Venue Selection for Successful Events

This assignment delves into the crucial role of venue selection in ensuring successful events. It highlights the significance of various factors such as capacity, amenities, security, and accessibility. The analysis examines two specific venues: The Oberoi Hotel and Indira Gandhi Stadium in New Delhi, outlining their strengths and suitability for different types of events. The importance of meticulous planning and consideration when choosing a venue to meet the specific needs and objectives of an event is emphasized.

Business Events Management
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Table of Contents
Introduction...........................................................................................................................................3
Methodology.........................................................................................................................................3
Event Summary.....................................................................................................................................3
Scenario 1..........................................................................................................................................4
Scenario 2..........................................................................................................................................5
Scenario 3..........................................................................................................................................7
Conclusion.............................................................................................................................................8
References:............................................................................................................................................9
Appendices:.........................................................................................................................................10
Appendix 1- Oberoi, New Delhi.......................................................................................................10
Appendix 2- Oberoi, New Delhi.......................................................................................................10
Appendix 3- Oberoi, New Delhi.......................................................................................................10
Appendix 4- Oberoi, New Delhi.......................................................................................................10
Appendix 5- The Ashok, New Delhi..................................................................................................11
Appendix 6- The Ashok, New Delhi..................................................................................................11
Appendix 7- Indira Gandhi Stadium, New Delhi...............................................................................12
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Introduction
Modern conference industry is different from old days because business meetings and needs
are far different in present days. Selecting a venue is very crucial for any event to be
successful. Basic Criteria for the reason and people attending the event are two important
factors to select a suitable venue. New Delhi, the capital city of cosmopolitan India is the
destination of three events.1st event is a small corporate conference with 150 people. It is a 2
days event. 2nd event is a conference for crime against women. This event will be held for 3
days with 1200 delegates and 300 NGOs for an exhibition. 40 exhibitors are to represent
them in that venue and it is a national level conference. The 3rd event is Final Award
Ceremony with Gala dinner. Nearly 5000 audiences will be present in that venue. (IEEE,
2017)
Methodology
New Delhi is the capital city of India. It is a very lively city with very lovely people. It has
some of best hotels, resorts with all international facilities including bar, technology driven
systems. To choose a venue, it is important to understand the needs of that conference
including the type of conference, meeting or event, people attending those events, parking
spaces and accommodation which are key factors with multi cuisine restaurants. The
conference halls must be equipped with sound and media interference with skilled
professionals of event management. (Bradford, 2016)
Event Summary
Scenario No. of
Participants
Structure Duration Social
Activities
International
Event
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1 100-200 Small
conference on
Corporate
Strategies of
Reliance
Industries,
India
2 Days No No
2 1000-2000 Conference on
crime on
women-by
Indian Central
Government
with
government
delegates of
state and
centre, 300
NGOs and 40
exhibitors
9 Days Yes Yes
3 5500 to 6500 Competition
cum Prize
giving
ceremony of
Indian Idol -6
1 Day Yes Yes
Scenario 1
1st conference will be held at The Oberoi, New Delhi. It is a Business Meeting of Reliance
Industries which is one of the top corporate companies of India. It is an annual meeting with
all top level professionals for discussion about corporate strategies of the company including
its future growth, profit and further business interests for 2 days duration. Nearly 150 people
will come from all over the country. So the venue must have good connectivity with domestic
airport. Reliance needs 3 conference rooms from three groups of delegates. All people must
be accommodated in that venue as New Delhi has a very bad reputation for long traffic jams
during pick hours. As people are coming from pan India, the venue-cum-hotel must have
some finest multi-cuisine restaurants. The Oberoi is one of finest hotels in New Delhi which
is one of best brand in Indian Hotels. This iconic luxury 5 star hotel is located in the centre of
India's capital city. It is only 30 minutes’ drive from Domestic Airport and 45 minutes away
from International Airport. It has 218 rooms and suits that can accommodate those 150
guests. Rooms are aesthetically designed with large windows providing view of Delhi Golf
Course and beautiful Humayun's Tomb. The rooms are well equipped with all international
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facilities as per modern technology. It has a Business Centre with 7 meeting rooms from
which 3 can be booked. It has all day dining restaurant, a contemporary Indian restaurant and
a roof top Chinese restaurant. The Oberoi, New Delhi has a bar with finest collections of
liquors.
The Oberoi, New Delhi has organized various prestigious successful events. It has trained
staffs to entertain and facilitate the guests with royal gestures. The Oberoi is a name in the
industry for arranging business meetings through exemplary services, efficiency and
unparalleled cordial hospitality. It is one of most suitable destinations for such meetings.
(oberoi hotels and resorts, 2017)
The Oberoi, New Delhi has comprised of a large banquet with high ceilinged room and clear
audio facility with the capacity of arrangement for 200 people. The seven meeting rooms
have different seating arrangements like theatre, classroom, sit down, u shape and cocktail.
So Reliance can book their Business rooms for meeting according their needs. The Oberoi
has plenty of choices for rooms and accommodation with a wide variety of international
standard of facilities with no negative reviews till now. The guests are all top professional of
most prestigious company. So an Annual Meeting of that level definitely would look forward
for a venue with all the facilities empowered by warm hospitality and The Oberoi, New Delhi
is the best bet in the capital city of cosmopolitan India.
Please find Appendices 1 to 4 for different views of Conference facilities of Oberoi Hotel,
New Delhi for visual reference.
Scenario 2
There is a social cause for increasing crime against women and it’s a global urgency. United
Nations has called a seminar which must be held in every country. It is a 9 day event which
includes 6 days seminar cum meeting with an exhibition from different NGOs in a platform
to depict new approaches from different socio economic conditions by eminent social
activists all over the country. This event will be held by Human Resource Development
Ministry and Ministry of Women and Social Welfare jointly to set a target to eradicate crime
against women through United Nations guidance. Nearly 1200 delegates will be invited from
various Government organisations with representative of states and local government,
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academic and renowned scholars from different Universities and Institution. 300 NGOs are to
be invited in this event. These NGOs are currently working with several victims and they can
provide real time data. Some Ministers, police and Intelligence personals with some related
Secretaries are to be invited also. This event is to be covered by all National and International
media houses. So to choose a venue for central government is no doubt a big task. The venue
must be situated in the capital city of India and the hotel must have capability to
accommodate 1200 people with big exhibitions and a huge auditorium with all facilities.
HRD ministry has fixed the venue at The Ashok; New Delhi. This hotel is established on 25
acres of prime land in the diplomatic enclave of capital and is very famous for its amenities
and traditional Indian hospitality. It is a renowned name to cater prestigious national and
international conferences. Location of this hotel is situated at 02 km. from Rashtrapati
Bhavan (Presidential Palace),with the distance of 15 kms and 10 kms from international and
domestic airport, 9 kms from the New Delhi railway station, 6 kms from the renowned
Pragati Maidan and 1 km from nearest metro station..The Ashok can cater to every mood and
style for sitting up-to 3000 persons at a time. The hotel has wide range of venues consisting
of the Convention Hal, a formal Board room, with a Banquet hall, Party room, Swimming
Pool, Lawns and landscaped gardens. This hotel is equipped with the most extensive and
impeccable convention services which include state-of-the-Art equipments of audio visual &
multilingual translation facilities which are a big reason to choose this Hotel as India is a
multilingual country. The Ashok has a freedom of choosing rooms as much is needed
because of its huge and spacious structure. It has various packages for different needs and
different events. It has one of finest choice of regional cuisines. Most importantly, it has a
panel of expertise to facilitate all the events. All the events are very well arranged with
professionalism. Event planners are there to be hired by organisers to complete events neatly
and elegantly. There is a separate media lounge which can cater all print and electronic
journalists. Media attention is very important as program is organized for creating awareness
with future targets where to impose further concentration. (The Ashoke, 2017)
This hotel is privileged with the largest conference hall of no pillar with the measurement of
16435 square feet. This convention hall is with a pre-fixed stage of 42x26 feet and with the
height of the ceiling of 15 feet along with green rooms which proves it as a befitting venue
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for conventions, seminars, meetings and exhibitions. The place has the ability to attend 2500
guests with ease.
Some pictures of The Ashok, New Delhi are shown in Appendix 5 and 6 for references.
Scenario 3
The event is an award giving ceremony of Indian Idol 6. Indian Idol is a music competition
which is telecasted in Indian one of prime channel. It is actually the final round competition
with 10 contestants from pan India with some of them NRI and 1 is Sri Lankan and 1 is from
Myanmar. So viewers and supporters of those foreign contestants from respective countries
are expected to come in India. It is a live concert with nearly 5000 people as live audiences.
Even the contestants need very peaceful environment for their performance. This
performance may change their lives in some extent. So the organiser has to choose the venue
with all these parameters.
Indira Gandhi Indoor Stadium is one of place that can be changed the stadium temporarily as
stage. It has 15,000 fixed seats so it can easily accommodate 5000 audiences. It has 4 ramps
for 1st flooring seating, staircases and lifts.
This property is under Sports Authority of India and is looked after by Ministry of Youth
Affairs and Sports, Government of India. Therefore the organiser has to take prior
authorization from Sports Authority of India timely. It has different arena for press. Press
arena can be used by the TV channel to telecast it live. As it is a program for few hours, so no
need to book hotels for guests. (India, 2017)
The organiser will also set an exhibition of Indian Music of different era, different styles with
lives of eminent musicians, instrumentalists. The indoor stadium has huge ground that can be
used for this exhibition. 400 exhibitors are to be invited from all across the country. After the
competition, award ceremony will be held. One eminent singer of India will be present there
to give the awards. After completing the event, there will be a gala dinner. As it is a program
presenting several high profile people at a gathering, security must be very strict. This indoor
stadium is well equipped with modern security and safely measures.
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The image of Indira Gandhi Indoor Stadium is presented in Appendix 7.
Conclusion
A perfect venue is must for a successful event in any field. If the arrangements are not up to
the mark, people have negative thoughts about the organiser. If there is any drawback or any
loophole, then the conference or the program is said to be a big failure. Even the event has
everything been good but the food is very bad, end of the day, it is a bad organized event to
be said. (training, 2010)
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References:
Bradford, U.o., 2016. School of Managment. [Online] Available at:
http://www.brad.ac.uk/management/qrm2016/ [Accessed 21 September 2017].
IEEE, 2017. IEEE- Advancing Technology for Humanity. [Online] Available at:
https://www.ieee.org/conferences_events/conferences/organizers/roles_responsibilities.html
[Accessed 21 September 2017].
India, S.A.o., 2017. Indira Gandhi Stadium. [Online] Available at:
http://www.sportsauthorityofindia.nic.in/index1.asp?ls_id=510 [Accessed 21 September 2017].
oberoi hotels and resorts, n.d., 2017. The Oeroi, New Delhi. [Online] Available at:
https://www.oberoihotels.com/hotels-in-delhi/events [Accessed 21 September 2017].
The Ashoke, N.D., 2017. Ashok Convention center. [Online] Available at:
http://www.theashokconvention.com/ [Accessed 21 September 2017].
training, p.g.o.r., 2010. Organizing a conference. [Online] Available at:
http://port.modernlanguages.sas.ac.uk/tutorials/conference [Accessed 21 September 2017].
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Appendices:
Appendix 1- Oberoi, New Delhi
Appendix 2- Oberoi, New Delhi
Appendix 3- Oberoi, New Delhi
Appendix 4- Oberoi, New Delhi
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Appendix 5- The Ashok, New Delhi
Appendix 6- The Ashok, New Delhi
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Appendix 7- Indira Gandhi Stadium, New Delhi
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