RACHNOUTSAV COLLEGE OF EVENT MANAGEMENT

Affiliated to

JAWAHARLAL NEHRU ARCHITECTURE AND FINE ARTS UNIVERSITY

Document on Venue Recce

Batch : CPEM 2023

Subject : Event Essentials
Date : 11-03-2024
Group Members : Chandni, Esha, Deepshika, Anudeep
Venue : Sheraton Hotel, Banjara garden
Function hall, A to Z Supplying company

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 SELF DECLARATION

We all four student of CPEM batch, hereby declare that this document on venue recce on
Sheraton hotel, Banjara garden function hall and tent house has been prepared by us
during the year 2024-25.

Under the guidance of Mrs. Karishma mam in the partial fulfilment of my graduation course
prescribed by my college.

We also declare that this project is the outcome of our own efforts

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 ACKNOWLEGEMENT

We thank our Rachnoutsav College of Event Management (RCEM) for this

wonderful opportunity that they have given us to know about the venue
recce.

Thanks to hotel, convention hall and tent house for providing valuable
insights and access to their facilities, which greatly contributed to the
completion of this report. The hospitality and cooperation extended by the
Sheraton team were instrumental in gathering relevant data and enhancing
the quality of our analysis.

We thank Mrs Karishma mam for guiding us, and make us understand each and every
aspect about the venue recce and production.

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 INDEX

S.NO CONTENT PAGE NO

1. Introduction 1.

2. Self-declaration 2.

3. Acknowledgement 3.

4. Index 4.

5. Introduction 5.

6. What is venue 6.-7

7. Annexure Question & Answers 8-12

8. Rooms 13-14

9. Question and Answer 15-16

10. Layout 17

11. Amenities of hotel 18-19

12. Route map 20

13. Safety and measurements 21

14. Observation and learning 22

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 INTRODUCTION ABOUT THE HOTEL

Sheraton Hotel, a renowned name in the hospitality industry, stands as beacon

of luxury and comfort for travelers worldwide. With a rich history spanning
decades, Sheraton has established itself as a premier destination for both
leisure and business travelers seeking unparalleled hospitality and top-notch
amenities. From its elegant accommodations to its world-class dining options
and state-of-the-art facilities, Sheraton
Hotel consistently exceeds expectations, offering guests an Unforgettable experience in
every aspect of their stay. Whether it’s for a relaxing vacation, a corporate event, or a
special occasion, Sheraton Hotel embodies the essence of hospitality, making every
guest feel welcomed and pampered from the moment they arrive.

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 WHAT IS A VENUE

A venue is a place where something happens, especially an organised event such as
concert, conferences, weddings or sports competition is known as venue.

A venue recce is to see if the venue constrains would allow the event to go exactly how
the client planned it to be, taking measurements of the venue, conforming the locations and
supply of electrical power and getting a feel of the venue and deciding whether event can be
done or not at the particular location or site.

1. Name of the venue - Sheraton Hyderabad hotel

Type of venue - Hotel

Address of venue - Nanakramguda Rd, Financial District, Gachibowli,

Hyderabad, Telangana 500032

Hotel Front View Hotel Night View

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Entry and Exit
Porch

Entry to Lobby Lobby

Hotel Front Desk Concierge Desk

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2. How many locations are available at the venue to conduct an event and
describe their nature (indoor, outdoor, open to sky, terrace, banquet hall,
etc.)
 There are 4 event locations available at the venue
o Banquet halls (Z1& Z2)
o meeting rooms

They have 7 meeting rooms, they name them as:

 Java(1&2)
 Kojo(1&2)
 Unix1 & Unix2
The meeting rooms at Sheraton hotel provide a conducive environment for
productive meetings and successful events. With their modern facilities,
flexible layout, and attentive service.
They also have separate ASBL office room, which they have conference
meetings and corporate meetings.
o Open area

The nature of the halls and meeting rooms is indoor.

Banquet Hall (Z1) Banquet Hall (Z2)

Open Area Meeting Room

2. a. Measurements of the area (L x B x H).
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  Total area of halls – 4000 sq.

 Total area of open area – 6000sq ft.

 Dimensions of meeting room (Jade 1): 52x42x62.3 m

 Dimensions of meeting room (Jade 2): 52x42x19 m

 Dimensions of meeting room (UNIX 1& 2): 105x42x19 m

b. Number of entry and exit points including emergency exits.

 In banquet halls there is 2 entry and exit, and one emergency exit.in meeting
rooms each room has same entry and exit.

Entry & Exit of Hall 1 Entry & Exit of Hall 2 Emergency Exit

c. Whether pre-function area available? If yes mention its measurements.

 Yes, the pre function area is available in the venue. Pre function is available at halls.

Entry of Pre- Function Pre- Function Area

area
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 d. Whether separate service entry for staff/vendors/workers available?

 No there is no separate entry for staff /vendors.

e. Describe the flooring – temporary, permanent, carpet, tiles, marble, and

colour?

 The flooring of banquet halls is of carpet. Red color permanent carpet with petals designs.

Flooring of Hall

f. Describe the walls – colour, height, any décor element present,

sound proof

 The wall of banquet hall is soundproof.

Wall of Hall

g. Describe the ceiling – color, finished or unfinished, décor element

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 present

 The ceiling of banquet hall is finished with white color. Chandelier is present in
center of the ceiling hall.

Ceiling of Hall

h. Describe the lighting in the area – Normal lights, chandelier, décor

lights, etc.

 It has normal lights about 20 lights are there and one big chandelier.

Chandelier of Hall

i. How many people can be accommodated in the venue?

 In banquet hall 160 pax to 200 pax can be accommodated with round tables.
 In meeting room (Jade 1) - Theatre: 200, Classroom, 90, Reception:
150 ,Banquet: 80 ,U-Shape: 54
 In meeting room (Jade 2 ) - Theatre: 220 ,Classroom: 90,
Reception :150 ,Banquet :80 ,U-Shape: 54
 In meeting room (UNIX 1&2 ) - Theatre: 80 ,Classroom: 64 , Reception:
100 ,Banquet: 64 ,U-Shape: 48

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j. Describe about the fire safety equipment available and its condition every hall &
room have fire safety equipment’s available and there in good condition.

 Every hall and rooms have fire safety equipment’s such as fire extinguisher, fire
alarms, and water sprinklers. They were in good condition also.

Water Sprinklers Smoke Detector Fire Extinguisher

k. What are the hiring charges for this location for conducting an event?

 The hiring charges to conduct an event in banquet halls are 6 lakhs.



i. How many rest rooms are available?

 There was sufficient rest rooms available at each hall and meeting rooms. In club
and restaurant also rest rooms available.

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 ROOMS
They have total 272 rooms and 56 apartments.
They have various room types to cater to different preferences needs:
 Standard rooms
 Deluxe rooms
 Suites
 Club rooms
 Specialty rooms
Each room have its own unique offerings.

CHECK-IN & CHECK-OUT

Guests have to check-in at 2 pm and check-out by 12 pm.

PRICING

Starting price of rooms is 8000/-

There was one unique room known as Presidential Room which cost 1 lakh
per night.

Guest Room, 1 King Guest Room, 2 twins

Studio, 1 King Club lounge,1 King

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 Club lounge access, 2 1 bedroom Apartment, 1
twins King

Club Lounge Access, 2 Bedroom,

Club Lounge Access,
Apartment, Bedroom 1:1 King,
Executive Suite, 1 King
Bedroom 2:2 Twins

Club Lounge Access, presidential suite, 1

King

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 6. Is in house catering facility available and whether outdoor caterers allowed, and
terms if any.

• Yes, they have catering facility available.

• Outside are not allowed.

7. Is there sufficient parking space and valet parking facility? How many cars can be
parked?

• They have sufficient parking available in the hotel.

8. Describe the facility of security guards, CCTV cameras and housekeeping staff.
• CCTV cameras available in the hotel and they have enough security guards in the
hotel.

9. What are the other amenities available at the venue?

• Gym, spa, swimming pool, restaurants.

10. Are there any restrictions imposed by the venue or require any specific permissions?
• They don’t allow to do fireworks and music can play till 11pm.

11. Is the venue suitable for person with special abilities?

• Yes, the venue is suitable for people with special abilities.

12. Is emergency evacuation procedure available at the venue?

• Yes, emergency evacuation is available.

13. Whether separate service entry for staff/vendors/workers available and their entry
formalities at security gate.

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 • Yes, they have separate service entry available for the vendors.
• They should have proper dress.
• At the gate security person will see what the stuff is coming in and going out

14. Was the venue easily approachable? Yes or no? Give details.

• Yes, the venue was easy approachable, and the location was also easy
approachable.

15. List the challenges of the venue as per your observation.

• To book this venue we have to approach hotel management before two months.

16. Briefly describe about the surroundings of the venue with details.
• The surroundings of the venue Sheraton Hotel are, the venue is easily accessible for
the guests to enter and wide roads.

17. How well is the venue connected with various transport systems, hospitals and
emergency facilities?

• This venue is located at Nanakramguda, Financial District Hyderabad the hotel is

well connected by public transport system.

18. Your observation about the venue’s cleanliness, quality, professionalism of staff and
what types of events would you conduct here.
• Sheraton Hotel Hyderabad is famous for its luxurious and comfortless of the clients.
• Overall venue is maintained clean and beautiful atmosphere.
• Yes, there are professionalism staffs are hired by management.
• I would like to conduct social and corporate events.

19. If given chance, would you be interested to organize event at this venue? Give at
least five reasons for the same.

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• Yes, if I get a chance to host events at this venue I would like to organize events.
• This venue is very luxurious and attractive to host the events out at there.
• This venue has all the amenities and facilities and safety measurements.
• It is very well recognized hotel.

Layout of banquet hall

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 AMENITIES OF HOTEL

Link Café Gym

Swimming Pool Locker

Zega Restaurant (pan- Sheraton Club

Asian restaurant)

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 Link Café
The link café is typically a welcoming space where guests can enjoy a variety
of beverages, snacks, and light meals in relaxed atmosphere. It often provides
a convenient spot for guests to grab a bite or enjoy a refreshing drink before
heading out for the day. Additionally it can serve as a casual meeting spot for
business discussion or catching up with friends and family.

Its opens in the morning 9am works till 11:30pm.

Zega restaurant

A preferred place to Eat, Drink and Socialize. An Asian-inspired modern &

easy-living social space known for multi-sensory experiences through its
ambiance, Pan-Asian comfort food, and distinct beverage selections. It’s the
perfect place to unwind over a scrumptious lunch, a fun casual evening, or a
lavish dinner - a dining experience you’d not want to miss.

It opens from Monday to Sunday; 12:00 HRS to 20:00 HRS

Sheraton club
Sheraton club is a club where special members can come and have the breakfast, lunch,
and dinner unlimited. This club is for the members who is living in the hotel for 50-90 days.
Such the premium and ambassador members.

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ROUTE MAP OF SHERATON HOTEL

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 SAFETY AND MESUREMENTS

 They have Cameras.

 Smoke Detectors
 Water Sprinklers
 Emergency Exits
 Fire Extinguisher

Fire Extinguisher Emergency Exit

Smoke Detector Water Sprinklers

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 OBSERVATION AND LEARNING

 It was our first self-venue recce, so we learned many things.

 We learned that how to talk to a hotel, how to get a venue to conduct events.
 We also learned that it’s not easy to get a venue in hotels.
 We observed the surrounding in hotel.
 How they conduct the clients, manage time etc.

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VENUE RECCE 2: TENT HOUSE

A TO Z SUPPLYING COMPANY

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 INTRODUCTION OF THE TENT HOUSE

The tent house we have visited was very nice. We saw different types of equipment’s such
as catering materials, stages, and flower vases, centre pieces, trays etc.
This tent house is situated at Gandhi bhavan. They huged to provide every type of
materials.

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 INDEX

S.NO CONTENT PAGE NO

1. Introduction 1.

2. Self-declaration 2.

3. Acknowledgement 3.

4. 26

5.

6.

7.

8.

9.

10.

11.

12. Route map

13. Safety and measurements

14. Observation and learning

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 EQUIPMENT USED FOR PRODUCTION
List of equipment:

1. Stage / raiser

Stage we have not seen there.

2. Tenting Material
a.Shamiyana
 Centre pole
 Four pole
 Circus type
 Side walls
Shamiyana we have not seen.
b. Pipe Pandal – used for what & other they are name called / technical name
 With base – why
 Without base – why
 Colour limitations if any & why
 Styling if any & why
 Sizes they come in & why
Pipe pandal we have not seen.
c. Truss Pandal
 With base
 Without base
 Colour limitations & why
 Styling if any & why
 Sizes they come in & why
Truss we have not seen.
d. special Tents – dessert / outdoor etc.
 With base
 Without base
 Colour limitations & why
 Styling if any & why
 Sizes they come in & why
Tents we have not seen.

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 SEATING
We have seen different types of seating such as chairs, sofas, deewan, etc.

 Chairs
They have 5000 to 10,000 plastic chair.

Cushion Chair Chivari Golden Chair Chivari white Chair

Plastic Chair

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  Sofa

We have seen different collection of sofa’s, of single seater, two seater and three seater.
The sofas were drying and packed with cloth and stored on ground.

Stainless Steel Sofa Stainless Steel Sofa

 Wedding Mandap Seating

Bridal Chair Deewan Bridal Chair Throne

Bridal Chair Throne (aluminum) Bridal Chair Throne (brass)

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 TABLES

4. Small Tables
We had seen various types of tables (small tables/tables for specific purpose, service tables
and dinner tables

Round Table Round Table Rectangular Table

6. Dinner Tables
We have seen dinner tables in the tent house.

Wooden dining Table Dinner Table

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 Service Table Bar stool

7. Table Covers / Throws

We have not seen table covers and throws.

8. Carpets
We have seen different types and colours of carpets

Welcome Carpet Belgium Carpet Synthetic carpet

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 9. Decorative Material
a. flower vases
We saw different types of flower vases. Such as china mud vases and table center vases.

China mud table center piece

Flower vases

Round table center piece mirror Square table center piece mirror

b. Canopies
We have also seen canopies which we can use for food stalls, sofa setups etc.

Canopy Canopy

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 c.Trays & tray setups

Steel Trays Fiber Trays Golden Platter

d.Bolsters
We have seen bolsters of royal look.

Bolsters

e. wood usage in events -

We have seen wooden Kashmiri partition. They have 13 sets of partition

CATERING ITEMS AND EQUIPMENTS

Wooden Kashmiri Partition 34 | P a g e

We have seen different types of catering items in tent house. Mostly they have catering
equipment’s and items. Such as crockery and cutlery (4000 pieces), chaffing dishes,
cooking vessels (copper and aluminum), and electric chaffing dishes, golden platter etc.

Sweet bowl melamine

Chafing dish

Chafing Dish
Single Gas Burner

Steel Tub Long Bin Chafing Dish

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 Tea Urns Antique Brass Chafing

Crockery and Cutlery Brass Thali Set

Steel Chafing Dishes Barbique Grill with Stand

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Whisky Glass
Barricading with Mesh

Fiber plates Tea Urns

Air Cooler

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 SAFETY AND MEASUREMENTS

For safety and measurements of materials they use cloths, Thermacol cartoon, and boxes.

Cleaning with cloth

Thermacol package

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OBSERVATION AND LEARNING

 We observed and learned many things.

 We has seen different types of catering items.
 Different styles of fabric designs.
 We observed how they clean and safe the items.
 Budgets and pieces of items.

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VENUE RECCE 3- CONVENTION HALL

BANJARA GARDEN FUNCTION HALL

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