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As event organisers, we are often overwhelmed with the range of venues on offer and their marketing collateral. How do we know we’re making the right decision? We use tools such as venue searching on websites; planners provided by the local convention bureau; industry directories; and our filing system of direct mail where we keep a limited amount of the vast array offered to us. 

So how do we choose? In my experience, having worked on both sides of the fence in hotel as well as event management, I would sift through and combine this with my own personal experiences and those of my colleagues, staff and trusted suppliers who may have used the venue, such as AV or theming people. The adage “once bitten, twice shy” is wise advice so seeking out positive feedback is vital.

While we all look at the wow physical features of the venue, it’s really the human factor – people working with like minded people – that makes all the difference. These relationships if they go well can last forever but if they don’t go well it can be a long, hard road.

Some key factors to help you make the right venue decision:
• On your initial approach to the venue/s, assess their response from a cold call or direct approach – what gut feel does it give you?
 • Phone and ask for collateral. How is the query dealt with? How long does it take for them to come back to you? What is the quality of their presentation? It is up-to-date?
 • Is the sales person easily contactable – if not do they return your call promptly?
 • Obviously you will need to get down to specifics – can they fit your likely numbers of participants? Is it important to have accommodation at the same venue or close by? Are they open for the dates you have in mind?
 • If you’re not familiar with the venue, then take the time and effort to do a ‘famil’. How do they present? Can they walk you through all the aspects of your event and meet all your needs? Do you get to meet senior managers or the GM?
 • What is their follow-up? Do they WOW you? 
 • So you’re impressed – this venue is a strong contender. Then you come to the clincher… budget versus quote… but that’s another story!

Tracey Thomas is a director of Conference Innovators and can be contacted on email tracey@conference.co.nz. Visit www.conference.co.nz for further details on Conference Innovators.