A conference area in a hotel is the focal point for businesses to meet and discuss future prospects. Hence hoteliers in India are increasingly enhancing the functionality and design of these venues while adhering to international standards By Archana Sharma
With increasing focus towards Indian business market and the presence of international brands in the Indian hospitality sector, the business culture in India is undergoing changes in terms of business etiquette and operations. Bringing in international standards and keeping up with the gradual changes and developments, the conference and convention areas of hotels are also observing an increased focus on the venue and therefore enabling more attention and detail to the decor and design.
The conferencing areas are a crucial factor in the hospitality business since they are the focal point and vital front for various businesses where guests and potential clients meet and discuss future prospects. According to Hemant Gupta, assistant general manager II, Hyatt Place, Gurgaon/ Udyog Vihar, modern meeting spaces require thoughtful design and functionality integration. “Multiple designer and consultants work alongside for this space ranging from interior designer, acoustic consultant, audio visual consultant, etc to operating input. Hyatt Place Gurgaon/ Udyog Vihar is designed and built to our global brand standards and hence in terms of functionality it is no different than its international peers.” Featuring one large meeting space divisible into three equal parts and a board room with attached courtyards, Hyatt Place Gurgaon/Udyog Vihar, located in the hub of electronic city, can cater to a social gathering of 10 to 300 guests since the meeting spaces are spread over 2700 sq ft.
In India, many hotels have major convention spaces which can also be used as a conference area with partitions and though the up-gradation of the conference rooms is an ongoing process, most hospitality groups maintain international standards. According to Sudha Chandra, general manager, The Ashok New Delhi, “The convention hall at The Ashok New Delhi has been designed keeping in view the international requirements and are in line with international properties.” Boasting of a grand convention hall offering ultra modern convention space in terms of seating, lighting and business facilitation, The Ashok New Delhi can facilitate both MICE and private banquets by sub dividing with sound proof partitioning.
Sustainability and simplicity
Meeting space is one of the most invested areas in a hotel, is also an essential requirement and therefore a demanded area both by corporates as well as social clienteles. Keeping the same in mind, the decoration, lighting, furniture and look of this room must be planned and executed with great care. Elaborating on the same, Gupta believes that a clear space provides a clear thought and a clear mind. “Our meeting spaces are carpeted and acoustically treated to reduce unwanted noise. We have carefully selected our operating supplies and furniture to ensure best service delivery. Whilst, all the rooms enjoy natural sunlight they are also fitted with blinds to control the day light intensity. Additionally, all our meeting spaces have individual light control to allow our guests to adjust the lighting based on the conference or social evening requirements,” he adds.
Also believing in a simple and uncomplicated setup, Gupta states, “Pastel and neutral colour palettes have been used for the same reasons in our meeting rooms. The entire conferencing facility is designed to create openness and natural sunlight. All meeting rooms open to the attached courtyard providing an ideal break out area in case of a stressful conference.”
Encouraging guests to stay productive and organised with the Westin clutter-free meetings, Jerome Lienart, hotel manager, The Westin Gurgaon, New Delhi states, “Our meeting spaces use different and variant tones and shades of white, cream and brown for the décor of the facilities, in line with the Westin brand guidelines. And ‘Green’ features such as energy-efficient light bulbs, double-sided meeting pads and water pitchers in lieu of bottled water, helps eliminate waste and also reduce consumption.” With 10 modern and spacious conference and banqueting facilities, the meeting venues of the Westin are suitable for corporate meetings, business seminars, cocktail parties, weddings or even a private gathering. Providing the guests with the flexibility and choice, the Westin Vatika Ballroom can accommodate receptions for up to 600 guests with about 1360 sq m of meeting and function space.
Highlighting the importance of the different kinds of setups, Amit Kumar Mehta, assistant director of events, JW Marriott New Delhi Aerocity opines, “The conferencing area is not coloured overly as Marriott believes in block colours, with the area proportionally setup. With a different lighting design for each meeting hall and the availability of direct sunlight as well, JW Marriott believes in obliging with the client’s wishes and can also offer a pre-function area of the hall, completely lit with natural sunlight, which can be used for breaks.” With one ballroom of 12000 sq ft, JW Marriott New Delhi Aerocity, can provide three divided parts of 4000 sq ft each, and another third part which can be divided further into two parts and six studio or meeting rooms. “The pillar-less hall with a wooden finish is equipped with modern technology like AV/lights on dimmer/pulleys, etc and enables us to bifurcate the meetings into different categories and the setups are done accordingly,” adds Mehta.
Highlighting the features of the convention hall of The Ashok New Delhi, Chandra mentions, “The banquet hall, friendship lounge and party room facilitate excellent smaller events, conference and private banquet functions and are designed keeping in view the multi-faceted usability of the space like MICE business, and therefore, in terms of acoustics; the hall is echo free and also sound proof.” Highlighting the adaptability of the convention hall with apt lighting to suite all types of events, Chandra adds, “The luminosity of the led ceiling lighting can be controlled as per the need of the event. The friendship lounge and party rooms are placed in such a way that there is a perfect balance of natural lighting and ambient lighting.”
Personalised touch
The food and beverage style depends on the choice of the clientele and hence hospitality players are providing custom designed menus with attentive detailing. Hyatt Place Gurgaon has a dedicated pre-function area with coffee machines and bottle refrigerators offering flexibility. “ We provide personalised coffee machines and mini bars within the meeting rooms making it ideal for tea coffee breaks during the days and cocktail bars for the evening socials. Also our Gallery Café hosts all lunch breaks and offers a variety of food and beverages,” says Gupta.
Adding to the same, Lienart states, “The Westin has customised SuperFoodsRx menus, themed coffee breaks and flawless attention to detail combine to create a memorable experience for the attendees. This is done in a separate area, within the meeting premises. As a new personalised touch, the hotel has also introduced a manual pass-around service, with quick bites to grab and go with, between meetings. Packed with healthy nutrients, they give you the focused energy you need to work at your best.”