UNIT IIIEvent Venues, Conference Venues, Facilities, Conference Room Layouts, Role of ICPB & ICCA

Event Venues Concept & Types Factors that will be critical to the success of an event include the location of the event, the range of potential venues available, ease of access and the ability to ensure that all necessary items of equipment, resources, personnel & visitors can get to the venue easily. The venue you choose for an event becomes the most important part of the event. You can make the great event better by choosing a good venue. When you plan an event you are most likely to face some or the other problems, but you would want your event to come out a event to remember by all the guests. 1) Reach your goals: Try and set rules for yourself and reach them. Make use of all the information you have gathered and see your event happening. 2) Research: The event venue a very important part of planning, needs to be researched. This will help you getting right ideas for the event. 3) Fun: Include fun and excitement in the event. Without the fun and excitement your party will be a drab. Make sure all the guests invited will be enjoying themselves by keeping them entertained. 4) Budget: Keep the budget in mind and plan accordingly. No use overspending it and then regretting later. If you work on a budget you will know what and where you can spend and this will keep your event fun and also make you feel good about yourself and the event.

Event Venues Concept & Types Everyone has a view when it comes to choosing venues but you have to balance a number of conflicting requirements. This section looks at the choices open to you when you select a venue, with particular emphasis on the following: Location Timing Cost Quality Conference Space Accommodation Outdoor Pursuits

Before you start looking for the right venue, ask yourself: What kind of event do you want to produce? How sophisticated does it need to be? Roughly how many people will be attending?

venue A venue is the site at a desired location with the required audience capacity and available for a specific time period where the event concept shall be carried out. Venues are usually created not for core concepts but actually for a specific variation of a core concept. The best example that can be presented here is in the sporting arena. Separate studio are actually built for cricket, hockey, football, basketball etc. This is a phenomenon found not only in India but also worldwide. Separate studio for American Football, Ice Hockey, Baseball, Athletics, etc. are proof of this. Examples are aplenty here, venues most prominent and known worldwide for the game of cricket are the Eden Gardens in Calcutta and the Wankhede Stadium in Mumbai, India. Generally, the reason for such cust4built complexes for specific sports is that these by themselves are very lucrative and make sound financial sense. It is a well-known fact that sports attract the most monies in terms of sponsorship as well as ticket sales. Though the returns vary from sport to sport and game to game, they still remain viable, otherwise obviously the venue will be converted into something else which is more lucrative such as a shopping mall, apartments etc. or sold off at a premium to real estate agents! An international example that can be cited to drive home the point would be that of United Center, the basketball venue in Chicago, US which is home to the Chicago Bulls.

venue Sports was just an example . Similar customized venue exist for music concert ( Rang Bhawan in Mumbai) exhibitions (World Trade Center, Discovery of India Building in Mumbai) and of course, other event variations such as the numerous halls for wedding and other religious purposes etc. Though this is a standard practice, it is entirely the discretion of the venue management to allow events of other categories to occur at their site. For instance, it is again pretty common to find music concerts being arranged at sports venue though there are specific music halls and parks available. This might be due to constraints on account of availability, the capacity, rate or infrastructure requirements demanded by the event concept. However, this is not a fully favorable situation. A musical night on a sports ground may not be able to exploit the entire available seating capacity of the stadium. The organizers will also have to arrange for the extra seating, barricading, entry and exit points and other arrangements on the ground after leaving space for the stage and sets etc. This means that the capacity of the stadium is virtually increased to include the capacity that can be exploited by seating people on the grounds meant as a specific requirement for a game. Even the acoustics have to be checked and designed to ensure against faults and failures. Yet another constraint imposed on event organizers in such a situation is the utmost care and caution to be exercised not to damage the grounds in any way.

venue The most important factor when considering a venue is the availability factor. The amount of time that the venue is required for the event is a summation of the actual event time and the time required for completion of the pre and post event activities i.e., erection and dismantling of the infrastructure involved. The capacity of the venue is another major issue. The demands of the event concept decided from the brief have to be met. Since the rates for the venue also form a major portion in the costing for the event, a venue should be considered only if it meets the requirements as defined by the concept since capacity and infrastructure available have a decisive impact on the rates for the venue. Rates for venues vary with the season for the event. Each category of event or a particular variation may have a certain peak season when the event is very popular and in demand. In such times, the rates for venues are very high and usually go either on a first-come-first-served basis or to the highest bidder. At the same time, most venues offer large and inviting off-season discounts to make up for the slack in demand

venue There are two types of venues, in-house and external, and these should also be kept in mind during the conceptualization process. Sometimes the concept has to be modified to suit the realities of the venue and this can distort the costing beyond recognition. Therefore, the importance of general guideline should be kept in mind by the event organizers while scouting for a venue. Venue selection should take into consideration the category of event for which venue is specially meant, i.e. whether it is originally a venue meant for sports (specify which game), music, exhibition, weddings, fairs, etc. It is also very essential that the suitability of indoor or outdoor venues should be checked out. An indoor venue entails the necessity to check on the availability of air conditioning. The total area and actual area after subtracting the off-limit areas, swimming pools etc.-need to be calculated. The maximum seating capacity is worked out based on the area and may increase or decrease for different events and venues depending on the performance area and visibility of this area to the audience. The quality of the facilities such as interiors, acoustics, ambience, cleanliness and other technical requirements should be meticulously defined and provided for.

venue Basic infrastructure such as cool drinking water, fan, lighting and hygiene arrangements are necessities at every venue irrespective of which event category the venue is meant for. Monopoly of caterers and decorators are prevalent at most venues; therefore, a proper inquiry should be done and the event design should provide for the increase in costs that a monopoly usually leads to. Contingencies such as power failures need to be tackled and the need for generators should be properly assessed. Contingency plans need to be built for disruptions that can be caused due to the changes in weather. The performance area should be designed based on the load that is to be carried within the area available and at such a height that it is clearly visible to the maximum number of people. Most venues have standard restrictions. These restrictions should be understood clearly since these could be decor, food and beverages, monopolies, working hours, holidays or smoking restrictions. The mode and type of payments for venues depend on the arrangement that is negotiated. Though these guidelines may not be comprehensive, it covers the entire spectrum of operational points to be kept in mind while making a decision on selection of a venue. Taking our discussion on venues further, most venues fall under the categories of in-house or external venues. These are presented in the following section.

In-house Venue Any event that is executed within the premises of the company or institution or in the private homes or properties belonging to the client is called an in-house venue. In fact, the companies or individuals themselves might be organizing the event. Most inhouse venues do not need to be paid or even if a payment is involved, it may be open for favorable negotiation. Large corporate and institutions usually have conference rooms, halls or open spaces within their companies and their campuses where events can be held. These can be indoor or outdoor and the advantage is the huge saving in the costs incurred in hiring the venue. The use of such facilities is reserved for the employees of the company or residents of the campus. Most clubs in fact derive their roots in the foundation of a venue, in that the venue gets internalized for a specific number of club members and whose membership is restricted to a chosen few with similar characteristics.

External Venue Any venue over which neither the client nor the professional event organizers have any ownership rights is called an external venue. These are venues open for the general public and anyone can rent these venues for organizing events. Usually, hotels have halls and rooms specifically meant for specific occasions and events that can be utilized either by corporate, individuals, families, etc. Stadia are good examples of this type of venue. Constraints forced by the lack of such a facility in-house make for the need of external venues. Most events are held at external venues. Some events are in fact venue-driven. For instance, amusement parks such as Fantasy Land and Essel World in Mumbai and Appu Ghar in Delhi need various events to be happening at their parks to increase the customer traffic. Therefore, small budget events and theme parties for celebration of festivals such as Valentines Day or Holi see venues playing the clients role for the event organizers. At the same time, a profit sharing arrangement on the ticket sales can turn the venue management into a partner in the event and the ticket buyer becomes the customer for both the event organizer as well as the venue. Another major role that a venue plays in the scheme of things is that it has a say in the very feasibility of an event concept. A particular concept may be dependent on the infra structural facilities available or the capacity of the venue or may have designed to take into consideration limitations in the venue. Any change of venue, unless to a very similar one, shall result in disruption of the event or in a poor quality event. Thus, a mutual understanding between the event organizers and the venue management is very essential given the important role that the venue plays in the execution of the event concept.

Locating Interaction Points, Banners, Displays etc. at the Event

Position, size and location of the stall or interaction points with the target audience should really be determined by the objectives set for the event. Some companies prefer to make a big impact at the main entrance, others insist on a corner site so that they can be approached from more than one side. In fact, if there were an opportunity, then approach from all sides would be ideal. Such a location is usually called an island site. The answer to this issue can be obtained from understanding clearly, how you want to deal with the people visiting the stand. It will vary at each show, and must be thought out well in advance. The banners and other display materials usually have fixed locations and should be clearly visible and readable. Creative and innovative locations should also be scouted for in and around the venue to extract maximum mileage.

Venue Types Conference Hall Hotels banquets Convention centers Exhibition Grounds Restaurants Party Hall Concert Theatres Drama Theatres Flexible Spaces Concert Halls Public Houses & Night Clubs Jazz Clubs Stadiums

Conference venue facilities conference facilities with capacities ranging from 20 to over 2000 people to suit varied requirements. The facilities comprise of well equipped large conference rooms, small conference rooms, open conference halls, board room, press room, VIP lounge and organizers office to facilitate the event.

Conference facilities Back projection data projector slide projector WITH REMOTE CONTROL LCD projector with screen plasma screen panafax board special effect lights LIKE STAGE LIGHTS WITH DIMMER CONTROL ETC. centrally air conditioned carpeted green rooms wheelchair access

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Conference facilities mike plug socket cordless mikes simultaneous interpretation facility control room WITH CHANNEL MUSIC, AUDIO RECORDING AND CONFERENCE FACILITY video conferencing 3 phase power power points Meal options: breakfast conference package high tea dinner VEG / NON VEG

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General Conference layout

CLASSROOM

THEATRE

U-SHAPE

RECEPTION

HALF MOON

BOARDROOM

BOX

Conference room layouts

Conference Room

VIP Lounge

Press Conference Room

Conference room layouts

Meeting Rooms

Out-Door Conference

Conference venues facilitiesControlled lighting options

Overhead Grid 32 breakout rooms Ceiling height of 12.5 meters

Interpretation Booth

Audio Visual Control RoomTelescopic Retractable Seating

Flexible walls

Infrared Transmitter

Utility Pits

Epoxy Flooring

In house Event Management team

Banquet seating

Conference venues booking formWhat type of event are you planning?

Conf erence

* What are your venue requirements? Meeting Rooms Main/Plenary Breakout * Hotel category required

5 Star

Single Occupancy * Number of Bedrooms Double/Twin Occupancy

Additional Services TransportGala Dinner/Social Events Registration Services Audio Visual Team Building / Activities / Excursions Destination Managment Services Aircraft Charter Event Insurance

* Preferred start date: * Duration: * Number of people Preferred venue (if any) Preferred location (if any)

Day Days

Month

Year

(min. 25 pax)

City

Convention manager Convention Managers will be the main point of contact during Convention. They can assist by: Liaising with all internal centre departments and involving key specialist staff where necessary Providing creative input to ensure that the convention is successful and special Managing the logistics of convention - including preparing a detailed schedule of convention requirements for centre staff to follow Providing financial reports and indicative costs in the lead up to the convention for budgetary assistance Sharing their extensive local knowledge and providing contacts for contractors and services to support convention Offering advice on menus and themes to make the convention memorable

Project planningProject planning will be able to provide the following services for any convention: Technical consultancy Quotations CAD design / floor-plans Technical Direction, stage management Video Production or broadcast requirements (through Centre Video Production) Scheduling and Logistics

Project Planning -eventObjectives & getting started Planning

Organizing & preparing the event

Implementing: running the event

Divestment /legacy

Planning as a management activity for an event

Project planning -eventobjectivesWhat do we want ? Ideas & proposals: Screening Criteria for event objectives & detailed aims Draft outline plan Environmental search problems Systematic detailed planning Financial plan / budget charges / Income Sponsorship/Investment Cash flow Information search costs & revenues venues staffing

Operational plan/Operation resources staffing team /locations/venue/Logistics

Marketing Plan Research / Marketing activities / promotion and PR / marketing schedule

Project planning -event Reflection: Discussion of Plans

Organizing and preparing the event Development activities, preparation & deadlines Implementing the event Operations. Control & action

Divestment /legacy

Closedown, evaluation, feedback & recording: handover

Project planning The draft plan for an event is really a place for initial ideas to be recorded, a kind of scrap-box for brainstorming and all the initial thoughts and concepts. Its headings should, importantly, cover six key issues, to give it some structure & form: Why the event is being undertaken? Who will be involved in the process and the event (and who may not)? What will take place and what information or research is needed to make decisions? How will it be done? Where will it happen (including the main location and any additional locational needs)? When will it take place (including dates and expected outline times)?

Introduction to conference facilities in india

Amidst the countless ways that India captures world attention as a tourist paradise of exotic dimensions, there also exists in her a dynamic business country and a splendid venue for international conferences and conventions of no less than global standards. Take a look at the choice of locations that India offers as also various conference venues at these places. Sprawling, palm-fringed, golden beaches come to the doorstep of internationally distinguished names in luxury hotels, villas, resorts and motel chains. Then, theres the breathtaking beauty of the Himalayas where meeting in style could mean a summit conference at skiresorts with their log cabins or with cascading golf-courses and the hideaway Swiss chalets. Then again, you can choose from the magnificence of palaces built on lake waters, the shimmer and grandeur of the super luxury banquet halls in the heart of the metros, or from the solitude and august ambience of the research and academic institutes, the business and convention forums at the World Trade Fair, the Government sponsored Chambers of Commerce. Its a choice thats vast and varied.

Introduction to conference facilities in india

In equipment and facilities that support international conferences, you will find the latest generation technologies and efficient support services. Take business centres. Every selected venue mentioned here offers you a business with computerized office automation systems, secretarial services, travel and ticketing arrangements, local transportation and sightseeing assistance, shopping and local information guidance. Amongst the advance systems available at these locations are mega screen audio-visual projection systems, digital sound recording and editing, video/text/data/fax transmission facility, simultaneous translation in foreign and local languages, media and satellite network connection, TV and video production and editing suites, Internet, E-mail and CD-ROM multi-media, to name just a few.

Introduction to conference facilities in india

Convention facilities of international standards are available in a number of cities with the complete infrastructure required for major conferences and exhibitions. There is adequate room capacity in different category of hotels, and separate venues to accommodate other functions. For transfers from airport to hotels and for local use, sufficient transport is available. International-standard convention facilities are available in 5Star Deluxe and 5-Star Hotels apart from independent convention centres in some cities. These facilities can cater to the needs of international conferences with up to 5000 delegates.

Conference locations in indiaThe important Convention Destinations are : Agra Bangalore Chennai Goa Hyderabad Jaipur Kochi Kolkata Mumbai New Delhi

DelhiHotel / Venue Name of Hall Seating Capacity Theatre Style Vigyan Bhawan Habitat World The Ashok Taj Palace Park Royal Hyatt Regency Inter Continental, The Grand ITC Maurya Sheraton Le-Meridien Plenary Hall Auditorium Convention Hall Darbar Hall Royal Ball Room Ball Room Ball Room Kamal Mahal Windsor Hall 2351 500 2000 1100 900 600 550 550 500 650 400 350 250 250 250 300 160 150 150 150 125 120 100 Class Room U-Shape

bangaloreHotel / Venue Name of Hall Seating Capacity Theatre Style Taj Residency Grand Ashok Le-Meridien The Leela Palace The Leela Palace Palms The Taj West End Hilton Trinity Banquet Hall Coronet Grand Ball Room GBR Conference Hall Ball Room Golden Ballroom A+B Royal Orchid The Banquet Hall 250 75 50 650 500 600 650 460 400 350 350 Class Room 300 130 200 220 210 200 150 120 U-Shape 150 75 80 80 72 120 90 80

chennaiHotel / Venue Name of Hall Seating Capacity Theatre Style Le Meridien ITC / Park Sheraton / Towers Grand Ballroom Mowbrays / Chamiers Connemara Hotel Taj Coromandel Chola Sheraton Ball Room Ball Room Mandapam 300 450 450 110 250 150 70 100 150 870 800 Class Room 460 250 U-Shape

hyderabadHotel / Venue Name of Hall Seating Capacity Theatre Style Hyderabad Internaitonal Convention Centre Hyderabad Marriot Hotel Taj Krishna ITC Hotel, Kakatiya Sheraton & Towers Taj Residency Taj Banjara Green Park Minerva Grand Ramoji Film City Kohinoor Anjuman Full Residency Summit Taj Mahal Mayfair 340 250 250 300 340 280 175 100 150 70 90 85 60 120 110 100 90 Convention Hall Grand Ball Room Hyder Mahal 1500 700 500 700 250 150 450 150 150 Convention Hall 5000 Class Room U-Shape

mumbaiHotel / Venue Name of Hall Seating Capacity Theatre Style The Taj Mahal Hotel Hilton Towers The Leela Taj Lands End Renaissance ITC Hotel Grand Maratha Sheraton & Towers Grand Hyatt J. W. Marriot Hotel Grand Ball Room Grand Sangam Ball Room Taj President Le Royal Meridien Hotel Rang Sharda The Presidential Marquee Banquet Hall 450 250 300 200 130 150 125 78 80 1300 650 750 325 100 Ball Room Regal Room Grand Ball Room Ballroom Grand Ball Room Ballroom 600 650 750 700 1750 500 Class Room 200 220 300 275 750 300 100 U-Shape 75 125 200 150

kolkataHotel / Venue Name of Hall Seating Capacity Theatre Style Science City The Oberoi Grand Taj Bengal Hyatt Regency Convention Centre The Ball Room Crystal Room Regency Ball Room 2232 800 500 550 700 150 200 250 240 120 90 125 105 Class Room U-Shape

ITC Hotel Sonar Bangla Sheraton & Pala Toweres Taj Bangal Hotel Airport The Park Crystal Victoria Banyan Room

450 285 200

150 96 175

90 64 70

Indian convention promotion bureau -icpb The India Convention Promotion Bureau (ICPB) is a registered non profit association sponsored by the Ministry of Tourism, Government of India aimed mainly at providing free assistance and support to national associations / Institutions / Organizations to bid for Regional / International conferences in favor of India. ICPB was conceived in 1988 as a collaborative effort between the private and public sector. The aim is to promote India as an attractive and viable MICE destination. Today ICPB is the apex travel industry grouping that can truly boast of participation from the entire industry. It draws its membership from the hospitality industry as well as educational and state bodies. ICPB represents the entire travel industry to showcase the best of Indias MICE product to the world.

Icpb aims & objectives To promote India as a competent and credible MICE destination. To undertake a continuing programme of creating better awareness of the role and benefits of MICE in the context of national objectives. To collect, both from primary and secondary sources, relevant information that could be used to develop a data bank and to disseminate such information to the membership. To undertake research for development for Indias MICE industry and disseminate that information. To undertake a continuing programme of advertising and other publicity, through media, for motivating national associations to bid for conventions, etc. To encourage growth of professionalism in the MICE segments and evolve an industry code of ethics. To provide necessary guidance and feedback to the central government and advise state governments in the development of infrastructure and facilities for MICE segments. To conduct seminars, group discussions, courses of study and organize exchange of visits between Indian organizations and relevant world associations / organizations. To seek affiliations with world bodies with similar aims and objectives.

Icpb -supportICPB acts as a support body helping conference planners and other trade bodies during the bidding process for international conferences. The areas in which members of the Bureau, with their expertise could assist are the following:- Final budgeting of the event Worldwide promotion and publicity of event Booking of accommodation including meeting halls Social / cultural programmes Theme parties, food & beverage services Sight-seeing / pre & post conference tours Special interest activities Airport receptions and departures Inaugural and closing ceremonies Recording of proceedings, simultaneous interpretation, printing of congress proceedings, public relations, protocol Accounts and audit

ICCA's network of suppliers to the international meetings industry spans the globe, with members in 80 countries. All companies and organisations which have a strategic commitment to provide top quality products and services for international meetings should consider ICCA membership as part of their long term plans. International meeting planners can rely on the ICCA network to find solutions for all their event objectives: venue selection; technical advice; assistance with delegate transportation; full convention planning or ad hoc services. ICCA members represent the top destinations worldwide, and the most experienced specialist suppliers.

INTERNATIONAL CONGRESS & CONVENTION ASSOCIATION ICCA

ICCA ICCA was founded in 1963 by a group of travel agents. Their first and foremost aim was to evaluate practical ways to get the travel industry involved in the rapidly expanding market of international meetings and to exchange actual information related to their operations in this market. This initiative soon proved to have been taken at the right moment: the meeting industry expanded even more rapidly than foreseen. As a result of which candidates from all over the world applied for ICCA membership. Not only congress travel agents but representatives from all the various sectors of the meetings industry. ICCA now is one of the most prominent organisations in the world of international meetings. It is the only association that comprises a membership representing the main specialists in handling, transporting and accommodating international events. With approximately 850 members in over 80 countries worldwide, it is certainly the most global organization within the meetings industry. ICCA has offices in the Netherlands, Malaysia, U.S.A. and Uruguay.

ICCA -SECTORS Sectors -Destination Marketing (formerly known as Category D) -Meetings Management (formerly known as Category A and C) -Meetings Support (formerly known as Category E) -Transport (formerly known as Category B) -Venues (formerly known as Category F and G) -Honorary Members (formerly known as Category H)