Page 2. About the AwardsPage 3. Categories & Prizes Page 4. The Judging Panel Page 5. Judging Criteria Page 6. Terms and Conditions Page 7. How to Enter Page 8. GuidelinesPage 10 RegistrationPage 11-33 Questions

About the Awards

These Awards recognise hotels and venues that demonstrate excellence throughout the customer’s experience and have a passion for ensuring that every event achieves the maximum possible success.

The Awards will focus on the standards of hotels and venues and level of service provided to MICE organisers. We recognise and acclaim star performers whose efforts support the customer when organising an event.

The winners’ methods will be promoted as potential industry standards for the MICE business segment. These Awards are fast becoming a recognised industry benchmark.

Categories

• Dedicated Venues (without accommodation)• Venues and Hotels that accommodate groups of 10 - 100• Venues and Hotels that accommodate groups of over 100

Prizes

• MPI Global Training Programme• Invitation to the HelmsBriscoe Annual Business Conference 2012• A Jaguar Track Day courtesy of Grass Roots

Further prizes will be donated by Condé Nast Johansens Preferred Partners

The Judging Panel

The panel is made up of a combination of experienced buyers, MICE specialist hoteliers, MICE industry experts and two representatives of Condé Nast with vast experience in event organisation.

HelmsBriscoe, Carole McKellar, Executive Director, EuropeGrass Roots, Alan Newton, Global Supply Chain Director – EventComMPI, Didier Scaillet, Chief Development OfficerCondé Nast Publications, Michelle Russell, Events Director, GQ & GlamourCondé Nast Publications, Fiona Patrick, Client Services Director, Johansens

Judging Criteria

The Judging Panel will be looking for Venues and Hotels that exceed their expectations and

demonstrate industry excellence.What makes a winner?• You understand the challenges your client faces when organising a MICE event

and you do your utmost to make it as easy as possible for them• You understand the importance of the client’s event to their own business and you

reflect that through the method of your service delivery• You offer unique value that allows the client to single you out amongst your

competition• You demonstrate high standards of excellence at every stage of the MICE client’s

customer journey• You demonstrate a clear and precise understanding of how requirements differ

amongst the various categories of MICE events• You constantly invest in improving your performance through customer feedback

and staff training

The Judging Panel’s decision will be final. Information related to the chosen winners will be

embargoed until the Condé Nast Johansens 2012 Awards in November 2011.

Terms and Conditions

• All information will be treated as confidential and will solely be used for judging the 2012 Condé Nast Johansens Most Excellent MICE Awards 2012

• Entry is free and open to all current Condé Nast Johansens recommendations with MICE facilities

• Only one entry per property will be accepted• To qualify, all entries must be accompanied by a copy of the

property’s sales collateral• All entries must be received by September 9th 2011• Proof of posting cannot be accepted as proof of delivery• Winners should accept the terms and conditions of prizes• Winners will be responsible for travel insurance and all other

incidentals.• No cash alternative or substitution to the prizes are offered• The judges’ decision is final

How to Enter

Firstly; please answer all questions in this Application Form and return to nicola.brooke@condenast.co.uk by Friday 9th September. If the file is large, please send it back via www.wetransfer.com

Secondly; please send a copy of the sales pack and promotional tools you would normally send to a MICE organiser to: Nicola Brooke, Condé Nast Johansens, 6/8 Old Bond Street, London, W1S 4PH. For those that entered last year, we would encourage you to enter again. Judges are eager to learn of your developments!

Guidelines

• MICE denotes Meetings, Incentives, Conferences and Events of a business nature. Do not include results related to personal banqueting events such as weddings, anniversaries or birthday parties

• For Dedicated Venues (properties without accommodation), a MICE group must consist of ten delegates or more, using a meeting and/or food and beverage facility and related service

• For Venues (with accommodation) and Hotels, a MICE group must consist of a minimum of ten bedrooms, using a meeting and/or food and beverage

• When answering the questions, please consider the requirements, information and experience that the MICE organiser is seeking

QuestionsPlease complete all questionsAll information submitted will be treated with the strictest confidence

Property Details:

Name of property: ……………………………………………………………………………Address: ………………………………………………………………………………………Website: …………………………………………………………………………

Which Condé Nast Johansens Guide/s is your property recommended in? Please highlight as appropriate:

Hotels & Spas, Great Britain & IrelandSmall Hotels, Inns & Restaurants, Great Britain & Ireland Hotels & Spas, Europe & The MediterraneanHotels & Spas, The Americas, Atlantic, Caribbean & PacificLuxury SpasRecommended Venues

Contact details:Name:………………………………………………..Position: ……………………………………………..Telephone:……………………………………………Mobile:……………………………………………….Email Address: ………………………………………..

Registration

Which Award Category are you applying for? Please highlight one option only:

Dedicated Venues (without accommodation)Venues and Hotels that accommodate groups of 10 - 100Venues and Hotels that accommodate groups of over 100

What percentage (%) of your revenue is generated by the MICE segment? Dedicated Venues should calculate this on overall revenue. Venue and Hotel applicants should calculate using net room revenue.

2008…………………..%2009 ………………….%2010…………………..%

What percentage of your property’s actual annual occupancy is generated specifically by the MICE segment?

2008…………………..%2009 …………………..%2010…………………...%

What percentage of your MICE business is represented by each of the following sub categories?

Dedicated Venues should calculate this based on revenues. Venues and Hotels should calculate this based on room nights.

• Meetings:………………………………………..%(Meetings comprising 10 – 20 people including meals and coffee breaks)

• Incentives:…………………………………………%(Activities related to incentivising or rewarding delegates for their performance)

• Conferences:……………………………………….%(Meetings comprising 20 or more people including meals and coffee)

• Events:…………………………………………….%(A purely business related event such as a product launch, company staff party or press presentation. Please do not include banquets of a personal nature such as weddings, anniversaries or birthday parties)

• What % of your sales & marketing budget is allocated to the MICE Market?

2008…………………..%2009 ………………….%2010…………………..%

• What percentage of your MICE business is generated by each of the following client types? Dedicated Venues should calculate this based on revenues. Venues and Hotels should calculate this based on room nights.

Pharmaceutical:…………………………………………………%Financial:……………………………………………………….%Automobile:…………………………………………………….%Telecommunications:……………………………………………%Legal:……………………………………………………………%Retail:……………………………………………………………%Other, please specify:…………………………………………….%

Q1. Sales Strategy & Resources(This section focuses on your sales action plan and the team’s structure and resources)

A. Please describe your typical annual MICE sales strategy. Ensure enough detail is included on the resources you dedicate to MICE and the actions you plan and enforce for the judges to be able to evaluate the effort without of course sharing any information confidential to your business. If you are entering these Awards for the second time, please give details of any changes, development/s over the past year.

B. Please provide an organisation chart of your existing sales team. Judges will take the size of the property into account. No names are required. Simply include the titles denoting the area of responsibility.

C. Having posted us a copy of the sales pack and promotional tools you would normally send to a MICE organiser, please explain the promotional tools you actively use, whether hard, soft copy or web based in as much detail as possible.

D. Which languages can your sales team communicate in (written and spoken)?

Q1. Answers We encourage you to answer the questions in as much detail as possible

Q2. Marketing / Promotions / Media ToolsThis section focuses on how you generate awareness and MICE requests for your property.

A. Please describe how you generate MICE requestsB. How do you establish your target audience? E.g. MICE databaseC. What marketing & promotional actions do you take, how often and

when?D. What media tools do you use such as web advertising, social media,

newsletters, special offersE. What presence do you have on the national and/or international

MICE arena such as fairs and workshops?F. Please cover any additional activities you undertake to generate

awareness of your property to the MICE market such as partnerships with associations and /or professional MICE agencies and networks you are members of

G. Please submit your best four pieces of evidence backing up the details you provide, such as copies of web pages, links to web pages, copies of media activities published, directory listings, event participation, related awards, newsletters

Q2. Answers We encourage you to answer the questions in as much detail as possible

Q3. Enquiry Process Client handling is vital. This is the way in which your team interacts with the typical MICE customer from the initial request up until the departure of

the group or event.

A. Please describe your processes and procedures following the moment a potential MICE customer contacts your business with their first ‘Request For Proposal’ (RFP). Please ensure the description covers every step of the MICE customer journey when dealing with your property.

If it helps, feel free to answer the question in the form of an imaginary case study.

Notes

i. The judges will evaluate the standards of your processes, procedures, information and materials you provide when dealing with a MICE client from the RFP until the group arrives.

ii. They will be establishing the extent of your interaction with the client throughout the entire journey.

iii. Any materials you can provide that help the judges substantiate your processes will be reviewed and used to facilitate the judicial process.

iv. You may also wish to explain what you do when it becomes obvious that a request is not going to convert whatever the reason.

Q3. Answers We encourage you to answer the questions in as much detail as possible

Q4. Facilities / Location / Services This section focuses on the location, facilities and unique services your property offers the MICE client.

A. Where is your property located?B. What are the advantages and disadvantages of your location and

product? C. How does a local, national or international client reach you? D. What are the major transport links and how far are they from your

location?E. Please include a full description of your facilities with special focus on

those important to a MICE client. F. Please include a floor plan and an idea of where the MICE facilities are

located in relation to the rest of your property. G. Please include capacities, location and flexibility of your MICE spaces. H. Please list and describe all unique services on offer to your MICE

clients, from food and beverage, outside catering, audio visual and communications.

I. Please provide any additional information you deem relevant to the MICE client not covered in H. This includes any extra services whether they are provided by yourselves or by external parties. Please specify your minimum service promises for these services.

Q4. Answers We encourage you to answer the questions in as much detail as possible

Q5. Event Organisation This section focuses on the service standards, materials, processes and support offered to a client during

their MICE event. Please offer any descriptions and evidence you feel relevant to the above.

A. In what way are your service standards relevant to the organisation of a MICE event?

B. What processes, materials and support do you make available to the client?

C. Who provides this support to the client? E.g. dedicated event co-ordinator.

Q5. Answers We encourage you to answer the questions in as much detail as possible

Q6. Knowledge & Training Product knowledge (venue and facilities) and staff training are fundamental in delivering excellent service to a MICE

organiser

A. Please describe your procedures for ongoing product knowledge and training within your client facing MICE staff.

B. Please also include details of any development for sales office staff responsible for handling MICE enquiries.

Q6. Answers We encourage you to answer the questions in as much detail as possible

Q7. Customer Feedback / Standard Monitoring Processes

A. Please describe how you monitor and collect your MICE client feedback.

B. Please also describe how you act upon the feedback

Testimonials submitted here or posted with your sales pack will be taken into account.

Q7. Answers We encourage you to answer the questions in as much detail as possible

Q8. Post Event Process/esA. What, if any, contact process/es do

you have with your client after their event ends and they depart?

Q8. Answers We encourage you to answer the questions in as much detail as possible

Q9. Innovation

A. Do you think your business should be recognised as an innovative market leader as a result of the products, services and processes you offer to the MICE client?

B. If so, please explain what it is that you believe gives you the cutting edge?

C. Please explain how it benefits clients.

Q9. Answers We encourage you to answer the questions in as much detail as possible

Q10. Corporate Responsibility

A. What environmental initiatives does your company undertake? Please describe them in as much detail as you wish.

B. What charitable initiatives does your company undertake? Please describe them in as much detail as you wish.

Q10. Answers We encourage you to answer the questions in as much detail as possible