GUIDELINESFORAPPROVALOFCONVENTIONCENTRES Meetings,Incentives,ConferenceandExhibitions(MICE)aretodaybecoming importantsegmentofthetourismindustry.WiththeopeningupofIndias an MICEtourismislikelytogrowfurtherinthefuture.Ourcountrythereforeneeds economy, ConventionandExhibitionCenterstomeettherequirementofthislucrativesegment more thetourism.

Takingthisfactintoconsideration,therefore,theMinistryofTourism of decided grant approval to conventio centersto encourage investmen and has standardizefacilitiesattheconvention to n t centers. APPROVAL Approvedconventioncenters,beingessentialtourisminfrastructureare forvariousbenefitsincludingamongotherthings,incometaxconcessionunder eligible IncomeTaxActandpriorityconsiderationofitsvariousrequirementslike the telex,LPGetc.bytheGovernmentAuthoritiesatMunicipal,StateandunionLevelsor telephone, s aemiorquasiGovernment body. Theapprovalcanbeappliedforatproject/planningstage.Aconvention approvedattheprojectstagewillbeeligibleforconsiderationforallocationof centre exchangeforitsessentialimportofequipmentandprovisions.Oncompletion foreign becomingfunctionalitwillgetworldwidepublicitythroughtouristliterature and bytheMinistryofTourismanddistributedthroughitsofficesinIndiaand published ApprovedconventioncenterwillalsobeeligibletoapplytotheIndustrial Overseas. CorporationofIndiaandtheStateFinancialCorporationsofloan.However, Finance forloanandincentivesareconsideredbytherespectiveMinistries/Departments application FinancialInstitutionsinthecontextofrequesttoproduceadetailedfeasibilitystudy and andtheprojectapprovalbytheMinistryofTourismshouldnotinanywaybe etc. asanassuranceforthegrantofanyincentiveorloan construed thereto. GENERAL FEATURES: Itisveryessentialthattheproposedconventioncentreshouldcontainatleast conventionhall,twominiconventionhalls,oneexhibitionhall,onerestaurant one parkingfacilitiesasperdetailsgiven and below: 1. CONVENTIONHALLConventionhallasthenamesuggestsshouldhave audioVisualconferencingequipment,facilityforhighfidelityrecording, projection/videographsetc.andskilledmanpoweratvariouslevels. video seatingcapacityinthehallmaybeinaclassroomstyleinthe The category: following a) Above1500paxor b) 12001500 paxor c) 8001200paxor d) 300800 pax

2.

Mini Conventio halls are equall MINICONVENTIONHALLS: importantinConventionCentersasthesehallsarerequiredforvarious y n committees,meetingsetc.theseatingcapacitytherefore,maybeinatheatrical seminars, classroomstyletoseatas or follows: a) 200300 paxor b) 100200 paxor c) 50100 paxor d) 2050 pax EXHIBITIONHALL:ExhibitionHallisanotherimportantfeaturein centre.Delegatestotheconventionaswellastraderelativepromoterstake convention intradeshowstopromotetheirproductsduringconventions.Assuch,it part essentialthatsuchexhibitionhallshouldhaveacapacitytoaccommodateat is 20boothsof3mtsby3mtsinsizeexcludingpassagesinbetweenthe least booths. Restaurantsintheconventioncentersshouldconfirm RESTAURANTS: theexistingguidelinesofHRACClaiddownbythe to Ministry. PARKING: Parkingfacilityfornotlessthan50carsandfive coaches. RESIDENTIALACCOMMODATIONFORDELEGATES/ applicableonlyif,promoters,desiretohaveresidentialaccommodationin PARTICIPANTS: conventioncomplexandtheguidelineslaiddownbytheMinistryinrespect the starcategoryhotelswill of apply. Inadditiontotheabovefacilitiesconventioncentreshouldincludethe following INFRASTRUCTURAL FACILITIES: Landscaped ExhibitionManagement forefront AdministrativefacilitiesforcorporateofficeincludingIITTM/Internet Centre TradeShow/FairFacilitiessuchasTouristOffice,Bankand etc. Changingfacilities,TravelDesk,STD/ISD,PressLounge,VIPLounges Money Technicalfacilitiessuchasplantroom,electricsubstation,stores, etc. powerbackupsystem,firehydrant electric Gatecomplexforstipulatingentryand etc. Information exit. Public booths. StationaryShopsand Convenience. PublicAddress Kiosks. Firstaidwithdoctoroncall System. Securityofficeandboothsforsecurity facilities. Storagecomplexforcustomstorageandhandling arrangements. Firesafety etc. Locker arrangements. facilities.

3.

4. 5. 6.

7.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Inordertoenhancethevalueoftheabovefacilitiestheremustbespace otherancillaryactivitiesalso.Thiscouldincludethe for i) Handicraftshops,souvenir following: ii) Facilityforthephysicallydisabled shop. iii Otherfacilityforenhancingcostumer person. ) satisfaction. APPLICATION Theapplicationforapprovalofaconventioncentreshouldbesubmitted,in prescribedformcompleteinallrespects,totheSecretary(T)GovtofIndia, the Bhawan,NewDelhi. Transport 2. Thepowertoapproveconventioncentersataprojectstage/operational reapprovalwillbeexercisedbytheChairman stage/ 3. TheReapprovalisrequiredtobedoneafter3years.Theapplicationfeeis (HRACC). refundableandispayablebydemandDrafttothePay&Accounts non MinistryofTourism,NewDelhi.Thefeeforprojectapproval/ officer, ApprovalandReapprovalwillbeas Operational follows: 1) Approvalattheproject Rs.5000/ 2) stage Approvalattheoperational _Rs.10,000/ 3) Re _Rs.5,000/ stage approval REQUIREMENT Variousdocumentsandinformationtobefurnishedaboutconvention projectswhenapplyingforprojectapprovalaregivenindetailsintheapplication centre However,thebasicrequirementsareindicatedsothatthesearesentalongwith form. application: the i) APROJECTREPORTestablishingthefeasibilityoftheproposed centre,describingtheamenitiestobeprovidedattheconvention convention particularlymentioninganyspecialordistinctive centre features. Thesiteselectedshouldbesuitablefortheconstructionofconvention intendedforusebydomesticaswellasinternationalbusiness centre Whileselectingthesitesuchaspectsasitsaccessibilityfromairport/ travelers. station/shoppingareasetc.makingitaconvenientlocation,maybekept railway mindasalsothatitenvironsarenotpollutionprone,crowded, in unhygienic noisy, etc. Alandusepermissioncertificatefromtheconcernedstate/local certifyingthatitispermissibletoconstructaconventioncentreonthe authority selected.Blueprintsofthesketchplansoftheprojectdulyapprovedby site Stateauthorityandsignedbythearchitectandthepromotershould the furnished be .

ii)

iii )

iv) v) vi) vii ) viii ) ix) x)

Ownershipdeedofthe land. Urbanlandceilingcertificate,if applicable. ApprovalofInternationalAirportAuthorityofIndia/DirectorGeneral civilaviationiftheprojectisnearan of airport. NameandBusinessantecedentsofthe promoters. ProposedOwnershipstructure,givingfulldetailsastowhetherthe undertakingwillbeownedbyindividual(s)orafirmora new company. Estimatedcostoftheprojectandthemannerinwhichitisproposedto thefundstomeettherequired raise investments. TheMinistryhasprescribedsomeregulatoryconditionstobeadheredto promotersorapprovedconventioncentreprojects.Thepromoter by furnishtheacceptanceoftheseregulatoryconditionsintheprescribed should Theregulatoryconditionsandtheformofthereacceptancehavealso form. appended. been

REGULATORYCONDITIONSFORAPPROVALOFCONVENTIONCENTRE PROJECT AllconventioncentersapprovedbytheMinistryofTourismarerequired furnishthefollowing to information: 1) Documentsrelatingtoitslegalstatusi.e.ifthecompanyis underthecompaniesact,acopyofitsmemorandumandarticles incorporated association,ifitispartnershipfirm,acopyofthepartnershipdeedand of certificateofregistrationunderthepartnershipact;ifitisa the concern,nameandaddressoftheproprietor proprietary etc. 2) Anylicenseand/orapprovalsrequiredfromthelocal policeand/orotherconcernedauthoritiesfortheconstruction/ administration/ oftheconventioncentreshouldbeobtaineddirectlybythepromoters operation theconcernedauthorities.TheapprovalbytheMinistrywillnotin from substitutefor TheMinistrysapprovalwillbedeemedtohave any withdrawnincaseofviolationofanyconditionasbroughttoits them. been notice. 3) Intheeventofthepromotersmakinganychangesintheplansofthe assubmittedearlier,theapprovalofthisministrywillhavetobeapplied project afresh. for 4) Asaprojectwhichhasbeenapprovedfromtheofviewofitssuitability foreignclientelethepromoterwillbeeligibleforgrantofloanfrom for Central/

StateFinancialInstitutionsandpriorityintheprocurementof material,telephoneandtelexconnectionsetc.however,thisapproval building notinanywaybeconstruedasanassuranceforthegrantofthese should sincethiswouldfallwithinthejurisdictionoftheconcernedauthorities facilities therulesprescribedforthe and purpose. CONDITIONSTOBEFULFILLEDAFTERTHECONVENTIONCENTRE/HOTEL BECOMESFUNCTIONAL 1) 2) TheConventionCentremustimmediatelyinformthisMinistrythedate whichitbecomesfunctional,andapplyforapprovalwithin3months from thereafter. TheConventionCentrewillsubmitthefollowinginformationtothe General,MinistryofTourism,soastoreachonorbefore st Marcheachyearfor Director theprecedingfinancial 31 year: (a) Abankcertificateinregardtoforeignexchangedepositedby conventioncentre/ the hotel; (b)No. ofconventions/ seminar held and theno.of participantsasperPerformagivenbelow: conferences/ s Date No.of Participants 5 the Nameof Organisation

Sl.No.Nameofconference/ Seminar Domestic/International 1 2 6 3

(c)Total bed capacityoffered by theHotelas under: conventioncentreishavingresidential (provided accommodation) Single Rooms: Double Rooms: Suites: (d) Numberofroomsoccupiedonapermanent/semipermanentbasis Residents/staffOfficers by etc; (e) Aspecimencopyofthecurrenttariffcard(applicableto centrehavingresidential convention accommodation); (f)Listofthe name of theSenior Executivewiththeir experienceetc. designation, (g) Totalnumberofpersons employed.

3)

4) 5)

6)

7)

(h)Annualreportoftheconventioncentre/hotelandastatement theauditedbalancesheetandprofitandlossaccountwithin4months showing thecloseofthefinancial of year; (i)Statisticalreturnsinregardtothenumberoftheevents,held rooms occupancy,incomeand on quarterlybasis guests, prescribedbytheMinistryofTourismfromtimeto as , employment time. TheRegionalDirector/Director/ManageroftheGovernmentofIndia OfficesoftheregionandtheDirectorGeneral,MinistryofTourismwould Tourist keptinformedfromtimetotimeoffacilitiesintroducedforwithdrawnand be anyadditionsarealternationsmadeinregardtoconvention of centre. Thehoteltariffshouldbeprominentlydisplayedineachroom.Thiscard alsoindicatealltaxes,servicechargeetc.(where shall applicable) Normally,noroomswillbeletoutforpurposesotherthanresidential. withthepriorapprovaloftheMinistryofTourismnotmorethan10percent However, theroomsinthehotelwillbeletouttoanypersonorcompanyforresidential of commercial or purposes. Theconventioncentreshouldatalltimesadheretothehighstandard maintenanceandservicesforwhichithasbeenapprovedandinalldealing of itsguestsobservepracticeworthyofanestablishmentof with repute. TheofficersoftheMinistryofTourismoranyotherofficerdeputedbyit inspectpremisesfromtimetotomewillbeallowedfreeaccesswithor to priornotice. without
INTHEEVENTOFBREACHOFANYOFTHEABOVECONDITIONSBY THECONVENTIONCENTRE,THEMINISTRY OFTOURISM SHALL HAVETHERIGHTTOWITHDRAWAPPROVAL.

APPLICATIONPROFORMAFORAPPROVALOFCONVENTIONCENTRE 1. 2. 3. 4. (a) Proposednameoftheconvention centre Nameof (Anotegivingdetailsofbusinessantecedentsmaybe Promoters: enclosed) Completepostaladdressof Promoter the s Statusofowners/ promoters: Whether Company: (Ifso,acopyoftheMemorandum ArticlesofAssociationmaybe & furnished) (OR) Partnership (Ifso,acopyofpartnershipdeed Firm: Certificateofregistrationunder and PartnershipActmaybe the furnished) (OR) Proprietary (Givenameandaddressofthe concern proprietor) Locationofconventioncentre along WithPostal address: Detailsofthe (a) Area Site (b) Titl e Whetheroutright (Ifso,acopyofthe purchase saledeedshouldbe registered (OR) furnished) Onlease whethertherequiredlanduse fortheconstructionof permit convention

(b)

(c) 5.

6.

(c)

7.

Centreonithasbeenobtained(ifso, Copythecertificatefromthe a Localauthoritiesshouldbe concerned furnished). (d) DistancefromRailwayStation: (e) Distancefrom (f) Distancefrommaincity Airport: centre: Detailsoftheconventioncentre (Copyoftheproject/feasibility project: Shouldbe report (I) No.ofConvention furnished) (Pleaseindicate Halls capacity) seating a) b) c) d) (II) a) b) c) d) (III) (IV) (V) No.ofMiniConvention (Pleaseindicate Halls capacity) seating

Exhibition (Pleaseindicate Hall area) Restaurant (Pleaseindicate area) Parking (Pleaseindicateareaandno.of Cars/coachesthancanbeparked)

(VI)

Starcategoryof Unitplanned(if accommodation I. No.ofguestroomsandtheir applicable). Numbe Area area: a) Singl r b) Doubl e c) Suite e Total: s II No.ofattachedbathsandtheirareas:

(a)

(b) (j) (ii) (iii ) (iv)

Howmanyofbathroomswillhave Bathsorthemostmodernshower long (Givebreak chambers up) Detailsofpublic Numbe AreaofEach areas: r Loung Lobby/ e Reception Restaurants Bar

Shoppin g (v) Banquet/catering facilities (vi) Health club (vii Swimming ) Pool NOTE: Itmaybeinsuredthatareasofguestroomsandattachedbathroomsconfirm theminimumstandardslaiddownbytheMinistryofTourismfor to andfordifferentstarcategoriesof restaurants hotels. BluePrintsofthesketchplansofthe project. (AcompletesetdulyapprovedbytheStateAuthoritiesandsignedby promoterandthearchitectshouldbefurnished,including/showing the otherthings,the among following: Siteplan Frontandside elevation Floorwisedistributionof Areas/guestroomsandother public facilities; (a) Areaofconventionhalls/miniconventionhall/exhibition hall. (b) Areaofguestroomswithdimensions(if applicable) (c) Areaofbathroomswith dimensions Air conditioning:

(i) (ii) (iii ) (iv)

8.

(a)

9.

whetheralltheconvention andguestroomswillbeair halls (b) whetherallthepublicareaswill conditioned. air be (c) Givedetailsoftypeofair conditioned. conditioning Approval:

Whethertheconventioncentreprojecthasbeenapproved/clearedby/under followingagencies/Actswherever the applicable: (a) Municipal authorities (b) Urbanlands(ceiling), Act (c) AnyotherLocal/State Govt. (d) Authorities Concerned. 10. ProposedCapital Structure: (a) Totalestimated cost: (i) Equit y (ii) Loan: (iii ) (i) Equitycapitalsofar raised: Sourcesfromwhichloanisproposedtobe raised (ii) Presentpositionofthe loan. Acceptanceofregulatory (Thisshouldbefurnishedintheprescribed conditions: Performa) ApplicationFeeDemandDraftNo._________ Ifyouareinterestedinavailingofanyorallofthefollowingbenefitsof IncomeTaxAct1961kindlymentionYes/Noagainsteachofthe the provisions following : Section AnyOther 80HHD

(b)

11. 12. 13.

Signature.. . FullNameandDesignationof the Applicant. . Place . Dated .