Selecting Suitable Venues For Business Meetings And Events In New Delhi Is An Essay.

The Importance of Venue Selection

Question:

Disccuss about the Business Events Management.

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)

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)

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 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.

Criteria for Selecting Venues for Three Events in New Delhi

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.

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, 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.

The Oberoi, New Delhi - Venue for Reliance Industries Corporate Conference

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 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.

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.

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)

References:

Bradford, U.o., 2016. School of Managment. [Online] Available at: https://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: https://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: https://www.theashokconvention.com/ [Accessed 21 September 2017].

training, p.g.o.r., 2010. Organizing a conference. [Online] Available at: https://port.modernlanguages.sas.ac.uk/tutorials/conference [Accessed 21 September 2017].