(TITC) – MICE venue refers to a physical space designed and provided for events and is undoubtedly one of the vital factors for a destination to be selected for MICE activity.
Particularly, the physical setting of a MICE meeting room or the condition of the meeting room, in other words, (walls, partitions, facilities, and cleanliness), the pre-functional area and the meeting room’s compound. This includes, for example, reception, registration, waiting areas, breakout rooms, media centre and dining area. Public areas, safety/security/emergency facilities and organiser’s access to the meeting room is also included.
A Meeting room Physical Setting & Functions stands up to the ASEAN MICE Venue Standards, must cover the following criteria.
| Criteria | Requirements & Scoring |
| Meeting Room Physical Setting & Functions | |
| P01 The condition of meeting room and the pre-functional area | 3 Clean & well-organised and functional, and appropriately decorated 2 Clean & well-organised and functional 1 Clean 0 None of the above |
| P02 Space for exhibitions in the pre-functional area of the meeting room (This space should be located not more than 20 metres from the meeting room) | 3 There is a space relative to the size of the meeting room for exhibitions with electrical source, and appropriate decorations. 2 There is a space for small exhibitions with electrical source and with some decorations 1 There is a space for small exhibitions with no electrical source 0 No space within the range of 20 metres from the meeting venue |
| P03 Walls and/or partitions of the meeting room | 3 Walls and/or partitions are appropriate. This includes the structure, the soundproof features and the decoration. 2 Walls and/or partitions are fair. There is a fair condition of the structure, and the soundproof features. 1 Walls and/or partitions need improvement. There is a poor condition of the structure, and the soundproof features. 0 Walls and/or partitions need improvement. There is a poor condition of the structure, the soundproof features and the decoration. |
| P04 Tables | 3 Clean, Sufficient, Functional and Adaptable with variety of settings 2 Clean, Sufficient, and Functional 1 Clean & Sufficient 0 None of the above |
| P05 Chairs | 3 Clean, Sufficient, Functional and Adaptable with variety of settings 2 Clean, Sufficient, and Functional 1 Clean & Sufficient 0 None of the above |
| P06 Stationery & materials available for the meeting participants Flip chart paper Flip chart stand Notepad/Writing PaperPen/Pencil Marker Pointer Clicker | 3 Complete all requirements 2 Complete 4-6 requirements 1 Complete 1-3 requirement 0 Unable to meet any of the requirements |
| P07 Facilities & furniture of the meeting room An adjustable & firm stageAn area for a backdrop Podium Sofa for speakers/meeting chairperson Speaker’s table/podium flower decorationRegistration tableRegistration pads | 3 Complete all requirements 2 Complete 4-6 requirements 1 Complete 1-3 requirement 0 Unable to meet any of the requirements |
| P08 Cleanliness of the meeting room Meeting room is well-kept. Free of dust and smell.Meeting equipment and all amenities are well-kept. Free of dust or stain. There is a concrete policy in the cleaning and monitoring process. There is an adequate number of cleaner staff during the event. | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 1-2 requirements 0 Unable to meet any of the requirements |
| Meeting Room’s Compound | |
| P09 Reception, registration & waiting areas (This space should be located not more than 20 metres from the meeting room) | 3 Clean & well-organised and functional, and appropriately decorated reception, registration, and waiting areas. There is a consistent usage of stationery, table clothes (if any) as well as tables and chairs with the meeting room. 2 Clean & well-organised and functional of reception, registration, and waiting areas 1 Availability of reception, registration, and waiting areas but the conditions need an improvement 0 No reception, registration, and waiting areas within 20 metres from the meeting room |
| P10 Breakout rooms | 3 Clean & well-organised and functional, and appropriately decorated 2 Clean & well-organised and functional 1 Availability of breakout rooms but the conditions need an improvement 0 No breakout rooms |
| P11 Capacity to accommodate of the breakout rooms | 3 70% of the total capacity of a meeting room 2 60% of the total capacity of a meeting room 1 50% of the total capacity of a meeting room 0 Less than 50% of the total capacity of a meeting room |
| P12 VIP & special purpose reception room, dressing rooms, and cloakrooms | 3 The space can be set up and separated from the meeting room, with appropriate facilities 2 The space can be set up and separated from the meeting room, with some facilities 1 The space can be set up and not separated from the meeting room, with some facilities 0 No space |
| P13 Security arrangement for VIPs | 3 There is a possible VIP security arrangement in terms of both physical setting and staff. There is a concrete policy and documents for this purpose. 2 There is a possible VIP security arrangement in terms of both physical setting and staff 1 There is a possible VIP security arrangement in terms of physical setting or staff 0 There is no VIP security arrangement possible, both physical setting and staff |
| P14 Space for conference organisers/for secretariat room (This space should be located not more than 300 metres from the meeting venue) | 3 There is a space with electrical source, furnishing and air conditioning 2 There is a space with electrical source, and some furnishing 1 There is a space with no electrical source, no furnishing and no air-conditioning 0 No space |
| P15 Media centres | 3 The space can be set up, dedicated for a meeting event, with sufficient and good condition of facilities. A list of suppliers to rent or lease facilities is also available upon request. 2 The space can be set up or there is a shared space, with sufficient and good condition of shared facilities 1 The space can be set up or there is a shared space, with some shared facilities 0 No space |
| P16 Support for meeting participants with disabilities | 3 There are sufficient facilities supporting meeting 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 |
| P17 Prayer rooms | 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 |
| P18 The dining area | 3 Sufficient, Clean, Well-organised and functional of shared dining area, adaptable with variety of settings 2 Sufficient, Clean, Well-organised and functional of shared dining area 1 Clean, Well-organised and functional of shared dining area 0 Shared dining area but the conditions need an improvement |
| Meeting Room’s Public Areas | |
| P19 Signage | 3 Sufficient, visible, permanent, and well-kept signs are displaying necessary information such as separated meeting rooms, restrooms, and dining rooms in appropriate languages 2 Visible, and permanent signs are installed displaying necessary information such as separated meeting rooms, restrooms, and dining rooms. 1 Permanent signs are installed displaying necessary information such as separated meeting rooms, restrooms, and dining rooms. 0 There are no permanent signs |
| P20 Emergency exit sign | 3 Sufficient, visible, and permanent exit signs are installed 2 Visible, and permanent signs are installed 1 Permanent exit signs are installed 0 There are no permanent exit signs |
| P21 Restrooms amenities & facilities ASEAN Public Restroom for Tourism Standards 3.2 Amenities & Facilities 3.2.1 Appropriate space for each unit. 3.2.2 Provision of adequate facilities for disabled and elderly. 3.2.3 Provision of adequate units/cubicles for ladies and men. 3.2.4 Sufficient amenities provisions such as tissue, soap, etc. | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 1-2 requirements 0 Unable to meet any of the requirements |
| P22 Restrooms cleanliness ASEAN Public Restroom for Tourism Standards 3.3 Cleanliness 3.3.1 Adequate air circulation and ventilation system 3.3.2 Good smell and no dirty slough 3.3.3 Clean and adequate water 3.3.4 Floor should be kept clean and dry 3.3.5 Practice sanitation and hygiene principles 3.3.6 Trained personnel on facility maintenance and cleanliness keeping 3.3.7 Customers’ suggestion box 3.3.8 Regular maintenance of the toilet premises | 3 Complete all requirements 2 Complete 4-6 requirements 1 Complete 2-3 requirements 0 Unable to meet any of the requirements |
| P23 Smoking zone | 3 There is a smoking room, which 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 |
| P24 Parking accessibility: Drop Off & Collection Point | 3 There is a drop-off and collection point, with cover and/or service staff, and there is a valet parking service if needed 2 There is a drop-off and collection point, with cover and/or service staff 1 There is a drop-off and collection point 0 There is no drop-off and collection point |
| P25 Parking sufficiency | 3 Sufficient parking space within the hotel premise 2 There is limited parking space within the hotel premise 1 There is no parking space available on the hotel premise but nearby parking space can be provided. 0 There is no parking space available |
| P26 Coaches drop off & collection point | 3 There is a drop-off and collection point for coaches, with cover and service staff 2 There is a drop-off and collection point for coaches, with cover 1 There is a drop-off and collection point for coaches 0 There is no drop-off and collection point for coaches |
| Safety/Security/Emergency Facilities | |
| P27 Fire protection & evacuation process | 3 There is a fire protection system, evacuation process, and staff training complying to relevant local law 2 There is some fire protection system and an evidence of an evacuation process 1 There is some fire protection system 0 There is no fire protection system and evacuation process |
| P28 Safety & security system Sufficient amount of security guards in the public area such as parking areas, main entrance Sufficient amount of CCTV or other security devices in public area There is a concrete evidence of safety and security training for staff in handling natural disaster & man made threat There is a concrete policy on safety and security in case of the natural disaster & man made threat Staff are trained on safety and security issues. | 3 Complete all requirements 2 Complete 3-4 requirements 1 Complete 1-2 requirements 0 Unable to meet any of the requirements |
| P29 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 |
| P30 Water reserve system | 3 There is a water reserve system that can provide clean water for at least 48 hours in the event of water shortages. 2 There is a water reserve system that can provide clean water for at least 24 hours in the event of water shortages. 1 There is a water reserve system that can provide clean water for at least 12 hours in the event of water shortages. 0 There is no water reserve system. |
| Organizer’s Access to Meeting Room | |
| P31 Space for loading/unloading conference equipment Functionality of spaceSufficient amount of usable trolleys Elevator Service staff | 3 Complete all requirements 2 Complete 3 requirements 1 Complete 1-2 requirements 0 Unable to meet any of the requirements |
| P32 Meeting room setup period for organizer | 3 There is a meeting room set-up policy and organizers are allowed to access a meeting room for a set-up purpose of more than 8 hours before the event. Free of Charges and there are staff available to assist. 2 There is a meeting room set-up policy and organizers are allowed to access a meeting room for a set-up purpose of more than 8 hours before the event. Free of Charges. 1 There is a meeting room set-up policy and organizers are allowed to access a meeting room for a set-up of before the event. Charges apply. 0 There is no policy and organizers are not allowed to access a meeting room for a set-up before the event |
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