Palmerston North City Council in the North Island Runs and Manages a Huge and Diverse Range of Event Spaces That Encompasses

Case Study

Palmerston North City Council upgrades to cloud technology leading to optimised event management across all its venues

Palmerston North City Council in the North Island runs and manages a huge and diverse range of event spaces that encompasses Palmerston North Convention Centre, Arena Manawatū and a large group of community centres across the city.

The Palmerston North Convention Centre is Set within an 18 hectare site, Arena Manawatū badminton and netball. The FMG stadium New Zealand’s first purpose built Conference has the reputation of being both the busiest is the feature winter sports ground in the facility, with sophisticated audio-visual and the most versatile events and activities Central Districts of the North Island and is communications and information technology complex in New Zealand. Handling around home to the Manawatū Rugby Football Union. which helps organisers produce professional 3,000 individual event/venue bookings In the summer months the stadium is used events such as conferences, tradeshows, annually, it has 36 different sporting codes predominantly for International Speedway. exhibitions, weddings and dinner functions being conducted regularly as well as a diverse Supplementing the oval are three first class with support for between 6 and 600 guests. range of events from trade shows through playing fields and a corporate lounge boasting to multiple outdoor and indoor leisure uses 360 degree views of the ranges and Central Including football, futsal, tennis, volleyball, North Island Mountains.

Learn more about Priava Telephone NZ +64 (0)3 667 0950 Email [email protected] or visit www.priava.com Palmerston North City Council upgrades to cloud technology leading to optimised event management across all its venues

of life. We therefore felt it made sense to have all spaces managed by the same system, and technology-wise bring all our venue spaces into the 21st century.”

The Solution – Secure, dynamic, cloud-based technology that “would enable us to do more” We’ve been providing effective venue and event management solutions for more than David continues, “We reviewed a number of two decades. When you choose Priava, systems on the market and finally narrowed you are giving your business solutions to problems that are tried and tested. it down to three options. We went with Priava because we were already familiar and happy Key Challenge – Centralising with EP and could see that the attributes of venue management and moving a cloud-based system would enable us to do technology into 21st century more. We could see that it would be quicker and more efficient, more dynamic and would Manager of Venues for Palmerston North, reduce training levels. The fact that we would David Walsh who has worked in the events also be able to integrate with other systems business for over 42 years explains why the such as finance was also important. It was Council decided to review how they managed All our datacentres are ISO 27001 critical that our auditors felt that it was secure their venues and events, “We wanted to bring certified with PCI compliant and our IT department assured them of technology infrastructure meeting the management of our extensive collection of the PCI Data DSS Level 1 standard. that. The transition to the new solution went venues at different sites under one umbrella. Our EU customers can rest assured smoothly and Priava took care of migrating Our two principal venues Arena Manawatū Priava complies with the Data over all our data from our last financial year. Protection Directive and General and the Convention Centre are only 2kms The majority of the installation was done Data Protection Regulation. away from each other but were using different remotely and via the phone and the level of methods of managing events. The Convention training was minimal” The Council has 10 users Centre was still reliant on a pencil and diary altogether with half having full access to the system and the Arena was using the Events system. Perfect (EP) software which was coming to end

The Results – Fast reporting Valuable reports for the Council Maximising on new and existing for strategic Council planning, can be produced in seconds opportunities analysis of booking trends and rather than hours Not only does Priava help the Council in substantial time-savings As a Venue Manager, in particular David finds understanding what they need to promote,

Although as David Walsh acknowledges the reporting capabilities of Priava reduces but it also helps with following up potential

Palmerston North is still in its infancy in its his reliance on his staff’s resources. “In the clients that are in the pipeline. As David use of Priava, after just three months they past”, recalls David, “I had to get one of the explains, “If I’m away at a conference I can are seeing some significant improvements. team to compile the reports I needed. Before view what has and hasn’t been followed David comments, “Not only do we have a moving to Priava this was quite complicated up, so it helps me to manage the team to vast number of spaces and facilities, we also and might take a whole day, but now I can be more proactive and engage with any have a large volume of bookings for each simply press a button and the information I prospects in a timely fashion. Once clients space. For example for Table Tennis we may need is created automatically. The depth of have made a booking it is also easier to have three different sessions daily and then the intelligence is also incredibly valuable ‘up-sell’ by viewing what they have already at the other end of the scale we have more both for myself and also to the Council ordered and whether there is any scope to comprehensive and detailed annual events who can be kept up to date with data such offer additional services or equipment.” such as ‘The Home Show’, or ‘The Super as advance bookings, comparisons of 15 Tournament’, all of which can require occupancy from one year to the next and the “The team has adapted extensive planning and logistics. Of course, split of how venues are used. For example very, very well to the new for the Convention Centre we have seen we can analyse what volume of bookings the greatest improvement in efficiencies are for ‘national sports’ ‘community’, technology and everyone by moving from a manual to an automated ‘conferences’ and also whether facilities are finds Priava much easier system. The team has adapted very, very being used by underprivileged members and quicker to use, you can well to the new technology and everyone of the community. In turn the Council can finds Priava much easier and quicker to use, utilise this information towards marketing, see all information about an you can see all information about an event budgeting and the development of their event at-a-glance” at-a-glance, whether it’s for the catering or overall masterplan.” David Walsh - Manager of Venues any specific equipment that’s necessary. On Palmerston North the whole, Priava is introducing substantial time-savings for the team.”

Cloud is key to support home or Summary remote working The benefits that the North Palmerston City Council has achieved through the use of the Priava The fact that Priava is cloud-based also cloud-based venue management solution so far include: makes it much simpler for staff to access • Save time creating reports e.g. ‘top • Facilitates up-sell opportunities e.g. tea the system when they are out of the office. hirers’, ‘confirmed bookings’, ‘year to year and coffee on arrival David says, “With Priava we have built-in comparisons’ cover, because if any of the team are out • Compliance with auditor’s requirements – and about or even if someone is off sick, and • Intelligence supports future planning and security of data occasionally in an emergency we have the budgeting for Council • Identify usage to promote use of facilities facility to add or retrieve any information • Ease of use improves efficiency and by underprivileged members of the from anywhere.” reduces level of training community Future plans • Supports remote and flexible working Final comment from David Walsh, “Priava In the future the Council plans to add gives us all the information we need to plan • Encourages proactive follow up of controlled access to the system for contract ahead.” After 43 years in the Venue industry opportunities caterers and there are also plans to integrate this was one of David’s final projects; the Priava with their core finance system. • Clear visibility of individual requirements Priava team wish you all the best in your ensures events run smoothly retirement David.

Learn more about Priava Telephone NZ +64 (0)3 667 0950 Email [email protected] or visit www.priava.com