Verify function space before you approve the destination
The most common way a Vietnam conference disappoints is that the room was confirmed on a capacity chart and the agenda needed something the room could not do. It is entirely avoidable, and it has to be avoided before your client approves anything.
What each destination can actually hold
| Requirement | Da Nang | Phu Quoc | Ha Long Bay |
|---|---|---|---|
| Plenary to 300 with breakouts | Yes | No | No |
| Plenary to 120 with two breakouts | Yes | A few properties | No |
| Four parallel streams | Yes | No | No |
| Reliable bandwidth for hybrid | Yes | Yes | No |
| Exhibition or poster area | Yes | Limited | No |
| Short address only | Yes | Yes | Yes |
Check function space first, bedrooms second. A resort with 400 rooms may have one ballroom seating 200 and two small meeting rooms. Confirming room availability, presenting to your board, then discovering the agenda does not fit is the single most expensive sequencing error in this business.
Delegate packages
- Full day: plenary room, standard AV, two coffee breaks, working lunch, water and stationery, technician on site.
- Half day: as above with one break, no lunch.
- Breakout rooms: quoted separately per room per day. We do not bundle them, because bundling hides the constraint.
- Standard AV: screen or LED, projector, lectern microphone, two handhelds, basic lighting.
- Quoted separately: simultaneous interpretation, streaming, recording, stage build, registration technology, and anything your production company specifies beyond the standard rig.
Six technical checks we run before contracting a venue
- Ceiling height in the plenary room. A room seating 300 under a 3.2 metre ceiling cannot take a stage plus a screen at a viewable height. Invisible on a floor plan and the most common venue failure there is.
- Structural columns. We ask for a floor plan with pillars marked, not a capacity chart. A room rated at 250 theatre style seats far fewer with clear sightlines to a stage.
- Power, as a load figure. Your production company's schedule goes to the venue and comes back with a written yes or no.
- Bandwidth, as a number. 'We have wifi' is not an answer for a hybrid session. Committed bandwidth, and whether it is shared with guest rooms.
- Load-in access. Whether a truck reaches the room and through which doors. Determines the whole build schedule.
- Noise adjacency. What is booked in the adjoining room on your dates. A breakout stream next to a wedding is only a solved problem if somebody asked in advance.
For programmes above 150 delegates a site inspection is included rather than offered, because these six checks are faster to do standing in the room than by correspondence.
Questions clients ask most
Can we run a 200-delegate conference on Phu Quoc?
A plenary, in a small number of properties. With four parallel breakout streams, no — the island runs out of function space before it runs out of ambition. We will name the properties that can do what you need rather than implying the destination generally can.
Is simultaneous interpretation available?
In Da Nang, yes, with booths and certified interpreters. On Phu Quoc it requires interpreters flown in, which changes the cost materially. On Ha Long Bay, only whisper interpretation for a small group.
Do you handle registration and badging?
Yes — desk, staffing, on-site badge printing and an attendance export for your records. Quoted separately because most programmes do not need it.
How far ahead for a conference above 150?
Ninety days minimum and 120 in peak season. Function space at that size has fewer alternatives than bedrooms and it books out first.
Where to go next
Four fields and you can send
Send the outline and you get a free feasibility reply within eight working hours — whether your dates hold at that headcount, what constrains them, and an indicative price range. No payment and no commitment at this stage.