Lead time
For 100+ delegates in peak season (October to March), start four to six months out. Popular Jaipur and Udaipur hotels fill early around weekends and wedding dates.
Connect · Corporate & MICE
MICE management, end to end
Meetings, incentives, conferences and exhibitions demand two things at once: a programme that delivers the business objective, and logistics that never become the story. We handle both — venue, travel, transport, production and on-ground control — under one contract and one accountable lead.
Formats we produce
- Dealer and distributor meets
- Annual sales conferences
- Leadership offsites
- Incentive trips
- Product training programmes
- Association conferences
- Exhibitions and expos
- Board meetings
MICE — meetings, incentives, conferences and exhibitions — is where hospitality meets operations. A three-day dealer conference in Jaipur can involve flights from a dozen cities, airport arrivals in waves, hotel room blocks, a plenary hall, breakout rooms, a gala dinner, an excursion and departures, each with its own vendors and its own ways to go wrong.
Shivakshi Events plans and runs these programmes as a single project. You brief one team; we build the plan, contract the vendors and run a live control desk on the ground. Because we are a unit of Vibrantcar Rentals, the chauffeur-driven fleet that moves your delegates belongs to the same organisation as the rest of your event — it is not subcontracted to a stranger on the day.
What we handle
What's included
Venue sourcing and contracting
Hotels, convention spaces, heritage properties and resorts shortlisted against your headcount, budget and room-night needs, with rates and terms negotiated before you commit.
Delegate travel and RSVPs
Registration, rooming lists, flight and train coordination, and one live manifest that every vendor works from.
Arrivals and ground transport
Airport and railway meet-and-greet, wave-wise transfers, hotel-to-venue shuttles and VIP cars from Vibrantcar's chauffeur-driven fleet.
Conference production
Stage, LED, sound, lighting, show calling, speaker support, interpretation and recording through production partners we brief and manage.
Incentive and leisure programming
Heritage walks, desert evenings, palace dinners, safaris and curated experiences that make the trip worth earning.
Hospitality and F&B
Menus, themed dinners, dietary planning and hospitality desks at the hotel and the venue.
Branding and collateral
Backdrops, signage, delegate kits and wayfinding produced to your brand guidelines.
Budget control and reconciliation
Itemised costing upfront, change control during planning and a reconciled final account after the event.
How it runs
From brief to final applause
- 01
Brief and objectives
We start with the business goal, delegate profile, dates, budget band and must-haves — not with a venue.
- 02
Proposal and costing
A programme outline, venue options and an itemised cost sheet so you can compare like with like.
- 03
Contracting and planning
Venues, vendors and transport locked; run-of-show, rooming list and transport matrix built and shared.
- 04
Live delivery
An on-ground team with a control desk, briefed vendors and a single escalation line for your team.
- 05
Close-out
Reconciled final account, vendor settlement and a short debrief on what to repeat or improve.
Good to know
Planning notes from our team
Corporate-ready billing
GST tax invoices, purchase-order based billing and clear cost heads, so your finance team can close the event without chasing paperwork.
Weather windows
Rajasthan's event season runs roughly October to March. April to June is very hot for outdoor programmes; July to September brings monsoon showers, which suit indoor conferences but complicate open-air plans.
Where we plan this most often: Jaipur.
Questions
MICE Management: FAQs
What does MICE stand for?
Meetings, Incentives, Conferences and Exhibitions (some use Events for the E). It covers business events that bring groups together — from a small leadership meeting to a large multi-day conference — usually with travel, accommodation and a programme attached.
Can you handle delegates flying in from different cities?
Yes. We build a consolidated arrivals manifest from your RSVPs, group arrivals into transfer waves and station meet-and-greet staff at the airport or railway station. Vehicles come from Vibrantcar's chauffeur-driven fleet, so changes on the day are handled within one organisation.
How far in advance should we book a MICE programme in Rajasthan?
For groups above 100 in peak season (October to March), four to six months gives you the best choice of hotels and dates. Smaller groups or off-season dates can work with six to eight weeks. If your dates are fixed and close, talk to us anyway — we will tell you honestly what is achievable.
Do you only work in Jaipur?
Jaipur is our base, and we plan programmes across Rajasthan — Udaipur, Jodhpur, Jaisalmer, Pushkar and Ranthambore among them. For events elsewhere in India, ask us; we will be clear about where we can deliver well.
How do you price a MICE programme?
Every programme is costed from scratch against your brief. You receive an itemised cost sheet — venue, rooms, food and beverage, transport, production, activities and our management fee — so you can see where the money goes and adjust scope line by line.
Often planned together
Related services
Conferences & Summits
Plenaries, breakouts, speakers and delegates — managed from the registration desk to the final applause.
Incentive Travel Programmes
Reward programmes among Rajasthan's palaces, lakes and dunes — curated experiences, seamless travel, unforgettable evenings.
Dealer & Channel Partner Meets
Business sessions, recognition and a destination worth travelling for — the formula for dealer meets that build loyalty.
Guest Logistics & Event Transport
Airport arrivals, hotel shuttles, VIP cars and coach movements — delivered by Vibrantcar, our parent company's chauffeur-driven fleet.
Celebrate · Connect · Create
Let's create something unforgettable.
Tell us the occasion, the city and the date. We'll come back with ideas, options and an honest estimate.