India - Cox and Kings Services

PROFILECox & Kings LimitedKamal Cinema Commercial Complex, Block No A&B, Safdarjung Development Area,New Delhi 110029E-Mail – india@dudmc.comWebsite – www.coxandkings.com1

An IntroductionCox & Kings Limited (CKL) is the longest established travel company in the world since 1758 and inDecember 2009 successfully listed on the stock exchange in India. Its distinguished history began when itwas appointed as general agents to the regiment of Foot Guards in India under the command of LordLigonier and handled the Royal Cavalry, Artillery and Infantry, Royal Wagon Train, the Household Brigade,the Royal Navy and the Royal Air Force came under its wings. Today, it is a premium brand in all travelrelated services, employing over 1,400 professionals and headquartered in India. The business can bebroadly categorised as Leisure Travel, Corporate Travel, MICE, Trade Fairs, Visa Processing and foreignexchange.Cox & Kings has a broad Horizon with a network of 14 offices in India, 11 International offices and 44associate offices across the globe since its incorporation in 1758.Cox & Kings has been 7 times winner of National Tourism Award by the Department of Tourism,Government of India for being the ‘Best MICE operator’ besides several other Tourism awards.Conference Services by Cox and KingsCox and Kings Conference events are result of extensive planning and considerable research and ensurethe most comprehensive travel experience. We are experienced to provide end-to-end services for anyevent.Cox & Kings were first to develop a world-class cell for international conferences and conventions in India.Backed by over a decade of award winning performance and a team of industry experts who canefficiently fuse modern amenities with local, this division is powered by a high-end platform of InformationTechnology that offers super-fast error free processing.Range of Conference ServicesConference and Congress MeetsAs Professional Conference Organiser (Conference Associate Partner)As Official Travel Partner (Travel Related Services)Business MeetsEvent ManagementSeminarsExhibitionsProduct LaunchesIncentives2

Scope of our ServicesCreating Project PlanWe assist in creating a full project plan with the givenframework of the conference. The project plan draws aguideline to fit all the aspects of organizing an event intoan orderly framework. The plan monitors the progressionof tasks and ensures on schedule delivery of services.Cox and Kings define the staff responsible for delivery ofthe project.Marketing & PromotionOur marketing and communication strategy will work to create awareness about the conference leading toengage participation of potential delegates through effective and cost efficient marketing tools. Cox andKings will be involved in promoting the event through advertisements in leading dailies at both local andregional level, International on line industry portals, Conference website, E-mail marketing, Web 2.0, pressconferences and releases.Administrative ManagementFinancial Planning and BudgetsBudgeting and budget control is the secret of well run meeting.Our expertise lies in obtaining funding, matching timelines,preparing cash flows and making accurate assessments of feesand targets to ensure success. Cox and Kings believe that thefoundation to any relationship lies in trust. We work withcomplete transparency and in confidence to benefit the client.Website DevelopmentDomain name registration, booking of space and designing ofthe website will be done by Cox and Kings and this will be themain point of sale for the conference. The website will carry theevent branding, include information on all servicesoffered to the delegates e.g. registration, importantdates, accommodation, tours, location etc. In orderto improve the visibility of the Conference we willapply for Search Engine Optimisation.Managing Conference SecretariatCox and Kings will assist the Organising Committeewith managing the conference secretariat,structuring the scientific program, technicalexhibition, sponsor packages, supportingprograms, social events as well as create acomprehensive system for accepting, reviewingand finalizing abstracts.The secretariat will also coordinate with each of the speakers to facilitate their attendance to theConference, arrange their hotel accommodation, send visa invitation, and provide travel and transportationand other logistical support.3

PR & Media CoordinationPress conferences are very important to carry the message of the conference to the target audiencethrough the proper media. Cox and Kings will identify and appoint a qualified PR Agency to evaluaterequirement and raise the profile of the Symposium. We will undertake the following activities for mediaevents/ press conferences:Selection of venue for the press conferenceCoordinate with the PR agency for coverage of the SymposiumPreparation of Press Kit and Press ReleaseArranging personal interviews with Key Speakers and GuestsPost event promotion and media managementVenue Selection & Accommodation ManagementThe selection of venue is very crucial to the success of an event. Our experience in understanding thechallenges of organizing conferences enables us suggests you the most appropriate venue.Based on our local knowledge and expertise from our past experience we are in a position to do ananalysis of accommodation requirements and recommend number of rooms across various category ofhotel, location, standard of service and rate expected.Technical SupportAudio Visual and Technical CoordinationCox and Kings will plan and recommend the audio visual equipment thatwill be required for the event. All equipments provided are state-of-the-artand uses the latest technology. A team of qualified and competent technicalstaff will carry out the installation and operate the equipments to ensure aseamless running of the event.SignagesCox and Kings will develop a theme for theSymposium and identify sigange locations andassess required number of signages to be setup.Signages will include:Backdrops at plenary and workshopsWelcome bannersDay’s programDirection signageExhibition ManagementExhibition being an important part of anyindustry conference, we help theorganizers with planning andconceptualizing to promote exhibitionoptions. Cox and Kings can assist indeveloping a marketing plan to sellspace, prepare necessarydocumentation, create exhibition layoutsand floor plans, design and fabricateexhibition stands.4

Interpretation and Translation ServicesWe can provide interpretation services from small seminars to largeconventions, maintaing the same quality level in one or multiple languages.The Digital Interpretation System uses latest technology DSSS system and isfree from any kind of disturbances of any other frequency like mobile phonesor Walky Talky.We also provide simultaneous interpretation services for meetings,conventions, and seminars of all sizes by professional interpreters havingtechnical knowledge in the subject of the conference.Report Writing and PublicationCox and Kings can engage a team of energetic professionals with strongbackground in research, writing, publishing, media, and management for your internal and externalinformation dissemination (communication) needs of your conference. Competent professionals withdiversified skill-sets are drawn from various sectors to assimilate information and submit a comprehensiveproceedings report of the event.Logistics ManagementArrival Reception and Farewell ServicesCox and Kings will obtain necessary clearance from the airportauthorities for setting up of facilitation counter inside the arrival terminalof the airport. The counter will have dedicated personnel at all times toensure that delegates arriving for the conference are providedassistance from the time of their arrival. Our representatives will ensurethat all delegates are met and escorted to their waiting cars or coachesand transferred to their hotels.Transport ArrangementsCox and Kings will also arrange for shuttle service from theconference hotels to the conference venue. Detailed transportplan for the entire event will be drawn and required number ofcoaches be blocked. The schedule of the daily shuttle servicebetween the hotels and the conference venue will be given to allthe delegates and also displayed at the facilitation counterslocated at the hotels and the venue. A transport assistancecounter will also be set up at the Conference venue during theevent.Air Travel ArrangementsSpecial air travel packages could be arranged frommajor points of origin of the participants. Details ofthe packages will be mailed to all prospectiveparticipants and posted on the website.5

On-Site SupportRegistration ManagementOn the days of the conference, on-site registration management will also be undertaken by Cox andKings. The Registration process will capture the delegate data in the format desired by the Organiser. TheRegistration desks will be equipped with computers, printers and operators for handling queries related toregistration.Manpower assistanceCox and Kings will provide assistance in selecting professional staff and hostesses for the event from aprofessional agency.The on site staff would be in charge of handling the registration, directing the delegates to the correcthalls, manage the stage during inaugurals sessions, meetings sessions, presentation of bouquets andmementoes to speakers as well as handle mikes during Q&A sessionsMedical Aid and Emergency ServiceCox and Kings will partner with one of the leading medical hospitals as the official medical service providerduring the event.Doctor and paramedics will be available at the venue for the entire duration of meeting along withambulance with life support equipment and medicines.Master of CeremoniesCox and Kings will recommend professional Master of Ceremonies who is well versed with the nuances ofconducting International and Ministerial events. The Master of Ceremonies will initiate each of thesessions and also ensure adherence to session time.Speaker Preview RoomA business centre will be set up on site for the use by the secretariat for communication and as a previewroom by the speakers. It will be well equipped with computers, printer, photocopiers, telephone lines andinternet facility will be set up at the venue to meet any requirement of the delegates.6

Entertainment Planning and Thematic EveningCox and Kings will organize memorable social evening with entertainment. We will suggest the theme andvenue for each dinner and ensure the smooth translation of the entire theme to a reality. We assist withcreative production of such events to the logistical part of doing bus transfers, signage, and decoration,catering and creating entertainment. Cox and Kings will ensure that the necessary permissions as well aslicenses are procured prior to the programme.Spouses and Accompanying Persons ProgramWhile the delegates would be busy with the technical side of the conference, the spouse would also beentertained by being taken for some sightseeing activities, cultural tours, spa activities, cookingdemonstrations or shopping tours, depending on the choice of the client.7

Pre and Post Conference ToursOur Pre and Post Conference tours are designed to give the participants a brief insight to the rich historyand cultural diversity of our country. These tours are planned to suit the profile of the participants, theseason during which the conference is scheduled and the local attractions of the place.8

Why Cox and KingsCox & Kings caters for all aspects of Conference organizing,Business Meetings, Event Management, Seminars, Exhibitions,Product Launches and Incentives. The range and diversity ofour conferences covers Healthcare, Science & Technology,Trade Associations, Financial Institutions, Hydro Power &Energy Resources sector. Every program is thoroughlyresearched and fashioned to suit the specific requirements ofour client and every detail handled with care, right from the preevent preparations, during the event itself and through to postevent settlements. Extensive planning and considerableresearch ensure the most comprehensive & memorableconference for all our clients.Key advantagesOne stop travel shop offers full range of services under one roof. With a dedicated staff of 400people continuously engaged in offering quality services round the clockProactive management strategies are another reason for our accomplishments. These has beeninstrumental in eliminating operational mishaps and conducting seamless eventExtensive industry knowledge, better buying power, favorable terms and stronger negotiatingskillsEmphasis on effective and prompt communicationHands on knowledge of the destination, local environment and customsStrong relationship management with hotels and key suppliers. The in house contracting teamhelps in procuring the best rates from the suppliers, hotels, transport, airlines or othermiscellaneous agents and form the nucleus of every successful event9

Our Conference Experience (Last 05 Years)S.NO NAME OF CONFERENCE VENUE CITY YEAR ATTENDEES1 India Water Week 2012 New Delhi April 2012 2002 International Conference on Biometrics New Delhi March 2012 2003 UNDP Manav Vikas Awards New Delhi March 2012 2004 NCMRWM, Ministry of Earth Sciences, Govt. of India New Delhi March 2012 505 Fortis International Liver Summit 2012 Chandigarh March 2012 5006 Emergency Medical Services 2012 – AIIMS New Delhi February 2012 10007Pregvax Conference 2012 New Delhi January 2012 708 MALSIG Conference New Delhi January 2012 709UNDP – National Conference of GOI – UNJP onConvergenceDelhi December 2011 20010 Fine Food India 2011 Delhi December 201111International Conference on Business and EconomicIssuesDelhi December 2011 15012 3i’s Investors Meet Delhi November 2011 14013UNDP National Conference on Human ResourceManagementDelhi November 2011 10014 UNDP Empowering Lives through MGNREGA Delhi November 2011 20015 UNDP Conceptualizing Inclusive Growth Conference Delhi October 2011 10016 Intertraffic INDIA 2011 Delhi October 2011 100017 IGAL 2011 Chandigarh October 2011 15018 J&J Star by Immersion LabMumbai &BangaloreSeptember 2011 5019 Asian Development Bank Workshops DelhiAugust –September 201120 Doctors’ Meet by Pfizer Delhi August 2011 10021 Science First Communication Mumbai July 2011 20022 Immersion Lab Delhi May 2011 3023242526AFA ForsakringInternational Conference on “Relevance of PolicyReforms on Development: Challenges before Emergingconomies” by Jamia Millia Islamia UniversityJapan Educational SeminarUNIFEM: Promoting Women’s Political Leadership &Gender Responsive Governance in India & South AsiaMumbai &Bangalore500April 2011 30New Delhi Feb-2011 500New Delhi &BangaloreJan-2011 450New Delhi Nov-2010 15027282930IHS - HAL Aerospace & Defence Conference 2010 Bangalore Nov-2010 150UNDP SSPHD Workshop New Delhi Oct-2010 70ISRM International Symposium & 6 th Asian RockMechanic SymposiumNew Delhi Oct-2010 200IAEVG JIVA Conference Bangalore Oct-2010 15010

3132Immersion Lab Mumbai Sep-2010 40ARDF Summit New Delhi Aug-10 10033343536Ugandan Police Force Mumbai Jul-2010 100AIF Capital Investors ConferenceWANO – World Association of Nuclear Operators(NPCIL)ICOFFS- International Conference on Oil, Fats, Fuels,and SurfactantsNew Delhi &AhmedabadApr-2010 50New Delhi Jan-Feb 2010 700New Delhi Dec-09 50037 World Hydrogen Technologies Convention ( WHTC) New Delhi Aug-09 50038 AICC-RCOG 2009 (UK) Delhi Feb-Mar 2009 7003940International symposium on standards for ultra highvoltage transmission2 nd Cardiovascular Control ConferenceDelhi Jan-09 500Mahabalipuram, ChennaiDec-08 20041 Asia Golf Industry Show 2008 Delhi Nov-08 5042World Tunnel Congress & 34 th General Assembly ofITA-AITESAgra Sep-08 80043 Perforator Flap Course Coimbatore Sep-08 18044 Asian Breast Cancer Congress (ABCC) Delhi Feb. 2008 20045 Maternal Fetal Medicine / Apollo Hospital Delhi Jan. 2008 7004647YPO- India University Conference Young Presidents’OrganizationInternational Conference on Opportunistic Pathogens(ICOPA)Mumbai Jan – Feb 2008 750Delhi Jan-08 30048 Third Indi-US Workshop on Green Chemistry Delhi Jan-08 15049Indian International Conference on ArtificialIntelligence - Computer & information Sciences(IICAI)Pune Dec-07 200050515253548 th Joint Annual Conference of Indian EpilepsyAssociation & Indian Epilepsy Society Econ – 200723 rd ANNUAL conference of Indian RheumatologyAssociation (IRACON)15 th International Conference on surface modificationof materials by Ion Beams (SMMIB – 15)International Astronautical Congress (IAC) &International Space Research Organization (ISRO)35 th IPS -35 th Indian Prosthodontic SocietyConference - Army DentalMumbai Oct-07 1700Khajuraho Oct-07 1500Mumbai Sep/Oct’ 2007 2000Hyderabad Sep-07 2500New Delhi Sep-07 75055 IEE -International Elevators & Escalators Expo Mumbai Feb-07 200AOI’s 2 nd International Congress & ExhibitionNew Delhi Feb-07 35056 Implantology - Lets keep it SimpleMemberships & AccreditationsCox and Kings is a member of almost all major International Trade Associations. These include:11

Cox and Kings MICE TeamCox & Kings has a culture that nurtures talent and believes in diversity. The team is a blend of experiencedprofessionals and dynamic youth from conference, meetings and hospitality industry. The team is involvedat all levels to ensure seamless delivery of an event.Mr. Vikas KhannaMs. Carolina FernandesMr. Harendra SinghMr. Debraj ChaudhuriMs. Devika SoodMr. Rahul ChopraMr. Vikram Singh ChauhanMr. Pankaj UmraoMs. Parul PariharMr. Ashwin PanwarMr. Sandeep DuttaMr. Deep Kumar YadavMr. Bharat UpretiMr. Avnish KandwalMr. Pravesh GabaMs. Radhika AroraSr. General Manager – MICESr. ManagerManagerDy. ManagerDy. ManagerDy. ManagerTeam LeaderTeam LeaderTeam LeaderTeam LeaderSr. ExecutiveSr. ExecutiveSr. ExecutiveExecutiveExecutiveExecutiveContact person for all your queries:Sarah LakshmanHead of Sales – UK & IrelandCox and Kings LimitedTel: +44 (0) 1483 861998Email: sarah.lakshman@coxandkings.comwww.coxandkings.com12