This writing assignment required me to analyze multiple venue options, compare their costs and amenities, and present a clear recommendation based on the event’s specific needs. Through this process, I learned how important it is to organize information carefully, evaluate sources critically, and support a recommendation with detailed evidence. I also improved my professional writing skills by practicing how to communicate a business decision in a clear, concise, and persuasive way.
To: Ansel Richards, Director, Communications and Events
From: Sonja M. West, Communications and Events Department
Date: May 1, 2026
Subject: Venue Recommendation for June Invitation-Only ComiCon-Style Video Game Event
I am writing to provide a detailed comparison of three venue options for our June invitation-only video game event in Kansas City, requiring space for 200 attendees, panel discussions, cosplay contests and at least 30 kitchen booths.
River City Event Center offers a gymnasium space with a stage and bleachers for 300, two meeting rooms and a designated area for 30 kitchen booths. It costs $13,000 for two weekdays or $18,000 for two weekend days. It offers free parking but limited amenities. One customer said “iffy service shabby furnishings and a weird smell in the restrooms and there weren’t enough of them for our two-day boat show. We will not be renting this venue again.”
Union Station Annex, near the Crown Center neighborhood, features hotels, restaurants, shops and other attractions. It has ample flexible space, and the cost is $35,000 with paid parking at $25 per car. Positive feedback includes: “My company put on a three-day food show here and while the location is pricey, it gave us everything we were looking for.”
Rural Kansas Fairgrounds rents six buildings for theater, conferences, a food hall and entertainment. Each facility has up to 50 bathroom stalls in each building, plus there are multiple restroom-only buildings on the site and the fairgrounds has free parking for up to 2,000 patrons. Full facility rental costs $60,000 with no setup fees. Amenities include public gardens and a $10 aviary tour. The fairgrounds are located 15 miles from Kansas City near hotels and restaurants, though accessibility is limited. One reviewer said the venue was well-prepared and planned to return.
In summary, I recommend Union Station Annex for its flexible space, convenient location, comprehensive amenities and positive guest feedback. Compared to River City, Union Station offers superior facilities and accessibility, including more restrooms, dressing rooms and close proximity to hotels and restaurants. While the Fairgrounds is well-equipped and competitively priced, its rural setting and focus on larger-scale events make it less ideal for our specialized gathering.
Union Station Annex meets our core requirements and promises a professional experience for attendees and staff. Please let me know if you need additional information or detailed cost breakdowns.
Best regards,
Sonja M. West
Sonja M. West 