Every question, in one place

Twenty. Below that the fixed costs of a MICE structure spread across too few people and you are paying corporate prices for something a good travel agent could arrange more cheaply. We will tell you that rather than take the booking.

No. We quote and operate the ground programme only. We will hold group seats through an airline group desk if it helps, but ticketing sits with you or your agent.

Forty-five days under 50 delegates, sixty for 50-100, ninety to a hundred and twenty above that. Add a month in the November to March peak.

Foreign nationals entering Phu Quoc are exempt for stays up to thirty days. Conditions apply around routing, and immigration policy can change, so we verify the current position for your specific delegate nationalities at quote stage.

Twenty. Below that, the fixed costs of a MICE structure — coordinators, AV, stage, a dedicated vehicle — spread across too few people and you are paying corporate prices for something a good travel agent could arrange more cheaply.

No. We quote and operate the ground programme only. Air fares move daily and bundling them makes a quote expire within 48 hours. We will hold group seats through an airline group desk if it helps, but the ticketing sits with you or your agent.

Forty-five days for groups under 50, sixty for 50-100, ninety to a hundred and twenty for 100-200. In the November to March peak, add a month to each of those. The constraint is rarely rooms, it is finding a property that has both the rooms and the function space free on the same dates.

Yes. All published rates include Vietnamese VAT and a full tax invoice is issued. Air tickets are excluded and quoted separately.

Currently, resort function spaces reach roughly a thousand banquet guests at the largest properties. The APEC convention centre under construction will take that considerably higher once it is in commercial use after the 2027 summit. For groups within our 20 to 200 range, capacity is not the constraint. Matching rooms and function space at the same property is.

Not usually below 150 delegates, as long as the room can be turned around. A turnaround takes three to four hours and needs to be built into the agenda. Above 150 a separate space or an outdoor gala is generally cleaner.

At the major resorts, generally yes, but it must be tested rather than assumed and a dedicated line should be contracted for anything streaming. We test during the site inspection and specify a backup connection for critical sessions.

Yes: booths, receivers and interpreters. It needs specifying at brief stage because interpreter availability on the island is limited and interpreters usually travel from Ho Chi Minh City or Hanoi.

Four nights is the point where the structure works properly: arrival day, working day with the awards evening, island day, and a free day before departure. Three nights works but you lose the island day, which on Phu Quoc is usually the element with the highest recall.

Yes, and it is the format we would recommend up to around 200 guests. It requires a confirmed indoor fallback, which we call four hours in advance against the forecast rather than leaving it to the last minute.

We handle production: stage, backdrop, lighting, sound, MC and run of show, and we rehearse it with your team beforehand. The award categories, the winners and the speeches are yours. We will tell you if a run of show is too long, because a forty-minute awards segment loses a room.

Collected in the rooming list at fourteen days out. Vegetarian, Halal, gluten-free and allergies are prepared separately and labelled at every meal. For groups with a significant Muslim contingent we will steer venue choice accordingly rather than retrofit.

Four hours before the scheduled start, against the forecast. That is enough time to move the setup indoors and still start on time. Waiting longer means you cannot execute the fallback, which defeats the purpose of having one.

Yes, bilingual English and Vietnamese, briefed on your company, your award categories and the names, including how to pronounce them. Nothing damages an awards evening faster than an MC mangling a recipient's name.

Yes, and for major brand events it often makes sense. We handle venue, permits, power, local crew and logistics while your team runs creative and technical. It needs to be agreed at booking so responsibilities are clear rather than negotiated during setup.

Amplified outdoor sound is subject to local restriction and typically has a curfew. We file the permit application, which needs about four weeks. Plan the loud part of the evening earlier and move to something quieter afterwards.

Half a day for most groups. A full day works when it is an amazing race format with genuine variety, but a full day of beach challenges exhausts people and the last two hours produce nothing. If the brief says full day, we will usually propose half a day of activity and half a day of something else.

Every programme includes non-physical roles that carry real scoring weight: strategy, timekeeping, judging, creative tasks. This is designed in from the start rather than offered as an exemption on the day, which is what makes the difference between inclusion and visible accommodation.

Yes, and it is a good combination: competitive challenges in the morning, community activity in the afternoon. The competitive element gives energy, the community element gives the day a point beyond winning.

Sometimes, but it is not something to plan on. From June to September we would design the programme around an indoor or covered format and treat the beach as the upside if the weather cooperates, rather than the other way round.

Yes. Press handling changes the room layout, with dedicated camera positions, a separate press area and controlled reveal sightlines, and it changes the rehearsal requirement. Tell us at brief stage rather than later; retrofitting press provisions into a finished design rarely works well.

We contract production companies with equipment on the island, and for larger builds we bring specialist equipment from the mainland. Anything shipped in adds two to three days to the schedule and needs to be confirmed at booking, not later.

Fourteen days for the structure, seven days for the detail, and a technical rehearsal the day before. Changes after the technical rehearsal are possible but each one carries risk on the night.

Yes, and it is worth doing for anniversaries and dealer meetings. It requires multi-camera coverage, a tested uplink and a producer dedicated to the remote feed. Treating it as an afterthought produces a stream nobody watches.

It depends entirely on headcount, dates and what the programme is for, which is why we do not publish a fixed list. When you send a brief we come back with named properties, live availability and the specific trade-offs for your dates. A static recommendation list on a website is out of date within a month.

Yes, and above 200 delegates it is often unavoidable. It works when the properties are genuinely adjacent and one hosts all shared meals and the gala. It works badly when there is a transfer involved, because you end up running two programmes with a bus between them.

Ninety days for 100-plus delegates in shoulder season, a hundred and twenty in the November to March peak. The function space usually goes before the rooms do, which surprises people.

Usually, because we contract volume across the year rather than one group. But the larger gain is normally in the terms rather than the headline rate: attrition allowance, release date, complimentary allocation and late check-out are where a group's real money sits.

Yes at the larger Bai Truong resorts, provided the turnaround is contracted. Allow three to four hours and build it into the agenda. The most common failure is an agenda that runs to 17:00 with a gala at 18:30 in the same room.

Technically yes, practically no. From June to September we would plan a ballroom gala and treat the beach as an upside rather than the plan.

Most resorts waive or heavily discount function space hire when the group also books a meaningful room block and food and beverage spend. Standalone hire without accommodation is where you pay full rate. This is worth structuring deliberately.

Yes, and for groups from 120 delegates we recommend one. We arrange access, accompany you and prepare a measured checklist rather than a tour. The cost is normally yours; it is money well spent at that group size.

Yes. These frames exist to show the shape and the reasoning, not to constrain you. Send what you actually want and we will tell you honestly which parts work on this island and which do not.

Substantially. November to March is peak and runs roughly 25-30% above the June to September low season. The season page has the full picture and the trade-offs.

Yes, and it is common for leadership. It needs designing at the start because it affects vehicle allocation, restaurant bookings and coordinator numbers, all of which are sized against a single group by default.

Twenty delegates. Below that we would suggest a bespoke arrangement rather than a MICE package, and the economics genuinely favour that.

Because the spread between a basic and a premium version of the same programme structure is genuinely that wide, and quoting a single number would mean choosing for you. The detailed quote is a fixed number against a specific brief.

Yes, all figures include Vietnamese VAT and a full tax invoice is issued. Air tickets are excluded throughout.

Twenty-five to thirty percent on the total programme, not just accommodation. The trade is that marine activity may be cancelled at short notice. For a conference-weighted programme it is close to free money; for an incentive built around the island day it is a real risk.

A refundable card authorisation is required before we produce a detailed quote. It filters speculative enquiries, since producing a real quote takes two working days of somebody's time, and it is released in full within five days if you do not proceed.

It is our minimum and it works, but be aware that the fixed elements — a stage, a coordinator team, AV — cost the same as they would for 60 people. If the recognition element is not important to you, a well-organised group travel arrangement may serve you better and cost less. We will say so if that is the case.

Partially. Meaningful group rates and complimentary room allocation generally start around 30 delegates. Below that you are closer to individual rates with some concession on the function space.

Rarely. At this size a well-designed dinner with good lighting, a competent MC and a short awards segment usually lands better than a built stage, which can feel oversized for the room. Save the production budget for the venue or the activity.

One guide per 28 delegates and one on-site coordinator, so a group of 40 has two guides and a coordinator. Below 30 delegates a single guide plus the hospitality desk is usually the right structure.

Guides at one per 28 delegates, so three or four, plus one on-site coordinator per 50, and a programme supervisor from 100. At 80 delegates that is three guides and two coordinators, which is what it takes to run waves properly.

Yes, comfortably, in the November to March window. The setup is larger and the power requirement is real, and you need the indoor fallback contracted rather than identified. Above 150 we would start recommending a ballroom.

Yes, at any of the larger Bai Truong or Bai Dai properties. The constraint at 100 is not rooms. It is finding a property with 53 rooms and 220 m² of banquet space free on the same dates, which is a scheduling problem rather than a capacity one.

Two or three, depending on vessel size. We assign delegates to boats rather than letting them choose, because that is the single best cross-team mixing opportunity in the programme and self-selection wastes it.

For a single-property programme with full conference and gala, around 200 to 250 is the practical ceiling today. Beyond that you are looking at two adjacent resorts, or waiting for the APEC convention centre to enter commercial operation after 2027.

Ninety days in shoulder season, a hundred and twenty from November to March. That is not a sales tactic: at this size the number of viable properties is small enough that the good dates genuinely go.

Yes, and above 200 it is often the only option. It works when the properties are adjacent and one hosts all shared meals and the gala. Budget for additional coordinators and a shuttle, and accept that breakfast will run in two places.

At this size we recommend it. A measured inspection — floor plans, pillar positions, load-in route, power, a real internet test — catches problems that no amount of correspondence will. We arrange access and accompany you with a checklist.

For plenary conferences up to about 200 delegates, yes. For agendas requiring several parallel breakout rooms it is currently weaker than Da Nang, because most function space here is one large ballroom with limited secondary rooms. That changes once the convention centre enters commercial use.

Forty-five days under 50 delegates, sixty for 50-100, ninety to a hundred and twenty above that. Add a month in the November to March peak.

The Phu Quoc exemption is broad but immigration policy can change, and there are conditions around how you arrive. We confirm the current position for your specific delegate nationalities at quote stage rather than relying on a page written months earlier.

In specific areas, yes. We choose properties and route transfers away from the active corridors and we will tell you which areas are affected when we quote. It is a real consideration, not a reason to rule the island out.

From first brief to arrival, ninety to a hundred and twenty days is comfortable for a group of 100 plus. It can be compressed to forty-five days for a smaller group in low season, but compression removes options rather than time.

An agency at home manages the relationship and the travel; a local operator holds the contracts and runs the programme. Many groups use both. What you should not do is use an agency that subcontracts to a local operator without telling you, because then nobody owns the day.

Three. Fewer and you have no comparison; more and the quality of each response drops, because operators can tell when they are one of eight and allocate their good people accordingly.

What their cancellation terms are with their suppliers, whether the weather fallback is contracted or identified, and who specifically will be on site during the programme. The answers tell you more than any proposal document.

For an indoor, conference-weighted programme, usually yes: 25 to 30% off the total programme is substantial and you give up little. For an incentive built around the island day, usually no, because you are risking the element the trip exists for.

March, on balance. Peak conditions with slightly easier availability than December to February and marginally lower rates. October is the value pick if you can accept some variability.

Considerably, and it moves with domestic leisure demand rather than the MICE calendar. July and August are wet but expensive to fly to, because Vietnamese families travel then. That combination makes them poor value despite low ground rates.

Conditions usually become reliable in the first half of November and stay that way into late March. The transition weeks at either end vary year to year, which is why October and early November are priced below the peak.

Indoor elements continue. Marine activity stops, and that decision belongs to the authorities rather than to us. We move the programme rather than cancel it, and the contract defines the cost treatment in advance so it does not become a negotiation while it is happening.

Event cancellation cover exists and can include weather triggers. It is worth pricing for high-value programmes with a large fixed production spend. For a standard programme with contracted fallbacks, the cost usually exceeds the exposure.

It is variable rather than uniformly bad. Rain often falls heavily for an hour or two and then clears. The genuine constraint is sea state, which can rule out boats for several days at a stretch. If boats are not central to your programme, June to September is considerably better value than most people assume.

Twenty-four to forty-eight hours out, reliable enough to plan on. Beyond seventy-two hours, treat them as indicative. That is precisely why the decision deadlines are set where they are.

No policy is guaranteed. That is precisely why we verify it at quote stage and again before travel rather than treating it as settled. If it changed, we would tell you immediately and help restructure, but we would not have you discover it at an airport.

That falls outside the island exemption and generally requires a visa, arranged in advance. Delegates need to know this at invitation stage, because arranging it from Phu Quoc after arrival is difficult.

Conference attendance and corporate events are normally accommodated, but the purpose of entry and how it is declared matters. For programmes involving signed contracts, paid work or media production we advise taking proper immigration advice rather than relying on the general exemption.

We are not an immigration agent, but we will provide the supporting documentation a delegate needs — invitation, programme, accommodation confirmation — and point you to people who do this properly.

The exemption is broad, but it has conditions relating to how you arrive and how long you stay, and immigration policy is not static. We verify the current position for your specific delegate list at quote stage rather than asking you to rely on general information.

Within the exemption period and on the island, generally yes. Travelling to the mainland afterwards changes the position entirely and usually requires a visa. Delegates planning that should be told at invitation stage, not on arrival.

Yes, as standard. Other languages need specifying at brief stage because interpreters and specialist guides usually travel from Ho Chi Minh City or Hanoi and availability is limited.

Collect requirements with the rooming list at fourteen days out, then let venue selection follow from the requirements rather than the reverse. A resort whose kitchen is genuinely comfortable with Halal preparation is a better starting point than a resort that will improvise.

We can, and we will, with live availability against your specific brief. What we will not do is publish a static list, because it would be wrong within a month and it would be advertising rather than advice.

Three is right. Below three you have no leverage; above three you spend more time comparing than the difference is worth, and hotels can tell when they are one of eight.

From 120 delegates, yes. Below that, a dimensioned floor plan and a video walkthrough usually suffice. The inspection pays for itself the moment it catches a pillar or a load-in route problem.

Usually the hire is waived or heavily discounted against a meaningful room block and catering spend. Standalone function space without accommodation is where full rate applies, which is worth structuring deliberately.

At the larger Bai Truong properties, typically two to four secondary rooms alongside the main ballroom. If your agenda needs five or more parallel tracks, Phu Quoc is currently the wrong island and Da Nang will serve you better.

Usually waived or heavily discounted against a meaningful room block and catering commitment. Standalone hire without accommodation is where full rate applies, which is worth structuring around.

Yes, and it can work well for a gala. It adds transfers, a second setup and a coordination overhead, so it needs to buy you something real: a distinctive setting, or capacity your hotel does not have.

Three and a half metres is the working minimum for a lighting rig and a standard LED wall. Above four metres you have real freedom. Below three metres, the room will limit the production whatever the floor area says.

Half day for most groups. A full day works for an amazing race format with genuine variety, but a full day of beach challenges produces two hours of activity nobody remembers at the end. If your brief says full day, consider half activity and half something else.

Every programme we run has a written indoor alternative with the venue held, and the call is made the evening before against the forecast rather than on the morning. That is the difference between a contingency and a hope.

Non-physical roles with real scoring weight are designed in from the start: judging, timekeeping, strategy, creative tasks. Building them in beforehand is inclusion; offering them on the day is visible accommodation, which is worse than not offering them.

Yes, and it is a strong combination. Competitive challenges in the morning give energy; the community activity in the afternoon gives the day a purpose beyond winning. It also produces the ESG documentation in the same visit.

For 100 guests with full production, budget roughly USD 48-88 per person for the meal plus USD 3,400-8,500 in fixed production, VAT included, beverage separate.

Possible but not advisable to plan on. We would design a ballroom gala and treat the beach as an upside if the forecast allows, rather than the reverse.

For amplified sound outdoors, yes, with a curfew attached. Allow about four weeks; we file it.

Yes, and for major brand events it often makes sense. We cover venue, permits, power, local crew and logistics; your team runs creative and technical. Agree the split at booking rather than during setup.

Four is the natural fit: arrival, working day with awards, island day, free day. Three works but the island day is usually what gets cut, and that is the wrong cut on this island.

It depends on the culture and the audience, but if they are invited they need their own programme. A partner sitting through an awards dinner for a company they do not work for, with nothing else arranged, is a common and avoidable failure.

Roughly USD 330-640 per person for four days three nights at 4-star, depending on group size. Incentive programmes run above conference programmes at the same headcount because the spend sits in experiences and production.

Ask the same question before and six weeks after: what would you tell a colleague about the company right now. Comparing those two sets of answers tells you more than a satisfaction survey administered on the last morning, which measures the buffet.

Rose Tourist, with our own coordinators, guides and supervisors. Production, transport and marine activity are contracted to suppliers we work with repeatedly and supervise directly, not to a subcontracting agency.

The service standards on this site are audited rather than self-declared: staffing ratios, response times, contracted weather fallbacks and the post-event report. If we miss one, it is visible outside our own company.

Yes, and we are explicit about which role we are playing. What we will not do is sit behind an agency that presents our work as its own operation without telling the client, because then nobody owns the day.

Within eight working hours, GMT+7, Monday to Friday. An internal timer tracks every enquiry and escalates before the deadline is missed.

Yes. The sales line is answered during working hours and the number is on this page. For anything involving dates and headcount, a short written brief still saves a round of questions.

A refundable card authorisation is required before we produce a detailed quote. It filters speculative enquiries and is released in full within five days if you do not proceed. The first feasibility reply costs nothing.

No. It will not take commercial bookings before the summit, and realistically not until 2028 once handover and commissioning are complete. Programmes before then use resort function space.

They are already firming and we expect that to continue through 2027. The infrastructure improvements are permanent; the current pricing is not. That is the argument for booking sooner rather than later, and it is a genuine one rather than a sales line.

In specific areas, yes. We select properties and route transfers to avoid the active corridors, and we tell you which areas are affected at quote stage. It is a real consideration rather than a reason to rule the island out.

Avoid November 2027 entirely, and treat October and December with caution. The rest of the year should be workable, though tighter and more expensive than 2026.

In 2026, only by construction in specific areas, which we plan around. From mid-2027, security preparation and venue commitments will affect availability more broadly, and we would advise accordingly at quote stage.

For most programmes, no. You would pay more for facilities you probably do not need. For a large conference requiring genuine convention-centre capacity, waiting until 2028 makes sense, because that capacity simply does not exist on the island today.

Firming rather than spiking, and the movement is more visible in peak-season rates than in low season. We would expect the trajectory to continue through 2027.

We can hold a block once contracted, and the contract binds. What we will not do is promise availability for dates near the summit before we have checked, because that is a promise nobody can keep.

Some of it, in transit. The resort areas themselves are not construction zones. Told in advance, groups find it a point of interest; told nothing, they find it a complaint.

On some routes, sometimes. We build buffers in and review routing close to travel rather than months ahead, because the works move.

That is exactly what property selection accounts for. It is one of several criteria rather than the only one: a property away from works but wrong for your headcount is not an improvement.

Nothing that would affect a normal corporate programme as at September 2026. We verify current conditions at quote stage and again close to travel.

Realistically 2028, after the summit, handover and commissioning. We would not advise contracting a programme against it before it is demonstrably operational.

More expensive, certainly. Whether that makes it poor value depends on what you get for it: a destination with better access, better facilities and an established profile is not the same product at a higher price.

For programmes under 200 delegates, no. You would be paying more for capacity you do not use. For large conferences and exhibitions, waiting is not a choice, because the capacity does not exist yet.

New properties are under development, though hotel supply typically lags infrastructure by several years. We would expect meaningful new resort capacity from 2029 rather than 2028.

No. It is under construction for the summit and there is no commercial booking process. Anyone offering to book it for you before 2028 is describing something that does not exist yet.

That is the clear intention, since the investment only makes sense with a commercial life afterwards. The timing and the terms have not been published.

It is on the island, on a large site. We will publish transfer times from the main resort strips once we can verify them by driving them, rather than estimating from a map.

Possibly for large-format demand that migrates to the new venue, but resorts price primarily against their room block. We would not plan a budget around that assumption.

Twenty. Below that the fixed costs of a MICE structure spread across too few people and you are paying corporate prices for something a good travel agent could arrange more cheaply. We will tell you that rather than take the booking.

No. We quote and operate the ground programme only. We will hold group seats through an airline group desk if it helps, but ticketing sits with you or your agent.

Forty-five days under 50 delegates, sixty for 50-100, ninety to a hundred and twenty above that. Add a month in the November to March peak.

Foreign nationals entering Phu Quoc are exempt for stays up to thirty days. Conditions apply around routing, and immigration policy can change, so we verify the current position for your specific delegate nationalities at quote stage.

Twenty. Below that, the fixed costs of a MICE structure — coordinators, AV, stage, a dedicated vehicle — spread across too few people and you are paying corporate prices for something a good travel agent could arrange more cheaply.

No. We quote and operate the ground programme only. Air fares move daily and bundling them makes a quote expire within 48 hours. We will hold group seats through an airline group desk if it helps, but the ticketing sits with you or your agent.

Forty-five days for groups under 50, sixty for 50-100, ninety to a hundred and twenty for 100-200. In the November to March peak, add a month to each of those. The constraint is rarely rooms, it is finding a property that has both the rooms and the function space free on the same dates.

Yes. All published rates include Vietnamese VAT and a full tax invoice is issued. Air tickets are excluded and quoted separately.