufficient parking area, other areas can be used as reserved parking areas with comparable safety standard. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P18 – Traffic Management during Exhibition There is systematic traffic management plan There is dedicated staff responsible for traffic management There is a separated traffic route for participants and cargo There is a policy to inform surrounding residents about the exhibition traffic. | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 2 requirements 0 Complete less than 2 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P19 – Water & Sanitary System There are water distribution points in good conditions. There is a proper wastewater drain meeting local standard. Annual inspection or maintenance documents are present. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P20 – Water Reservation System The water reservation system has well-kept storage. The system is in compliance with the local law. Annual inspection or maintenance documents are present. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| Safety/Security/Emergency Facilities | ||||||
| ✓ | ✓ | P21 – Safety Equipment There are CCTV cameras and controlling room, with staff present for the entire time. The venue has a policy on CCTV playback. There is smoke or heat detecting equipment. There are fire sprinklers. Fire extinguishers or fire hoses are properly located for convenient use. Alarms are clearly visible. Annual inspection or maintenance documents are present. | 3 Complete all requirements 2 Complete 5-6 requirements 1 Complete 3-4 requirements 0 Complete less than 3 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P22 – Emergency, Safety and Security for Exhibition Hall Emergency equipment, fire exits & evacuation route must be in compliance to local law. Fire exit signs are present in permanent and well-kept conditions. There is a clearly visible sign board containing a fire-fighting and fire escape instruction. Sufficient amount of security guards in the main entrance to the exhibition hall and venue as well as prefunctional areas Sufficient amount of CCTV or other security devices in the key areas of the exhibition hall and venue as well as pre-functional areas Annual inspection or maintenance documents are present. There is an evidence of an annual fire drill practice. | 3 Complete all requirements 2 Complete 6 requirements 1 Complete 5 requirements 0 Complete less than 5 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P23 – First aid room and nursing staff | 3 There is a full-time or temporary nurse/qualified staff available during the event, with a first aid room 2 There is a full-time or temporary nurse/qualified staff available during the event, with some first aid kits 1 There is no full-time or temporary nurse/qualified staff available during the event. Only some first aid kits available. 0 No full-time or temporary nurses/staff during the event and/or there is no first aid kit/no first aid room | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P24 – Crowd Management & Evacuation Procedures Layout for exhibition venue is available. Layout for exhibition hall is available. Emergency evacuation plan is developed. There is an evidence of training for staff on crowd management & evacuation procedures | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 2 requirements 0 Complete less than 2 requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | ✓ | P25 – Insurance Policy | 3 The insurance policy is active and are clearly stated in the issued contract. 0 The insurance policy is inactive. | Document review Related documents | ||
| ✓ | ✓ | P26 – Maintenance There is a dedicated department on Venue Maintenance Maintenance plan is developed There is an evidence of inspecting, reporting and improving the venue’s facilities and equipment | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Document review Related documents | ||
| Organizer’s Access to Exhibition Hall | ||||||
| ✓ | ✓ | P27 – Cargo Vehicle Parking Area There is a queuing system for cargo vehicle parking. There is a facilitation system for loading and unloading of cargo. Staff(s) is present to coordinate or provide assistance. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection & Document review Photograph and/or written comments & Related documents | ||
| ✓ | P28 – Cargo Loading Area (Cargo Elevator is required in case the exhibition hall is located on a floor without cargo parking area). Exhibition Hall Type 1 There is at least one cargo loading door per Exhibition Hall. If the hall is dividable into rooms, the number of loading doors must be equal to the number of divided rooms. The cargo loading door and elevator must be in a well-kept and safe condition. There are both lighting and air ventilation systems available. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | |||
| ✓ | Exhibition Hall Type 2 There is at least one cargo loading door per Exhibition Hall. If the hall is dividable into rooms, the number of loading doors must be equal to the number of divided rooms. The cargo loading door must be in a well-kept and safe condition. There are both lighting and air ventilation systems available. | 3 Complete all requirements 2 Complete 2 requirements 1 Complete 1 requirement 0 Unable to meet any of the requirements | Inspection Photograph and/or written comments | |||
| ✓ | ✓ | P29 – Organizer’s Room Well-organized and clean. The room is located closed to the exhibition hall. Equipped with air conditioning, light and power outlets. Sufficient chairs and tables. High Speed Wi-Fi services are available. | 3 Complete all requirements 2 Complete 4 requirements 1 Complete 3 requirements 0 Complete less than 3 requirements | Inspection Photograph and/or written comments | ||
| ✓ | ✓ | P30 – Event Set-up Period for Organizer | 3 There is a set-up policy and organizers are well informed. 0 There is no policy and organizers are not allowed to access for a set-up before the event | Document review & Interview Related documents & Interview records | ||
| 30 | 29 | Total |