Date Submitted : 17/08/2026 (dd/mm/yy)
Meeting Information
Meeting Name
QonfX – tech leadership conference
Type of Meeting/Conference
Conference
Preferred Conference Plan
A La Carte Pricing
Approximate Number of Attendees
160
Meeting Start Date
Meeting Duration – Days
1
Alternative Start Date(s)
My dates are flexible
No
Guest Room Information
Will you need overnight guest rooms?
No
Number of Guest Rooms on Peak Night(s)
Guest Rooms Budget
Contact Information
First Name
Shrutika
Last Name
R
Company/Organisation Name
The Test Tribe
Company Web Address
http://thetesttribe.com/
Address
Trios Business Center, 5th floor, Balaji Business Center, Baner
City
Pune
State/Province/County
Maharastra
Postal Code/ZIP
411045
Country
India
Phone Number
8877899732
Email Address
shrutika@thetesttribe.com
Preferred Contact Method
Phone
Additional Comments or Questions
Meeting Goal / Vision
Hi Team
We are planning a tech conference (QonfX) on Thursday, 22nd October 2026, and would like to see if your venue would be available for the same.
This will be a community-driven, free-to-attend conference. The audience will include senior leaders from leading tech and product companies as well as fast-growing startups. The event is focused on knowledge sharing, networking, and community building.
Event overview:
-Target date: Ideally 22nd October 2026
-Expected attendance: 150-170 guests
-Preferred seating arrangement: Cluster/banquet style
Theatre-style also works as a complete fallback or mix
– Event duration: Approximately 9:00/10:00 AM to 4:00/5:00 PM
In addition, we will require:
– Access to the venue to setup booths and branding as needed in advance
– Some buffer time post-event for wrap-up and smooth teardown
We would really appreciate it if you could share details on the following:
1. Venue & commercial details
– Venue rental cost for the main event day
– Charges (if any) for:
– Pre-event setup access ( late eve before the Conference day)
– Any other mandatory or optional costs we should be aware of (staffing, security, cleaning, etc.)
2. Food & Beverage
– Available F&B options and pricing
– Our requirement:
– Morning snacks / light breakfast + tea/coffee
– Boxed lunch/customised good-enough lunch combo for attendees
Please also confirm:
– Whether in-house catering is mandatory, or if external / preferred vendors are allowed ( We would ideally love to have our preferred external food vendors)
– Availability of a dedicated space for F&B counters and service stations
3. Sponsor & exhibition area
– We will require space for 8–10 sponsor booths
– Booth sizes will vary depending on sponsorship tier (we have 4 sponsorship tiers)
– Our standard booth widths will be 5 meters, 3 meters, and 2 meters
Layout preference:
– If booths are placed side-by-side without any gap, we will require at least ~30 meters of continuous width in total. Which can be straight, L shape, or C shape arrangement. Open to exploring.
– We also need this exhibition area and F&B area to be well linked with the main session hall as our primary goal is maximum footfall to the exhibition area.
– Ideally, the conference hall, F&B area, and sponsor booth area should all be on the same floor
– If that is not possible, the connection between floors should be smooth and easily accessible for attendees
– To repeat, our primary goal is to maximize footfall and visibility for sponsor booths.
4. AV, setup & branding guidelines
– Please share any guidelines or restrictions related to: Stage and booth setup / teardown
– AV and technical equipment (what is included vs what is charged extra)
– Branding, banners, standees, and signage
– Use of external vendors (fabrication, AV, printing, etc.)
5. Quotation & availability
– Could you please provide:
– A detailed quote for the venue rental
– Pricing for F&B (if applicable)
– Pricing for any additional services you offer
– Minimum guarantee if any
Please also let us know:
– Availability for 22nd October 2026
As we are a community-focused, accessibility-driven organization and this is a free-to-attend event for the tech community, we would be very grateful if you could also let us know if you offer any special rates or discounts.
It would be great if you could share the quotation by tomorrow, as we would like to review it internally and ideally close the deal by next week if everything aligns.
Thank you for your time and support. We look forward to your response.
Additional Information
