Organising a successful corporate function involves meticulous planning and budgeting. One crucial decision that significantly influences the overall experience is the selection of a suitable venue. Whether you’re planning a conference, seminar, or business retreat, understanding the costs associated with a venue is key to staying within your budget. In this guide, we’ll explore the various aspects to consider when evaluating the costs of organising a corporate function.
Choosing the right venue is paramount to the success of your event. A boutique conference venue, such as Waurn Ponds Estate, offers a range of amenities and services to make your event memorable. Waurn Ponds Estate is a premium conference and events centre located in Geelong. The Estate is set in a tranquil environment on expansive grounds. It features eight technology-rich conference rooms flooded with natural light, 60 accommodation rooms and a range of on-site facilities like our outdoor heated pool, gym and 5 km walking track. The Estate has a variety of indoor and outdoor spaces available for events, team building activities and exhibitions.
Before you start researching venue options, it’s essential to create a list of your requirements to tick off against each corporate function venue you explore and have a budget to work within. Consider the venue hire fee, along with the inclusions and any amenities the venue may offer for free, such as wifi or parking. The following considerations may impact the type of corporate function venue you choose.
Location and Accessibility
The venue’s location plays a crucial role in ensuring attendees can easily reach the event. Consider the convenience and costs of transportation options for all participants. Weigh up if your chosen venue has everything on site, or if you will be transporting guests between meetings, seminars, and restaurants. Our Estate is uniquely situated, so guests can escape everyday life and immerse themselves in the function without distractions.
Located just one hour from Melbourne, in the heart of the Geelong and Bellarine wine region, the Estate is situated to experience the best of both worlds, easily accessible, yet in a rural location to escape the distractions of the city hustle and bustle.
A further consideration is accessibility for guests. Four of our conference rooms are on the ground level and accessible, and all of our conference spaces include hearing loop devices. Three of our accommodation rooms are accessible, with accessible ensuites. Our reception foyer, common areas, lounge, bar, restaurant event space, terraces and bathrooms are all accessible with wheelchair or pram and include braille signage.
Venue Function Packages and Facilities
Many corporate function venues provide diverse packages tailored to different event needs. Explore these packages and understand what each one includes, from meeting spaces to accommodation and dining options. A bespoke conference quote at Waurn Ponds Estate first begins with considering your number of guests, available dates, your planned conference schedule and the number of conference rooms you require. From here, the options for your conference are endless, with potential additions like accommodation, welcome events, grazing menus and conference technology. Modern technology and audio-visual equipment contributes to a seamless event experience. At many conference venues, this often incurs additional costs, however at Waurn Ponds Estate, the use of our state of the art technology is included with conference bookings. Additional conference package inclusions at the Estate may be:
- Continuous organic Love tea & fully automatic espresso coffee available all day
- Morning and / or afternoon tea, depending on your package selection – sweet & savoury item served with Love Tea and espresso coffee
- Lunch, served either grazing style or seated banquet style, depending on your package selection, along with Love Tea and espresso coffee
- Data projector and screen with touch screen operation
- Flip chart & white board
- Lectern with microphone, two handheld microphones, two lapel microphones and two hearing loop devices in Anglesea & Torquay rooms
- Video conference capabilities
- Power access at tables on request
- Permission to stick posters to walls
- Pillarless rooms
- High ceilings
- Natural light with large windows and expansive views
- Outdoor access directly from all our conference spaces
- Wi-fi
- On site complimentary parking
- Wi-Fi internet, car parking
Conference Accommodation
Accommodation can be a significant portion of the budget. At Waurn Ponds Estate, guests will enjoy luxury accommodation and be able to unwind and relax at the end of the day. With 60 rooms available, each featuring King sized beds (twin share options available) and superb bathrooms, the Estate has everything you need. There are three accommodation options to consider:
- Standard room & Standard room plus
- Suite
- Accessible rooms
Find out more about our accommodation options and inclusions here.
Informal Spaces and Amenities
Versatile informal spaces for networking and collaboration are equally important spaces to consider at a conference venue. Be aware of potential additional costs for amenities and flexible meeting spaces. At Waurn Ponds Estate, conference bookings can utilise multiple indoor and outdoor areas to promote interaction, team collaboration and celebration. Guests can explore the kitchen garden, pool area, terraces and grassed areas, lawn, or the beautiful and expansive indoor lounge area.
Restaurant and Catering Services
Food is a central aspect of any event. Explore the catering options available and understand the associated costs, whether through on-site restaurants or external catering services. Many function venues offer catering at a per person cost. Know how food and beverages are built into your event plan and how much time you have allowed for guests to enjoy a meal. Things to consider, such as what Waurn Posts Estate offers are:
- Do you require a working breakfast served sharing style in your meeting room, or maybe a plated breakfast?
- Would you prefer a lighter grazing-style lunch, or a seated shared banquet?
- How many dinner courses would you like to offer guests?
- Will you need afternoon and morning tea?
- How would you like guests to experience dining at your function?
The Estate’s conference and function menus, combined with our indoor and outdoor breakout areas and event spaces, promote informal interaction between guests, enriching their experience.
Summary
In conclusion, selecting a corporate function venue involves a careful consideration of various costs. Thorough research and open communication with venue representatives will help you make informed decisions and ensure a successful and memorable corporate event.
Remember, each event is unique, and understanding the specific needs of your organisation will guide you in making the right choices. Plan, stay organised, and create an event that leaves a lasting impression on your attendees. Our friendly team is here to help you plan your next function and the multiple options available to you. Alternatively, you can explore our conferences information and request our conference kit online.
