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 corporate function 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 a corporate function venue.

Choosing the right corporate function 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 venue located in Geelong. The Estate is set in a sophisticated, rural environment. It has eight technology rich conference rooms, natural light and terraces and offers sixty contemporary accommodation rooms. Multiple indoor and outdoor spaces are available for team building activities and exhibitions, as well as an outdoor heated pool, spa, gym and 5km walking track.

Before you start researching your venue, 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, what the venue hire fee is and what this includes. Create a conference expenses list to keep on track with your budget. The following considerations will alter the type of corporate function venue you choose, and the costs involved.

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 and accessibility for all participants. Consider 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. Some of our conference rooms cater for guests who have an accessibility requirement including hearing loop devices, in addition to three of our accommodation rooms, along with accessible common areas including reception foyer, restaurant, lounge, bar and bathrooms with brail signage. 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. 

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. The bespoke conference packages at Waurn Ponds Estate allows you to start with how many rooms you require for how many people and for how long. From here the choices are yours as you craft your schedule to plan for success with inclusions such as grazing menus and accommodation and often forgotten necessary inclusions of video conferencing, microphones, and whiteboards. Modern technology and audio-visual equipment contribute to a seamless event experience. At many conference venues, these are often additional costs, however, are all inclusive within the conference packages at The Estate along with the following:

  • Continuous organic Love tea & fully automatic espresso coffee
  • Morning & afternoon tea – sweet & savoury item served with organic Love tea & automatic espresso coffee (one excluded from half day package)
  • Feasting lunch – hot and cold main items, sweet bite, organic Love tea & Nespresso coffee, sparkling water
  • 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
  • Ergonomic leather chairs
  • Stationary kit
  • Power access at tables on request
  • Permission to stick posters to walls
  • Pillarless rooms
  • High ceilings
  • Natural light with floor to ceiling windows
  • Wi-Fi internet, car parking

Conference Accommodation

Accommodation can be a significant portion of the budget. Consider factors influencing accommodation costs and plan accordingly to provide comfortable lodging for your attendees. 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

Informal Spaces and Amenities

Versatile informal spaces for networking and collaboration are equally important spaces to consider at a corporate function 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, sunset landing, 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 functions 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:

  • A working breakfast which can be plated to your meeting room or a sit-down breakfast?
  • A light lunch or a shared lunch?
  • How many dinner courses would you like to offer guests?
  • Will you need afternoon and morning tea?
  • How would you like guests to experience mealtimes at your function?

Our Estate’s feasting menu in addition to informal indoor and outdoor breakout areas promotes informal shared interaction between guests at mealtimes, enriching their function experience.


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.