ICE Group India was tasked with event and travel planning for a conference in the central state of Chhattisgarh for some 2,500 psychiatrists.
ICE’s travel divisions, Let’s Go India and ICE Travels, are well versed in taking large groups across India and beyond, while its event planners cater to the country’s growing conference market.
Winning Pitch
The India Psychiatric Association’s 69th Annual National Conference (ANCIPS 2017) was organised by its Chhattisgarh State Branch. ICE Group India was selected as the conference and travel-planning agency for the event in Raipur, the capital of Chhattisgarh state.
Whereas medical conference goers are familiar with a hotel ballroom or modern venue, the ANCIPS 2017 organisers settled on the open spaces of Rajyotsave Mela Ground. Before the conference got underway, however, the 100 acre site was transformed with a giant marquee and other facilities.
The ground is being developed by the state government as a space for trade, commerce and cultural events. It also served as the venue for the 20th National Youth Festival, which was attended by 6,000 participants, in January 2016.
January is considered an ideal time to hold big events in central India, due to the cooler climate at that time of year. Raipur also has a choice of quality international and local hotels, such as Courtyard by Marriott and Hyatt.
Highlights
Romit Shah, general manager of business development for Let’s Go India, said: “The state government allocated a large piece of barren land that was made into a big conference room and other spaces including a show floor for 60 exhibitors.”
Once Let’s Go India contractors erected the 2,230 sqm conference marquee, it benefited from the 300 tonnes of air conditioners brought in for the event. Large audiovisual screens were installed and event drone cameras used.
“The conference’s faculty lounge was equipped with a large LED screen with a live feed from all the halls. The backbone for this high-definition broadcast was optic fibre,” said Shah.
The whole site was made wifi-enabled with RFID badges allowing delegates access and automated kiosks printing badges.
Shah added that NFC-based identification systems were used with cards issued to delegates and authorised personnel.
“For conference check-in, we used tablets and NFC readers. For kit distribution we used automated NFC readers and cameras,” he said. “All the gates were installed with NFC readers to monitor the conference attendance, along with NFC gates for accessing the food area.”
Tap-and-get certificates for conference participation were also available along with an app, e-posters and live streaming.
Chhattisgarh’s chief minister, Dr Raman Singh, who addressed the conference, attended along with health minister Shri Ajay Chandrakar.
International delegates included Professor Helen Herrman, president-elect of the World Psychiatric Association; Prof Solomon Tshimong Rataemane, from Africa; Adrian James, of the Royal College of Psychiatrists, UK; Hatta Sidi, of Malaysia, and Judge Steve Leifman, of Miami- Dade County Court, Florida. Leifman is recognised for efforts to have mentally ill offenders directed to treatment instead of jail.
Upshot
“The conference was a great success with around 2,500 participants including international delegates… an academic and cultural feast,” declared the Indian Psychiatry Association’s website.
Checklist
Event: ANCIPS 2017
Organiser: India Psychiatric Association’s Chhattisgarh state branch
Agencies: ICE Travels and Let’s Go India
Attendees: 2,500 psychiatrists (according to IPA website) including overseas delegates
Highlights: Address by Chhattisgarh chief minister; technology working within air-conditioned marquee
Date: January 5-8
