What to include in a New Zealand venue RFP or conference brief so you get comparable, useful responses.
A clear brief gets you comparable venue proposals and saves weeks of back-and-forth. A good New Zealand venue RFP states the event dates (and flexibility), delegate numbers, the plenary layout and capacity you need, breakout requirements, catering expectations, AV needs, accommodation block, accessibility requirements and your budget range.
Send it to a shortlist rather than everyone. Build that shortlist on MICE by filtering the capacities index to venues that clear your numbers, then browsing each venue profile in your target city for fit and nearby accommodation.
Ask for the same information from each venue so responses are comparable, and confirm the critical details — true seated capacity, availability and inclusions — directly before you decide.
Dates and flexibility, delegate numbers, plenary layout and capacity, breakouts, catering, AV, accommodation block, accessibility needs and budget range.
A focused shortlist that already fits your numbers gets better responses than a mass send. Build the shortlist on MICE by filtering capacity first.
Ask every venue for the same information in the same format so proposals are directly comparable, then verify key details with each.
Use the MICE capacities index and venues directory to shortlist venues that clear your delegate numbers in the layout you need.
Wellington venues that seat 250 or more guests banquet-style for gala dinners and awards nights, ranked live by banquet capacity.
Auckland's highest-rated restaurants for events and group dining, ranked live by Google review score at 4.8 and above.
The largest hotels across Napier and Hawke's Bay, ranked live by room count for residential conferences and group stays.
New Zealand venues that seat 1,250 or more people theatre-style, ranked live by capacity for large conferences and major events.
Wellington's highest-rated restaurants for events and group dining, ranked live by Google review score at 4.8 and above.
Queenstown venues that seat 150 or more guests banquet-style for gala dinners and awards nights, ranked live by banquet capacity.