Frequently Asked Questions

We recommend booking 3–6 months in advance for optimal availability and pricing. For events with 200+ attendees or complex itineraries, 6–12 months is ideal. That said, we work with last-minute requests on a case-by-case basis—contact us directly to discuss your timeline. Lead time affects venue selection, accommodations, and special requests, so earlier is always better.

There is no strict minimum, but we typically work most efficiently with 50+ attendees. For smaller events (under 50 people), we can still help, though some venues may have minimum spend requirements or setup fees. Intimate gatherings, executive retreats, and VIP experiences are all part of our service offering. Contact us to discuss your specific needs.

Yes. Over 28 years, we have delivered:

• Corporate conferences and summits
• Incentive travel programs and team retreats
• Product launches and exhibition coordination
• Board meetings and executive off-sites
• Destination weddings and celebrations
• Training workshops and seminars
• Hybrid and virtual events with full AV production

Our client roster includes Fortune 500 companies (Chanel, Netflix, Cisco, AstraZeneca, Gates Foundation). We’re happy to provide references and case studies relevant to your event type.

Simply fill out our contact form or email connect@micethailand.net with your event details:

• Event type and objectives
• Preferred dates
• Number of attendees
• Destination and venue preferences
• Budget range (optional but helpful)

We typically respond within 24 business hours with an initial proposal and venue shortlist. For complex events, we may request a brief call to clarify requirements.

Pricing is customised based on your event’s scope. Our fees typically include:

• Planning & coordination: proposal development, site visits, vendor negotiations
• Venue & accommodation: negotiated rates for your group
• On-ground logistics: transportation, registration, AV setup, delegate services
• 24/7 event support: on-site team during your event

What we do NOT include (unless specified in your contract): meals beyond those agreed, optional activities, alcohol, ground transport outside the main itinerary, and insurance (unless purchased separately). We provide a detailed cost breakdown in our proposal.

Typical deposit: 30–50% of the total contract value, due upon signature. The exact amount is outlined in your proposal and contract. The deposit secures your dates, venues, and accommodations with our partners.

Final payment: typically due 30 days before your event.

Cancellation scenarios:

• Cancellation 90+ days before event: deposit forfeited; any additional costs incurred are your responsibility
• Cancellation 30–90 days before: full contract balance may be due (depending on vendor cancellation clauses)
• Cancellation <30 days: full contract value is due; no refunds

We strongly recommend event cancellation insurance to protect against unforeseen circumstances.

We accept:

• Bank transfer (to our Thailand bank account)
• Credit card (Visa, Mastercard, American Express; 2–3% processing fee applies)
• Cheque (payable to MICE The Thai DMC Co., Ltd.)
• Wire transfer (international payments)

Invoice details and banking information will be provided in your contract. For USD or other currencies, we can arrange conversion at prevailing rates.

Yes. We offer volume discounts for:

• Large groups: 300+ attendees typically receive 5–10% savings on per-person costs
• Multi-year agreements: annual events or recurring programs receive preferred rates
• Early payment: paying in full 60+ days before the event may qualify for a discount
• Bundled services: combining multiple event types (conference + gala dinner + incentive travel) often yields better pricing

Contact our sales team to discuss options for your situation.

Examples that trigger additional charges:

• Moving from Bangkok to Phuket (or vice versa)
• Expanding event across multiple provinces
• Changing primary hotel or venue
• Adding new locations or off-site activities not in original itinerary

We will assess the impact and provide a revised quote. Changes requested less than 30 days before the event may incur rush fees or cancellation penalties from vendors.

Yes, but with conditions:

• Attendee increases: usually accommodated if venues and rooms have capacity; no surcharge if within 10% of original headcount. Beyond 10%, surcharges apply.
• Attendee decreases: cancellation fees may apply depending on vendor contracts. Hotel room blocks and catering minimums are typically locked 30 days prior.
• Date changes: requested within 60 days incur change fees (typically 5–10% of affected vendor costs). Changes within 30 days may not be possible depending on venue/vendor flexibility.

We manage these changes with our vendor network to minimise your costs, but early notification is crucial.

Cancellation policy:

• 90+ days before event: deposit is forfeited; any costs incurred with vendors are your responsibility
• 60–90 days before: deposit + 25% of total contract value due
• 30–60 days before: deposit + 50% of total contract value due
• <30 days before: full contract amount due; no refund

Cancellation due to force majeure (natural disaster, pandemic, government restriction) may be negotiated on a case-by-case basis. We strongly recommend event cancellation insurance.

MICE Thailand carries professional liability and general indemnity insurance to cover our operations. We are not responsible for attendee accidents, lost luggage, theft, or event disruptions unless caused directly by our negligence.

We recommend your organisation obtain:

• Event Cancellation Insurance: covers losses if your event is cancelled or postponed (weather, illness, vendor failure)
• General Liability Insurance: covers bodily injury or property damage caused by your event
• Professional Indemnity: if your event involves professional services or expertise
• Participants’ Accident Insurance: covers attendees in case of accidental injury during the event
• Cyber Insurance: if your event involves online registration, streaming, or digital data

We can provide a letter detailing your event scope to present to insurance providers.

Yes. If you request us to purchase insurance on your behalf, we will arrange it and invoice you for the cost. Typical scenarios:

• You ask us to source event cancellation insurance before finalizing the contract
• You want general liability coverage and request us to arrange it
• Your contract requires professional indemnity for our services

We will provide quotes from reputable insurers and seek your approval before purchasing. Insurance costs are non-refundable once the policy is active.

Our liability is limited to the fees you have paid to us for the contract in question. We are not liable for:

• Lost revenue, loss of profit, or business interruption
• Indirect or consequential damages
• Attendee accidents, illness, or personal injury (unless directly caused by our gross negligence)
• Venue or vendor performance issues beyond our control
• Force majeure events (natural disasters, pandemics, government restrictions)
• Lost or stolen personal belongings

Our liability is outlined in full in your event contract. We strongly recommend independent event insurance.

Yes, absolutely. For all events, we provide an on-site coordination team during setup and throughout your event. Team size depends on event complexity and attendee count, typically ranging from 1–10+ staff members.

On-site team responsibilities:

• Venue/setup management and troubleshooting
• Delegate registration and guest services
• AV and technical support
• Transportation and logistics coordination
• Hospitality and catering liaison
• Emergency support and contingency management

A senior event manager is available 24/7 for urgent issues throughout your event.

Thailand’s typhoon season (May–October) requires contingency planning. We:

• Recommend indoor venues during high-risk months, or venues with covered outdoor spaces
• Build contingency time into multi-day itineraries to shift activities if needed
• Source backup venues (indoor, air-conditioned) for critical sessions
• Monitor weather in real-time and adjust on the fly with minimal disruption
• Communicate immediately with your team and attendees if changes are needed

Most events continue as planned; weather rarely causes full cancellation. Rescheduling or moving activities usually incurs minimal extra cost if planned ahead. Last-minute weather changes are covered by your contingency budget.

Yes. For international delegates, we provide:

• Invitation letters for visa applications
• Detailed itinerary and accommodation confirmations
• Guidance on visa requirements by country
• Airport transfer arrangements
• Travel insurance recommendations

Please provide delegate lists 90+ days before your event to allow adequate visa processing time. Visa approval is ultimately the responsibility of each delegate and their home country’s embassy.

AV & Technical Setup Timeline:

• Simple setup (basic projector, sound, microphones): 2–3 hours before event start
• Moderate setup (multiple screens, lighting, professional audio): 4–6 hours before
• Complex setup (hybrid event, live streaming, motion graphics, stage production): full day (or day before) for setup and testing

We provide technical run-throughs and soundchecks before each session. Our AV team is on-site throughout to manage any live adjustments or troubleshooting. SmartAV Lasia (our production arm) brings all equipment; we don’t rely on venue AV.

Yes. We have extensive experience delivering hybrid events (in-person + live streaming) and fully virtual events. Services include:

• Professional video production and live streaming setup
• Multi-camera production and editing
• Platform management (Zoom, Teams, branded streaming portal)
• Virtual attendee engagement tools (polls, Q&A, networking lounges)
• Recording, editing, and post-event distribution
• Technical support for remote speakers and participants

Our production studio in Bangkok can support global broadcasts with up to 10,000+ concurrent viewers. International latency and timezone coordination are managed seamlessly.

Yes. We coordinate professional photography and videography services for all event types. Options include:

• Full-day photography coverage
• Drone footage and aerial cinematography
• Highlight reels and promotional videos
• Professional editing and delivery (digital gallery, USB, or cloud)
• Photo printing or albums if desired

Photography costs are additional and quoted separately. We work with vetted professionals and handle all logistics; you simply approve the style and receive final deliverables.

Absolutely. We source and coordinate a wide range of activities:

• Adventure activities: rock climbing, zip-lining, water sports
• Cultural experiences: temple tours, Thai cooking classes, traditional ceremonies
• Team building: outdoor challenges, escape rooms, scavenger hunts
• Wellness: yoga, meditation, spa retreats, fitness activities
• Dining experiences: themed dinners, private chef meals, culinary tours
• Golf, golf tournaments
• Customised experiences for your specific objectives

All activities are liability-managed, with trained guides and full safety protocols. Costs vary widely; we provide options at different price points and tailor recommendations to your group’s interests and budget.

Yes. We coordinate all F&B (Food & Beverage) for your event:

• Menu design and tasting sessions
• Venue catering or external catering coordination
• Special dietary accommodations (vegetarian, vegan, gluten-free, halal, allergies, religious restrictions)
• Beverage programs (coffee breaks, cocktail hours, wine pairings)
• Themed dinners (Thai, fusion, international cuisines)
• Bar management and beverage service

Catering costs are typically additional to our coordination fee and are quoted per attendee based on menu selections. We secure competitive rates and manage vendor relationships to optimise your budget.