The short answer: choose a venue that fits your guest numbers in your format, is easy for your guests to get to, includes what you need (or lets you bring it in), and has terms you can live with. Ask about minimum spend, access times, AV, accessibility, curfew and cancellation before you sign. Those answers are what separate two venues that look the same online.
Before you start searching
Be clear on four things: guest numbers, format (seated dinner, cocktail, presentation plus drinks), budget per head, and the general location your guests will travel from. That turns a long list of venues into a shortlist of five.
Capacity and format
- What is the capacity for our format? A room that holds 200 for cocktails might seat 120 for dinner, or fewer with a stage and dance floor.
- Is the space exclusive? Or will other groups or the public share it?
- What’s the wet-weather option for any outdoor area, and when do we decide?
Money and inclusions
- Is there a hire fee, a minimum spend, or both? What counts towards the minimum spend?
- Are prices GST-inclusive? Any surcharges for Sundays, public holidays or card payments?
- What’s included? Furniture, linen, staff, security, cleaning, cloaking.
- What are the deposit, payment and cancellation terms? When do final numbers lock in?
Logistics
- What are the access times for set-up and pack-down, and do they cost extra?
- What’s the curfew for music and the venue itself? Are there noise limits?
- Can we bring our own suppliers? Some venues have preferred or exclusive caterers, AV or stylists.
- What do external suppliers need? Venues often ask for public liability insurance certificates and set-up plans.
Production
- What AV is included: screens, microphones, sound system, lighting? Is a technician included?
- Is the Wi-Fi reliable enough for presentations or a hybrid audience?
Guest experience
- How accessible is it? Step-free entry, lifts, accessible toilets, seating options and a quiet space.
- How do guests get there and home? Public transport, parking, taxi and rideshare pick-up points.
A simple way to compare your shortlist
| Check | Venue A | Venue B | Venue C |
|---|---|---|---|
| Capacity for our format | |||
| Total cost incl. GST and extras | |||
| Access times | |||
| AV included | |||
| Accessibility | |||
| Transport | |||
| Cancellation terms |
Want us to shortlist and negotiate venues for you? See corporate event planning, or read how to budget for a corporate event.
Rather hand it over?
Tell us about your event and we’ll take care of the details — from the first idea to the last song.
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