PROFILE Cox & Kings Limited Kamal Cinema Commercial Complex, Block No A&B, Safdarjung Development Area, New Delhi 110029 E-Mail india@dudmc.com Website www.coxandkings.com 1
An Introduction Cox & Kings Limited (CKL) is the longest established travel company in the world since 1758 and in December 2009 successfully listed on the stock exchange in India. Its distinguished history began when it was appointed as general agents to the regiment of Foot Guards in India under the command of Lord Ligonier 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 travel related services, employing over 1,400 professionals and headquartered in India. The business can be broadly categorised as Leisure Travel, Corporate Travel, MICE, Trade Fairs, Visa Processing and foreign exchange. Cox & Kings has a broad Horizon with a network of 14 offices in India, 11 International offices and 44 associate 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 Kings Cox and Kings Conference events are result of extensive planning and considerable research and ensure the most comprehensive travel experience. We are experienced to provide end-to-end services for any event. 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 can efficiently fuse modern amenities with local, this division is powered by a high-end platform of Information Technology that offers super-fast error free processing. Range of Conference Services Conference and Congress Meets As Professional Conference Organiser (Conference Associate Partner) As Official Travel Partner (Travel Related Services) Business Meets Event Management Seminars Exhibitions Product Launches Incentives 2
Scope of our Services Creating Project Plan We assist in creating a full project plan with the given framework of the conference. The project plan draws a guideline to fit all the aspects of organizing an event into an orderly framework. The plan monitors the progression of tasks and ensures on schedule delivery of services. Cox and Kings define the staff responsible for delivery of the project. Marketing & Promotion Our marketing and communication strategy will work to create awareness about the conference leading to engage participation of potential delegates through effective and cost efficient marketing tools. Cox and Kings will be involved in promoting the event through advertisements in leading dailies at both local and regional level, International on line industry portals, Conference website, E-mail marketing, Web 2.0, press conferences and releases. Administrative Management Financial Planning and Budgets Budgeting 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 fees and targets to ensure success. Cox and Kings believe that the foundation to any relationship lies in trust. We work with complete transparency and in confidence to benefit the client. Website Development Domain name registration, booking of space and designing of the website will be done by Cox and Kings and this will be the main point of sale for the conference. The website will carry the event branding, include information on all services offered to the delegates e.g. registration, important dates, accommodation, tours, location etc. In order to improve the visibility of the Conference we will apply for Search Engine Optimisation. Managing Conference Secretariat Cox and Kings will assist the Organising Committee with managing the conference secretariat, structuring the scientific program, technical exhibition, sponsor packages, supporting programs, social events as well as create a comprehensive system for accepting, reviewing and finalizing abstracts. The secretariat will also coordinate with each of the speakers to facilitate their attendance to the Conference, arrange their hotel accommodation, send visa invitation, and provide travel and transportation and other logistical support. 3
PR & Media Coordination Press conferences are very important to carry the message of the conference to the target audience through the proper media. Cox and Kings will identify and appoint a qualified PR Agency to evaluate requirement and raise the profile of the Symposium. We will undertake the following activities for media events/ press conferences: Selection of venue for the press conference Coordinate with the PR agency for coverage of the Symposium Preparation of Press Kit and Press Release Arranging personal interviews with Key Speakers and Guests Post event promotion and media management Venue Selection & Accommodation Management The selection of venue is very crucial to the success of an event. Our experience in understanding the challenges 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 an analysis of accommodation requirements and recommend number of rooms across various category of hotel, location, standard of service and rate expected. Technical Support Audio Visual and Technical Coordination Cox and Kings will plan and recommend the audio visual equipment that will be required for the event. All equipments provided are state-of-the-art and uses the latest technology. A team of qualified and competent technical staff will carry out the installation and operate the equipments to ensure a seamless running of the event. Signages Cox and Kings will develop a theme for the Symposium and identify sigange locations and assess required number of signages to be set up. Signages will include: Backdrops at plenary and workshops Welcome banners Day s program Direction signage Exhibition Management Exhibition being an important part of any industry conference, we help the organizers with planning and conceptualizing to promote exhibition options. Cox and Kings can assist in developing a marketing plan to sell space, prepare necessary documentation, create exhibition layouts and floor plans, design and fabricate exhibition stands. 4
Interpretation and Translation Services We can provide interpretation services from small seminars to large conventions, maintaing the same quality level in one or multiple languages. The Digital Interpretation System uses latest technology DSSS system and is free from any kind of disturbances of any other frequency like mobile phones or Walky Talky. We also provide simultaneous interpretation services for meetings, conventions, and seminars of all sizes by professional interpreters having technical knowledge in the subject of the conference. Report Writing and Publication Cox and Kings can engage a team of energetic professionals with strong background in research, writing, publishing, media, and management for your internal and external information dissemination (communication) needs of your conference. Competent professionals with diversified skill-sets are drawn from various sectors to assimilate information and submit a comprehensive proceedings report of the event. Logistics Management Arrival Reception and Farewell Services Cox and Kings will obtain necessary clearance from the airport authorities for setting up of facilitation counter inside the arrival terminal of the airport. The counter will have dedicated personnel at all times to ensure that delegates arriving for the conference are provided assistance from the time of their arrival. Our representatives will ensure that all delegates are met and escorted to their waiting cars or coaches and transferred to their hotels. Transport Arrangements Cox and Kings will also arrange for shuttle service from the conference hotels to the conference venue. Detailed transport plan for the entire event will be drawn and required number of coaches be blocked. The schedule of the daily shuttle service between the hotels and the conference venue will be given to all the delegates and also displayed at the facilitation counters located at the hotels and the venue. A transport assistance counter will also be set up at the Conference venue during the event. Air Travel Arrangements Special air travel packages could be arranged from major points of origin of the participants. Details of the packages will be mailed to all prospective participants and posted on the website. 5
On-Site Support Registration Management On the days of the conference, on-site registration management will also be undertaken by Cox and Kings. The Registration process will capture the delegate data in the format desired by the Organiser. The Registration desks will be equipped with computers, printers and operators for handling queries related to registration. Manpower assistance Cox and Kings will provide assistance in selecting professional staff and hostesses for the event from a professional agency. The on site staff would be in charge of handling the registration, directing the delegates to the correct halls, manage the stage during inaugurals sessions, meetings sessions, presentation of bouquets and mementoes to speakers as well as handle mikes during Q&A sessions Medical Aid and Emergency Service Cox and Kings will partner with one of the leading medical hospitals as the official medical service provider during the event. Doctor and paramedics will be available at the venue for the entire duration of meeting along with ambulance with life support equipment and medicines. Master of Ceremonies Cox and Kings will recommend professional Master of Ceremonies who is well versed with the nuances of conducting International and Ministerial events. The Master of Ceremonies will initiate each of the sessions and also ensure adherence to session time. Speaker Preview Room A business centre will be set up on site for the use by the secretariat for communication and as a preview room by the speakers. It will be well equipped with computers, printer, photocopiers, telephone lines and internet facility will be set up at the venue to meet any requirement of the delegates. 6
Entertainment Planning and Thematic Evening Cox and Kings will organize memorable social evening with entertainment. We will suggest the theme and venue for each dinner and ensure the smooth translation of the entire theme to a reality. We assist with creative 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 as licenses are procured prior to the programme. Spouses and Accompanying Persons Program While the delegates would be busy with the technical side of the conference, the spouse would also be entertained by being taken for some sightseeing activities, cultural tours, spa activities, cooking demonstrations or shopping tours, depending on the choice of the client. 7
Pre and Post Conference Tours Our Pre and Post Conference tours are designed to give the participants a brief insight to the rich history and cultural diversity of our country. These tours are planned to suit the profile of the participants, the season during which the conference is scheduled and the local attractions of the place. 8
Why Cox and Kings Cox & Kings caters for all aspects of Conference organizing, Business Meetings, Event Management, Seminars, Exhibitions, Product Launches and Incentives. The range and diversity of our conferences covers Healthcare, Science & Technology, Trade Associations, Financial Institutions, Hydro Power & Energy Resources sector. Every program is thoroughly researched and fashioned to suit the specific requirements of our client and every detail handled with care, right from the pre event preparations, during the event itself and through to post event settlements. Extensive planning and considerable research ensure the most comprehensive & memorable conference for all our clients. Key advantages One stop travel shop offers full range of services under one roof. With a dedicated staff of 400 people continuously engaged in offering quality services round the clock Proactive management strategies are another reason for our accomplishments. These has been instrumental in eliminating operational mishaps and conducting seamless event Extensive industry knowledge, better buying power, favorable terms and stronger negotiating skills Emphasis on effective and prompt communication Hands on knowledge of the destination, local environment and customs Strong relationship management with hotels and key suppliers. The in house contracting team helps in procuring the best rates from the suppliers, hotels, transport, airlines or other miscellaneous agents and form the nucleus of every successful event 9
Our Conference Experience (Last 05 Years) S.NO NAME OF CONFERENCE VENUE CITY YEAR ATTENDEES 1 India Water Week 2012 New Delhi April 2012 200 2 International Conference on Biometrics New Delhi March 2012 200 3 UNDP Manav Vikas Awards New Delhi March 2012 200 4 NCMRWM, Ministry of Earth Sciences, Govt. of India New Delhi March 2012 50 5 Fortis International Liver Summit 2012 Chandigarh March 2012 500 6 Emergency Medical Services 2012 AIIMS New Delhi February 2012 1000 7 Pregvax Conference 2012 New Delhi January 2012 70 8 MALSIG Conference New Delhi January 2012 70 9 UNDP National Conference of GOI UNJP on Convergence Delhi December 2011 200 10 Fine Food India 2011 Delhi December 2011 11 International Conference on Business and Economic Issues Delhi December 2011 150 12 3i s Investors Meet Delhi November 2011 140 13 UNDP National Conference on Human Resource Management Delhi November 2011 100 14 UNDP Empowering Lives through MGNREGA Delhi November 2011 200 15 UNDP Conceptualizing Inclusive Growth Conference Delhi October 2011 100 16 Intertraffic INDIA 2011 Delhi October 2011 1000 17 IGAL 2011 Chandigarh October 2011 150 18 J&J Star by Immersion Lab Mumbai & Bangalore September 2011 50 19 Asian Development Bank Workshops Delhi August September 2011 20 Doctors Meet by Pfizer Delhi August 2011 100 21 Science First Communication Mumbai July 2011 200 22 Immersion Lab Delhi May 2011 30 23 24 25 26 AFA Forsakring International Conference on Relevance of Policy Reforms on Development: Challenges before Emerging conomies by Jamia Millia Islamia University Japan Educational Seminar UNIFEM: Promoting Women s Political Leadership & Gender Responsive Governance in India & South Asia Mumbai & Bangalore 500 April 2011 30 New Delhi Feb-2011 500 New Delhi & Bangalore Jan-2011 450 New Delhi Nov-2010 150 27 28 29 30 IHS - HAL Aerospace & Defence Conference 2010 Bangalore Nov-2010 150 UNDP SSPHD Workshop New Delhi Oct-2010 70 ISRM International Symposium & 6 th Asian Rock Mechanic Symposium New Delhi Oct-2010 200 IAEVG JIVA Conference Bangalore Oct-2010 150 10
31 32 Immersion Lab Mumbai Sep-2010 40 ARDF Summit New Delhi Aug-10 100 33 34 35 36 Ugandan Police Force Mumbai Jul-2010 100 AIF Capital Investors Conference WANO World Association of Nuclear Operators (NPCIL) ICOFFS- International Conference on Oil, Fats, Fuels, and Surfactants New Delhi & Ahmedabad Apr-2010 50 New Delhi Jan-Feb 2010 700 New Delhi Dec-09 500 37 World Hydrogen Technologies Convention ( WHTC) New Delhi Aug-09 500 38 AICC-RCOG 2009 (UK) Delhi Feb-Mar 2009 700 39 40 International symposium on standards for ultra high voltage transmission 2 nd Cardiovascular Control Conference Delhi Jan-09 500 Mahabalipuram, Chennai Dec-08 200 41 Asia Golf Industry Show 2008 Delhi Nov-08 50 42 World Tunnel Congress & 34 th General Assembly of ITA-AITES Agra Sep-08 800 43 Perforator Flap Course Coimbatore Sep-08 180 44 Asian Breast Cancer Congress (ABCC) Delhi Feb. 2008 200 45 Maternal Fetal Medicine / Apollo Hospital Delhi Jan. 2008 700 46 47 YPO- India University Conference Young Presidents Organization International Conference on Opportunistic Pathogens (ICOPA) Mumbai Jan Feb 2008 750 Delhi Jan-08 300 48 Third Indi-US Workshop on Green Chemistry Delhi Jan-08 150 49 Indian International Conference on Artificial Intelligence - Computer & information Sciences (IICAI) Pune Dec-07 2000 50 51 52 53 54 8 th Joint Annual Conference of Indian Epilepsy Association & Indian Epilepsy Society Econ 2007 23 rd ANNUAL conference of Indian Rheumatology Association (IRACON) 15 th International Conference on surface modification of materials by Ion Beams (SMMIB 15) International Astronautical Congress (IAC) & International Space Research Organization (ISRO) 35 th IPS -35 th Indian Prosthodontic Society Conference - Army Dental Mumbai Oct-07 1700 Khajuraho Oct-07 1500 Mumbai Sep/Oct 2007 2000 Hyderabad Sep-07 2500 New Delhi Sep-07 750 55 IEE -International Elevators & Escalators Expo Mumbai Feb-07 200 AOI s 2 nd International Congress & Exhibition New Delhi Feb-07 350 56 Implantology - Lets keep it Simple Memberships & Accreditations Cox and Kings is a member of almost all major International Trade Associations. These include: 11
Cox and Kings MICE Team Cox & Kings has a culture that nurtures talent and believes in diversity. The team is a blend of experienced professionals and dynamic youth from conference, meetings and hospitality industry. The team is involved at all levels to ensure seamless delivery of an event. Mr. Vikas Khanna Ms. Carolina Fernandes Mr. Harendra Singh Mr. Debraj Chaudhuri Ms. Devika Sood Mr. Rahul Chopra Mr. Vikram Singh Chauhan Mr. Pankaj Umrao Ms. Parul Parihar Mr. Ashwin Panwar Mr. Sandeep Dutta Mr. Deep Kumar Yadav Mr. Bharat Upreti Mr. Avnish Kandwal Mr. Pravesh Gaba Ms. Radhika Arora Sr. General Manager MICE Sr. Manager Manager Dy. Manager Dy. Manager Dy. Manager Team Leader Team Leader Team Leader Team Leader Sr. Executive Sr. Executive Sr. Executive Executive Executive Executive Contact person for all your queries: Sarah Lakshman Head of Sales UK & Ireland Cox and Kings Limited Tel: +44 (0) 1483 861998 Email: sarah.lakshman@coxandkings.com www.coxandkings.com 12