When it comes to hosting a successful business event—whether a conference, seminar, workshop or corporate retreat—selecting the right venue is one of the most critical decisions you'll make. Choosing poorly can lead to logistical headaches, distracted attendees, and an event that lacks impact. Choosing well can elevate your brand, boost attendee satisfaction and make execution seamless.
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Location & Accessibility
- Ensure the venue is easily accessible for attendees: close to major transport hubs, with good connectivity.
- Grand Mercure Surya Palace is centrally placed in Vadodara (Jetalpur Road, Opp Parsi Agyari, Sayajigunj), making it convenient to reach.
- Having plenty of local amenities (hotels, restaurants) nearby makes it easier for out-of-town delegates.
Tip: Ask about travel time from railway station or airport, availability of parking, drop-off zones, and transport for delegates.
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Conference Hall Size & Flexibility
- The size of the hall must match your attendee count and allow room for breakout sessions, displays, F&B, etc.
- At Grand Mercure Surya Palace, there are 10 versatile banquet halls, accommodating from 15 up to 1,000 guests for corporate events.
- For example:
- The Syndicate Room: 1,752 sq ft, up to 125 guests.
- The Crystal Room: 4,768 sq ft, up to 400 guests.
Tip: Select a hall where the capacity and shape suit your layout (theatre, classroom, U-shape, exhibition space). Avoid a space that is too large (makes it look empty) or too small (crowded & uncomfortable).
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Technical & Infrastructure Amenities
- Modern business events rely heavily on AV, connectivity, lighting, etc.
- At this venue: high-speed WiFi, video-conferencing facilities, mood lighting, and sound systems are available.
- For example, the Fifth Avenue hall supports video-conferencing and high-speed internet.
Tip: Checklist items: WiFi bandwidth, number of power outlets, AV equipment included/extra cost, connectivity for remote participants, lighting options, and acoustics (especially in large halls).
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Accommodation & On-site Services
- If your event spans multiple days or has remote/international guests, on-site accommodation is a major plus.
- Grand Mercure Surya Palace offers 144 contemporary rooms and full hotel amenities including F&B, wellness centre, and 24x7 business centre.
- This means delegates can stay at the same venue as the event—less commuting, more convenience.
Tip: Ask about room blocks, corporate discounts, early check-in or late check-out options for delegates arriving before/after sessions.
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Catering, Dining & Hospitality
- Events are about experience—not just sessions. Quality food, comfortable breaks, and good service enhance satisfaction.
- The hotel prides itself on “world-class cuisine and exceptional service”.
- Whether you need a plenary lunch, coffee-breaks, gala dinner, or networking reception, ensure the venue can handle it.
Tip: Ask to sample menus, check dietary options (vegetarian, vegan, allergies), and whether catering is in-house (which often means smoother coordination).
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Branding & Ambience
- The ambience of a conference hall sets the tone for your event: professional, innovative, and welcoming.
- Grand Mercure Surya Palace uses elegant interiors and modern décor—imparting a premium feel.
- For branding, check if the venue allows signage, banners, customised lighting, and photo-op areas.
Tip: Visit the hall in person (or via a walkthrough) to visualise your branding, attendee flow, stage setup, and networking spaces.
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Budget & Value-for-Money
- While cost is important, value is even more so—you're paying for space, equipment, service, hospitality, and experience.
- According to an external listing, rental for some halls is indicated (for example: half-day/full-day rental rates listed for halls).
- Consider what's included: AV, F&B minimum, setup/teardown, breakout rooms, registration area, and service staff.
Tip: Get a detailed quote with inclusions & exclusions, payment terms, cancellation policy, and extra costs (overtime, additional AV, décor).
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Support & Event Management
- A dedicated event manager, good staff, and reliable support before and during the event make a big difference.
- This venue emphasizes “Personalised service for success and productivity.”
- Check how many staff will be assigned, whether there's a dedicated technical person on-site, and how customizable the setup is.
Tip: Ask for references or reviews of past corporate events. The hotel has hosted “1000+ conferences & meetings”.
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Sustainability & Corporate Responsibility
- Modern companies increasingly value venues that follow sustainable practices, eco-friendly policies, and local sourcing.
- While the site mentions a “Sustainable Practices” section, inquire specifically: energy efficiency, waste management, local sourcing of food, and green certifications.
Tip: Use sustainability as a differentiator in your event communications if the venue supports it.
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Final Checklist Before Booking
- Visit the venue (in person or virtual) and walk through the full flow: registration → plenary → breakout → refreshment → networking.
- Confirm technical/dress rehearsal arrangements and downtime availability.
- Ask about contingency plans: backup power, internet redundancy, and accessibility for delegates with special needs.
- Negotiate payment schedule, attrition clauses, room block usage, and finalize exact terms in contract.
- Communicate clearly with your organising team and venue manager about dates, timelines, event flow, branding needs, and F&B preferences.
