Meetings
20 – 300 delegatesBoard meetings, partner sessions, project kick-offs and roadshows. We cover meeting rooms, AV, booth interpretation, catering breaks and transfers — including briefs confirmed at two weeks' notice.
For corporate clients
MICE & Corporate Events
Meetings, incentives, conferences and exhibitions — from 20 to 2,000 delegates
Victoria Tour runs corporate MICE programmes end to end: venue sourcing and rate negotiation, delegate logistics, stage production, gala dinners and team building, closing with a line-by-line reconciliation and a delegate feedback report. One accountable team from the first brief to the final invoice.
120+
Programmes a year
Conferences, incentives, galas
2,000
Delegates at our largest event
Delivered on the ground
30
Destinations covered
Vietnam, Asia, Europe
24h
RFP response time
Business hours
What we deliver
Four programme types we run
Incentives
50 – 800 delegatesReward trips for sales teams, agents and distributors. Every itinerary is built around your message: awards nights, exclusive experiences and branded gifting.
Conferences
200 – 2,000 delegatesCustomer conferences, annual conventions and industry symposiums. Full staging, audio, lighting, LED, delegate registration and rooming-list management.
Exhibitions & events
Booths · Launches · GalasBooth design and build, product launches, gala dinners and anniversaries — including permits, safety planning, hostess crew and event filming.
Capacity by scale
Where does your group sit?
Minimum lead time runs from budget approval. In peak season, allow another 2–4 weeks.
20–50
pax
Small group
- Venue
- 4–5 star hotel meeting rooms
- Lead time
- From 2 weeks' lead time
- Crew
- 1 on-site coordinator
50–200
pax
Mid-size group
- Venue
- Buy-out resort or hotel ballroom
- Lead time
- From 4 weeks' lead time
- Crew
- 2–3 coordinators + logistics crew
200–500
pax
Large group
- Venue
- Convention centre + multiple hotels
- Lead time
- From 8 weeks' lead time
- Crew
- Core team of 5–8 with a dedicated operations room
500–2,000
pax
Convention scale
- Venue
- National convention centre, charter flights
- Lead time
- From 12 weeks' lead time
- Crew
- Team of 12+ on 24/7 shift rotation
How we work
Six steps, one accountable contact
Every step has a concrete deliverable, so your team always knows exactly where the programme stands.
-
01Day 1
Brief intake
We clarify objectives, delegate numbers, budget band and fixed dates. NDA signed on request.
-
02Day 2 – 5
Sourcing & proposal
Two to three venue options with negotiated rates, a draft run-of-show and a side-by-side comparison. Site inspection arranged if needed.
-
03Week 2
Budget & contract
Line-item budget, explicit cancellation terms, contract signing and full VAT invoicing.
-
041–8 weeks out
Production & rehearsal
Minute-by-minute run sheet, rooming lists, collateral design, staging build and a full rehearsal with your team.
-
05Event days
On-site delivery
Our crew is on site with contingency plans for weather, medical and technical failures. One single point of contact for you.
-
06Within 7 days
Reconciliation & report
Line-by-line reconciliation against the approved budget, plus a delegate survey report and the full photo/video set.
Selected work
Real briefs, real delivery
450 delegates
Da Nang, Vietnam
2025
Fast-moving consumer goods
Annual customer conference
Japanese FMCG group (anonymised on request)
- Challenge
- 450 delegates from 9 countries, confirmed only 7 weeks out, in peak season — no single hotel had enough rooms in one category.
- Solution
- Split accommodation across 3 hotels within 800m, ran a shuttle every 10 minutes and staffed a 24/7 operations room. Booth interpretation in 3 languages, QR-code delegate check-in.
- Result
- Plenary attendance 96%, delegate satisfaction 4.7/5, and 6% under the original budget after renegotiating block room rates.
180 delegates
Phu Quoc, Vietnam
2025
Financial services — Insurance
Sales incentive trip
Life insurance company (anonymised on request)
- Challenge
- 180 delegates including overseas agents, a fixed per-head budget, and an awards night that had to be live-streamed back to head office.
- Solution
- A full resort buy-out so no leisure guests were mixed in, a beach stage with a backup 4G uplink, and branded gifting. Delegates flying direct qualified for the 30-day visa exemption.
- Result
- The live stream ran without a drop, every international delegate entered visa-free, and the whole group's visa processing cost was removed from the budget.
900 delegates
Hanoi, Vietnam
2024
Manufacturing — Industrial
Anniversary ceremony & gala dinner
Domestic manufacturer (anonymised on request)
- Challenge
- 900 guests — executives, partners and the full factory workforce — all to be seated within 40 minutes, against a fixed broadcast slot.
- Solution
- Twelve check-in counters split by guest group, a minute-by-minute run sheet, and two technical crews working in parallel so the switch from ceremony to banquet took 8 minutes.
- Result
- Every guest was seated in 34 minutes, the programme closed on the exact scheduled minute, and edited photo and video were delivered in 5 business days.
Venues
All destinations
Capacity at the venues we work with most
| Venue | City | Hall capacity | Meeting rooms | Guest rooms |
|---|---|---|---|---|
| JW Marriott Hanoi Pillarless grand ballroom, next to the National Convention Centre | Hanoi | 1,000 | 16 | 450 |
| Ariyana Convention Centre Host venue of APEC Leaders' Week 2017 | Da Nang | 2,500 | 20 | — |
| GEM Center District 1 event centre, well suited to product launches | Ho Chi Minh City | 1,200 | 8 | — |
| Vinpearl Resort & Spa Nha Trang Bay Island buy-out option, strong for outdoor galas | Nha Trang | 800 | 12 | 546 |
| InterContinental Phu Quoc Long Beach 30-day visa exemption for international delegates flying direct | Phu Quoc | 700 | 10 | 375 |
| Sheraton Saigon On Dong Khoi, walking distance to most overflow hotels | Ho Chi Minh City | 600 | 9 | 280 |
| Queen Sirikit National Convention Center A default choice for Southeast Asian regional conferences | Bangkok | 2,000 | 24 | — |
| Marina Bay Sands Expo & Convention Centre Best fit when the conference comes with an exhibition floor | Singapore | 1,500 | 30 | — |
Capacity is theatre-style. Final numbers depend on staging and emergency-exit layout, confirmed at site inspection.
Sample programmes
Frameworks to start the conversation
Client feedback
From the people who signed off
“What we needed most was one accountable contact. When the stage power failed just before the opening, their crew fixed it in six minutes and we never had to call anyone else.”
“Their budget showed the management fee separately, so our procurement team could compare it like for like against two other bidders. That is why it cleared approval quickly.”
“The reconciliation matched the approved budget line by line and arrived in six days. For us that was the biggest difference from the agencies we had used before.”
Next step
Send your brief, get a proposal in 24 hours
You do not need every detail yet. Delegate count and rough dates are enough — a MICE specialist will call to work through the rest.
- Line-item budget Management fee shown separately, not buried in unit prices
- Contract and full VAT invoicing Everything your finance team needs to book the cost
- One single point of contact From the first brief to the final invoice
FAQ
Contracts, payment and what is included
Not seeing your answer? Call the hotline or send a brief — we reply within 24 business hours.
Contact a specialistHow far in advance should we book a MICE programme?
It depends on size: 20–50 delegates need at least 2 weeks, 50–200 need 4 weeks, and anything above 200 should be booked 8–12 weeks out. In peak season (December and March–April) we recommend adding another 2–4 weeks, as rooms and ballrooms are held early.
Do you issue VAT invoices and sign contracts with our legal entity?
Yes. We sign a service contract with your legal entity and issue full VAT invoices covering every line item. The settlement pack includes the contract, budget annex, acceptance minutes and invoices — everything your finance team needs to book the expense.
What is the payment structure?
Typically 30% on signing to hold the venue, 40% fifteen days before the event, and the remaining 30% after reconciliation. For returning corporate clients we can align with your internal payment cycle.
Are delegates insured?
All delegates are covered by travel insurance at standard limits, upgradeable on request. For programmes involving sports, adventure activities or outdoor team building we add an extended policy and send the insured-list before departure.
What are the cancellation and date-change terms?
Cancellation terms are written into the contract per line item, because venues and airlines each carry their own policy. As a rule: cancel more than 30 days out and anything not yet committed to suppliers is refunded; inside 15 days, retention fees apply. We always try a date change before a cancellation.
Can you handle groups with international delegates?
Yes. We prepare invitation letters and visa documentation, arrange fast-track airport reception, booth interpretation and menus for religious or dietary requirements. Delegates flying direct to Phu Quoc get a 30-day visa exemption — often the cheapest option for a regional group.
What do we receive after the event?
A line-by-line reconciliation against the approved budget, VAT invoices, a delegate satisfaction survey report, and the edited photo and video set — all handed over within 7 business days.
How is pricing calculated?
We quote on a line-item budget — venue, accommodation, catering, transport, production, crew — with the event management fee shown separately rather than buried in unit prices. That lets your procurement team compare bidders like for like.
Start with a 15-minute call
We ask only what we need to draft a first budget — and we will tell you plainly if your timeline does not work.
