YOUR QUESTIONS ANSWERED

Melbourne Convention Bureau

What is a Convention Bureau?

Convention Bureaux exist to promote a destination’s ability to host a business event. A bureau will utilise their expert local knowledge to present accommodation, venue and service providers tailored to suit the specific needs of the event.

Are you a Professional Conference Organiser (PCO) and can you manage my event?

No. Melbourne Convention Bureau is a not-for-profit organisation that promotes Melbourne and Victoria as a top business events destination. MCB has a dedicated Victorian Event Solutions platform which assists event planners by connecting them with venue, accommodation and service providers. 

We assist with site inspections, sourcing funding, delegate boosting, marketing and communications but no planning or managing of the event itself. 

Working with MCB

What are the prerequisites of an event to work with MCB?

For MCB to work on an event it must be of business nature, that is either a conference, congress, meeting, exhibition or incentive. You can be a PCO, association, corporate or government organisation based anywhere in the world. MCB welcomes events of all sizes.

How can event managers work with MCB?

MCB can assist event managers with free planning assistance through Victorian Event Solutions. With an in-depth knowledge of leading local venues, accommodation suppliers, catering services, entertainment options and transport providers, MCB can connect you to everyone you need to create a memorable event in Melbourne.  

I am a venue/supplier. How can I benefit from MCB?

MCB invites Victoria’s leading business event suppliers to partner with us in staging world-leading business events. Partnering with MCB gives your business direct marketing access to key decision makers of business events.

To find out more and connect with the partnerships team, Click here.

I have an idea for a new event, who can I speak to?

MCB have a dedicated inaugural event team who can assist with getting your event off the ground. If you are interested or would like to know more, please contact info@melbournecb.com.au

MCB Services

Can MCB assist with site inspections? 

Yes, we can assist with organising site inspections as part of promoting Melbourne and Victoria as a premier business events destination. MCB will showcase accommodation, venue and event suppliers that suit your event requirements.

How can MCB assist with my incentive program?

MCB prides itself on its tailor-made approach to creating memorable incentive programs for our clients. Partnering with the cities leading business event suppliers, MCB’s dedicated international incentive teams has a host of imaginative ideas to meet your brief. To start planning your incentive trip, Click Here.

Can MCB help with promoting my conference? 

Yes, MCB can assist with promoting a conference through our website’s conference calendar and through media releases by our communications team.

MCB can further assist by providing marketing collateral promoting Melbourne for your event.

Can you recommend a PCO for us to work with?

MCB has five preferred PCO partners, to find out more click here

Is there a cost for MCB services?

No, MCB’s services are free of charge. If you are a venue or supplier, please view our Partnerships page for more information on becoming a member.

Can MCB fund my event?

MCB can assist with sourcing funding for business events, however there are strict prerequisites that must be met in order for this to occur.

Bidding

What is a bid?

A bid is a process whereby a city is competing against other cities for the right to host an event.

What support do you offer someone who wants to lead a bid?

MCB has a dedicated team that will work alongside bid leaders to:

  • identify local host organisations,
  • source letters of support from industry, government and academia,
  • analyse the financial viability,
  • propose suitable venue and accommodation options,
  • create lobbying strategies
  • collate all relevant information into a compelling bid document.
  • support bid leaders in preparing and presenting the bid to the decision makers.

Once the bid is won, our Convention Services team will assist in the lead up to the event with marketing, communications, RFP and tender processes and much more.

To find out more, visit bidding with us.

What is a bid leader required to do?

A bid leader is MCB’s point of contact in the bidding process. The bid leader will contribute local expertise within the relevant field and will assist the MCB bidding team to identify local strengths, source letters of support and assemble a local organising committee. MCB’s role is to ensure that this is a seamless, stress free process for the bid leaders.

Does it cost money to bid?

There is no cost in identifying a bidding opportunity for Melbourne. MCB will work with you and your organisation to determine what is involved and outlined in the bidding guidelines for the conference. In some cases, there may be a financial component for the local hosts. If so, MCB has the ability to assist with sourcing financial support should the prerequisites be met.

How long does a bid take?

The time required for a bid varies depending on the event and the lead time. MCB will identify timelines for the bidding process in the initial stages with some aspects of the bid requiring more involvement than others. MCB understands that often bid leaders are time poor and will aim to minimise the time commitment as much as possible.

What happens once the bid is successful?

Once a bid is successful, MCB’s Convention Servicing team will continue supporting the local hosts by developing marketing and promotional materials to increase delegate attendance at the event. To discover the services that the team in Convention Servicing can offer, Click Here.

General FAQ

What is a site inspection?

A site inspection is a thorough, in-person review of a potential meeting venue and/or destination.

Is MCB part of the Melbourne Convention and Exhibition Centre (MCEC)?

No. The Melbourne Convention Bureau works closely with the Melbourne Convention and Exhibition Centre, however MCB is a subsidiary of Visit Victoria. MCEC is a strategic partner of MCB and plays a key role in servicing the larger business events that come to Melbourne.

What are the different event space configurations?

 

Theatre Rows of chairs (no tables) arranges with all participants facing towards the front of the room
Cabaret This style is similar to Banquet style, however there is an open end, with the audience seated in an arc facing forwards
Classroom Rows of tables arranged with all participants facing towards the front of the room
Banquet Round tables arranged throughout the room. Participants are seated around the entire perimeter of each table
*ideal for groups that include meal service in the same room
U-Shape Tables are arranged in a large U with open space in the middle. Participants are seated around the outside facing the center of the U
Board Room Tables arranged together to create a single large table
Cocktail Small but tall cocktail tables spread out through the room. Ideal for a standing function
Hollow Square            Tables are arranged in a square with chairs along the outside facing an empty center
Banquet with stage and dancefloor                                               Traditionally adding stage and dance floor will reduce the room capacity