Category: Weddings

In this time of change and uncertainty, choosing a conference venue with realistic terms and conditions can make planning your conference feel much less stressful. With plenty to do and to organise, the last thing you want to be worrying about is extra charges, deposits or rigid rules surrounding flexibility. 

At Pearl Riverfront, we understand and have adapted to the current climate offering our beautiful meeting spaces with terms and conditions appropriate to these uncertain times. So, to help you make the right choice for your event, we’ve created this easy guide to the terms and conditions you need to look for when booking your conference venue in Melbourne.

Flexible Terms 

With travel restrictions constantly changing, it’s important to ensure your booking caters to flexibility. Read your chosen venue’s terms and conditions carefully before you sign anything and look for cancellation or change policies. 

Many venues are becoming more adept to this, however, it’s important to look out for when booking your conference. The most important section when it comes to flexibility is the terms for booking changes. If the situation with COVID-19 or other circumstances change and you need to reschedule your booking, change the number of attendees, or move to a larger room, then you want these terms to be flexible. Otherwise, they could end up costing you as much as the event itself.

Booking Deposit 

It’s always best to book your conference venue in Melbourne early. This will ensure that you get the space you want at a more competitive price and will help avoid disappointment. 

However, before you hand over your deposit, make sure you’re getting the best terms possible. You want to ensure you get low-deposit terms because the deposit is usually non-refundable. A reasonable deposit is usually equal to around 20% of the event estimate, all-inclusive. 

You should also confirm when you need to pay your deposit and when the final amount is due as well. At Pearl Riverfront the deposit needs to be paid to the venue within 7 days of booking, with the final payment due 14 days out from the event. The event estimate includes room fees, accommodation, food and beverage hire, and AV equipment hire.

Food and Beverage

Most good conference venues change their menus regularly to keep things fresh and exciting. This means that menu selections may be subject to change dependent on product availability and seasonality. 

As long as you’re aware that these changes may occur, you can plan accordingly and discuss what options there are with the venue. You can also ask the event venue to curate a special menu that will suit the style of your special event, or specify any preferred dietary requirements for either yourself or your guests.

Extra Charges 

Planning your conference can be a fun and exciting time, however, you should always be wary of extra changes when booking your conference venue in Melbourne. When you receive a quote for your event, it should include everything you need for your event. This will help you avoid nasty surprises and allow you to set up your budget accurately and feel confident in what you are spending overall. 

Your event quote should include all the services you require for your event. This may include: 

• On-site catering
• Room hire 
• Cleaning services 
• Accommodations
• Audio-visual solutions

So, before you sign off, make sure that your quote includes all of the extras which you have discussed prior. 

COVID-19 Procedures

Every conference venue in Melbourne should now have in place well-established COVID-19 procedures that are in accordance with local government restrictions by now. They should also have a plan in place in case those restrictions get stricter or ease, ensuring the success of your event even if things are to change.

Varying Circumstances

Your conference venue in Melbourne can plan for and anticipate a lot of events. But there are some circumstances that are beyond their control. 

Before you sign your contract, make sure you check the terms and conditions regarding the impacts and circumstances beyond the hotel’s control. These can include:

• Blackouts 
• Fires 
• Earthquakes 
• COVID-19

You need to understand what these events could mean for your special day, just in case the unexpected occurs. Checking this ahead of time will help you avoid any hidden surprises and allow you to react quickly when and if something does go wrong.

Book Your Conference Venue 

There’s a lot to consider when you’re looking for the perfect conference venue in Melbourne. You need to organise the attendees, the particulars of the event, and make sure the space is suitable as well. 

If you want your event to run smoothly, then one of the first steps is to look at the venue’s terms and conditions carefully. This will help your event go smoothly and seamlessly regardless of what’s happening in the external world. 

Pearl Riverfront provides flexible conditions and beautiful spaces for conferences and special events in the heart of Melbourne. If you are seeking a supremely elegant riverside location for your next conference, with understanding and flexibility enquire now to start planning. 

Do you need a function room for your next big event in Melbourne? You can cater to every aspect of your event through the choice of the function room you choose. This space controls the dates of your function but also can impact the catering options and the experience you create for your attendees. 

That is where we step in. You don’t have to let the stress of this decision wear you down, here at the Pearl Riverfront through our years of event experience, we assist you in crafting the perfect event through our range of function rooms. Here’s our guide to what you should consider when choosing your function room hire in Melbourne. 

The Location

Finding a location in Melbourne can be overwhelming at times but it is important that you choose a location that is convenient for your audience and suits the tone of your event. 

If you’re looking for a location for a special work event for example, then you should look to impress your guests with a beautiful location with views. On the other hand, if you need a location for a conference or meeting, it is important to choose a venue near transport and hotel options.  

The Space 

When finding the space for your event, it is important to have it fit your vision of your event but also there are some considerations to be made when it comes to the event planning and production. 

Capacity

The key to determining your event capacity will depend on how you are using the space. Will people be mingling in one area for a presentation and then moving to several meeting rooms for working sessions? Is it a standing event, like a cocktail hour or will people be seated for the entire event? By focusing on comfort and usability of your function room, it will allow your guests to be comfortable whilst at your event. 

The Layout 

A well thought out floor plan is every event planner’s dream and this will ensure that your attendees avoid getting too crowded together. This also depends on the activities of the night and the access to the different amenities. 

The first step in determining if the layout of a venue is right for you is to take a walk through some choices of function rooms in Melbourne. Here’s what you need to take notes about during your walk through: 

• The flow of traffic through key areas like the bar, entrances and exits, and bathrooms
• How to set up tables, registration areas, the bar, and eating areas to maximise the space and prevent bottlenecking 
• Where you position the stage or other amenities for event activities 
• How your event styling will affect the layout of the venue

The Ambiance 

The styling and atmosphere of a venue can make all the difference to the success of your event. You want to ensure that the venue matches the desired feelings of your event and leaves your guests impressed. 

We work with local event suppliers by adding styling touches such as florals and table styling to elevate your event and ensure it comes to life. The Pearl Riverfront function rooms are designed to convey this kind of elegance and understated charm. This is just part of what makes them the ideal choice for special events in the heart of Melbourne. 

Acoustics 

Each function room is going to present different acoustics as factors such as the size, shape and type of the room. A great way to scatter and absorb sounds to create great acoustics is to place soft furnishings like rugs, couches and chairs. Another great aspect is by incorporating live music, you can further elevate the mood of the event and can be a game-changer for your event. 

Accessibility 

Planning is key to your event when you are checking who is attending your event and if you will need to plan for any special considerations. Ensuring that your event venue offers accessibility options for people with special needs and requirements is crucial to a seamless event. Pearl Riverfront has been well thought out in this space, offering lift access, automatic wide room frames into all event rooms and accessible bathrooms, ensuring all your guests can be comfortably accommodated.

Services and Amenities 

When it comes to the operational aspects of your event, it is important to consider the services and amenities on offer when looking at function room hire. From arranging the catering, access options and the clean up afterwards, arranging these services will make your night much more enjoyable. 

Here’s just a few of the services and amenities you can expect from some of the top function rooms: 

Catering 

One of the most memorable parts of an event is the delicious cocktails and canapes and food. Nothing makes an event like delicious, perfectly cooked, seasonal produce or an ice-cold cocktail, so ensure that the catering at your chosen venue is set to wow your guests.

Most catering services will include essential items like linens, glassware, crockery and occasionally table styling. This will save the hassle of sourcing them yourself. 

Set Up and Clean Up

You might think that every venue offers set up and clean up services, but this isn’t always the case. The last thing you’ll want to do, before or after your event, is fuss about the mess and styling, so make sure your venue offers an expert crew to do all this work behind the scenes. 

Technology 

Technology is an important part of any event as the age of virtual and hybrid events are now. From audio-visual equipment for stage sets and speeches to sound for parties, you will need your venue to supply equipment that works seamlessly with your event plans and needs. Pearl Riverfront work with our AV Partner, Encore Event Technologies to ensure your event runs smoothly and ensure the show goes on. 

Book Your Function Now

You want your event to be memorable and your venue can influence and elevate it. Whether you’re looking for a space for that big meeting or conference, or for a party, you need a function room that will make the experience as trouble-free and memorable as possible. 

For the ultimate mix of convenience, style, and a stunning sprawling riverfront location, you can’t go past Pearl Riverfront. With a variety of function rooms available to suit every event style, it’s the easy and elegant way to hold a memorable event in Melbourne. 

Enquire today about your event. 

Summary

•You should consider the location, space, layout, ambiance, acoustics, accessibility, services and amenities when choosing your function room hire in Melbourne.
• Pearl Riverfront offers a convenient location with elegant function rooms to suit every event style.
• Services and amenities include catering (with linens, glassware and crockery), set up and clean up crew behind the scenes, technology including audio-visual equipment for stage sets and speeches as well as sound for parties.

The festive season is coming up fast, and that means it’s almost time to celebrate with your friends and colleagues. So whether you’re planning an end of the year family celebration or the ultimate end of the year event with colleagues, it’s time to start looking at event spaces in Melbourne.

The right space is one of the first decisions you’ll need to make when planning an event. And this decision can either make the rest of the planning stressful or a snap. So, here’s what you need to know about planning your festive event in Melbourne’s premier event space.

What to Look for When Choosing Event Spaces in Melbourne

There are lots of things to consider when planning your festive season event. Here’s how to enjoy stress-free function room hire in Melbourne:

Choose your Dates Early

There are lots of parties and celebrations around the end of the year, so it is best to choose your dates early so you know you’ll get the ideal location.

Consider the Space

Choosing a suitable event space is pivotal. The right space will not only set a mood and atmosphere for your event. It should also comfortably accommodate your guests rather than leave them feeling cramped and unhappy. Choosing a suitable event space is pivotal. The right space will not only set a mood and atmosphere for your event. It should also comfortably accommodate your guests rather than leave them feeling cramped. Enjoy lavish spaces filled with natural light and uninterrupted views, you and your guests also have the option to flow out onto the riverfront during your event, indulging in the warm weather and longer days which the summer months have to offer.

Event planning

Chances are, things get pretty busy at these times of the year, and you are probably not looking to add a professional event planner to your resume. So, it is recommended to consider an event with its own onsite Events Team to sort out those tiny details you need to get right to make your event run smoothly. At Pearl Riverfront, you can rest assured that your event is in expert hands with a dedicated Events Team and AV specialist on-site to deliver your event, seamlessly. 

Look for Flexibility

Your event venue must be flexible enough to accommodate your wants and your needs. This can include:

● Different menu choices to accommodate a range of requirements, budgets, and times of day

● A range of festive packages so you can find one that suits

● Different space options for any size group

● The ability to style the space to suit your theme, the time of year, and the event

● Styling assistance when and if you need it

● Stay packages just in case your guests don’t want to have to go home after a magical night

All of these features will allow you to create an event that suits you, your guests, and the season.

COVID-19 Safety

The last thing you want to do is worry about COVID-19 during the festive season. That’s why you need to know that your event venue is up to date with all the latest government advice and guidelines, and hopefully has a range of options available in case these standards change.

So, make sure that your event venue has:

● Capacity guidelines

● Rigorous cleaning procedures

● Breakout spaces for additional room

This will give you peace of mind, allowing you to enjoy your festive celebration knowing that there is a plan if things change.

Celebrating the Festive Season at the Pearl Riverfront

When it is time to relax for the holiday season, you need to indulge yourself in the best event spaces in Melbourne. At the Pearl Riverfront, there are unforgettable event experiences at every time of year, but especially during the festive season.

Here’s just some of what we offer:

Stunning Spaces

Whether you want to hold an intimate dinner for a small group or a luxurious banquet, the Pearl Riverfront has the space you need. Located in the iconic Crowne Plaza Melbourne building, our event spaces can be specifically tailored to your specifications to help you design your dream event.

Exclusive Festive Packages

The Pearl Riverfront offers exclusive festive season packages that vary from simple to indulgent, whatever you require to exactly suit your needs.

A Delicious Menu

You don’t have to worry about planning the menu at the Pearl Riverfront because we’ve done that for you. Instead, you and your guests will be treated to a festive feast during your event that includes the best, sustainably sourced produce that Melbourne has on offer. Or experience the canape menu and a matched list of delicious cocktails to suit every taste.

Event Technologies

If you want to make your festive event that extra bit special, then we’ve partnered with Encore Event Technologies to make that happen. They have the technological know-how and the creativity to make this side of your event run flawlessly.

Event Managers 

You won’t need to burden yourself with event planning worries, as Pearl Riverfront can pair you with an experienced event manager. They will work alongside you to ensure that your event goes beautifully and smoothly from start to finish.

Essential Extras

No matter what you need for your event, we have specialists who can help. This is all part of our promise to make your event a stress free and truly memorable experience. Some of the extras we can offer include:

● Furniture hire

● Creative photography backdrops

● Beautiful table centrepieces

● Floral styling

● Table linens

The Takeaway

Planning and organising your end of year events doesn’t have to be stressful with the help that comes along with the top event spaces in Melbourne. In fact, it can be a time of celebration and making beautiful memories, just like it’s supposed to be.

For more information on unforgettable festive experiences at the Pearl Riverfront, take a look at our festive packages.For more information, or just to talk to someone who can help you decide if the Pearl Riverfront is right for your festive season celebration, please contact our helpful staff.

Featuring ten flexible event spaces and a pre-function lounge, Pearl Riverfront adds a touch of elegance and class to your Melbourne conferences, meetings and events. Ideally situated on the banks of the beautiful Yarra River, directly beneath Crowne Plaza Melbourne, everything you need for a successful event can be found under one roof.

Whether you’re looking to host a formal cocktail party or networking event, a meeting, conference or trade show, or celebrate a special occasion – discover the difference of Pearl Riverfront’s luxurious event spaces made for the most memorable gatherings in the heart of Melbourne CBD. 

Here are a few reasons to host your next meeting or occasion at a conference room in one of Melbourne’s best dedicated event spaces.

Location, Location, Location

When it comes to hosting a successful meeting, conference or event in Melbourne, location makes all the difference to attendance numbers. Pearl Riverfront is ideally located in Melbourne CBD, improving accessibility for all visitors and less than a 30-minute drive from Melbourne Airport.

Our prime location makes it possible to take your events to new heights, be it with celebratory fireworks, a helicopter flyby, boat arrivals or on-river projections; the choice is entirely yours. 

Nearby river ports and public transport links provide quick and easy access to Pearl Riverfront, while ample parking allows guests to arrive by car comfortably. Visiting local places of interest, parklands, attractions, and retail outlets is a cinch – combining the best of work and leisure with our fantastic central location.

Facilities & Amenities

Modern, stylish and made for conducting professional meetings and events in absolute comfort and style, Pearl Riverfront provides everything you need to impress your guests.

Our dedicated and experienced catering team can curate menus for your meetings, conferences and events using locally sourced ingredients, catering to all nutritional requirements. And when all is said and done, visit the stylish Yugo or old-school Dive Bar, as there are plenty of great spaces to relax post-meeting.

Make the most of the light-filled spaces, our pre-function area, the riverside boardwalk, cutting edge technology and rooms specially styled to suit your needs. Elegant furniture, contemporary furnishings and tall ceilings create the ideal ambience for professional gatherings, intimate get-togethers and special celebrations.
View our current special offers to discover savings and promotions when booking your next meeting, conference or event at Pearl Riverside.

Melbourne Meeting Rooms For All Sizes

Whether you are looking for a Melbourne event space for a small and intimate meeting of ten, or something big and bold that can cater for up to 700 attendees, choosing an appropriately sized venue space is essential. At Pearl Riverfront, you have the choice of six interconnecting studios, four bespoke meeting rooms and a beautiful pre-function lounge.

Opt for a single space or merge them together to create a truly tailored experience that perfectly fits the number of attendees you are expecting. An experienced Event Staging Manager will be on-site, ready to help you put on the most memorable meeting in Melbourne – while advanced technology ensures everyone invited has access to the day – whether they can make it in person or not.

Unsure about which studio, meeting room or boardroom is going to be best for your needs? View the Pearl Riverfront floor plan, or get in touch with us for more.

Hybrid & Virtual Options

Due to ever-changing rules and regulations governing interstate and international travel, permitted numbers of people in any given space and social distancing measures. There may be times when not everyone can attend.

Our partner AV provider, Encore Technologies, ensures that key speakers, VIP guests, and those unable to attend in person can take part in the proceedings – expanding your corporate event from onsite to online with hybrid meeting solutions. Our specialised team will bring everything together for you so it all runs smoothly on the day. Take advantage of our in-house team of digital experts, whatever your needs, from live streaming, audience polling, video conferencing, webcasting, and more. We will ensure your guests can connect virtually via our secure, high-speed portal for a truly seamless experience.

Utilising live polls, event apps, live streaming and conferencing also gives you the ability to utilise sponsorship opportunities while creating a genuinely engaging atmosphere. Your dedicated Event Staging Manager will be able to assist with all of your hybrid and virtual meetings and conferences, ensuring you meet key objectives.

More Than Just An Event Space

Pearl Riverfront is more than just Melbourne’s premier meetings and event space; it’s an experience that encompasses our specially selected partners. We bring together fine dining, luxurious Melbourne accommodation and local activities and attractions for an always-on experience.

After a long day of hashing out the order of business, get together for a gourmet meal accompanied by fine wines and fresh, locally sourced ingredients. If attendees are travelling into Melbourne, Crowne Plaza Melbourne provides maximum comfort and convenience, bringing luxurious touches and well-appointed rooms and suites to Pearl Riverfront’s doorstep. 

With close relationships with accommodation, dining, entertainment providers, stylists, photographers, corporate gift suppliers and many more, we are able to build the meeting or event of your dreams.

Make Your Meetings & Events Memorable

With various packages and setups to choose from, we have studios, rooms and spaces ideal for corporate meetings, product launches and special events of all sizes. Make the most of our prime Melbourne CBD location, with everything you need to enjoy an extraordinary meeting or event precisely the way that you envision it.

More than just another meeting room or event venue, Pearl Riverfront is an experience in itself. Leave the complications of planning and hosting your next event to your dedicated Event Planning Manager, who can take care of catering, styling, decorating, entertainment, gifts and much more.

Ready to start your journey toward the most memorable meeting or conference in the heart of Melbourne? Enquire today, and let us help you bring it to life.

Whether it’s a corporate conference, a celebration, cocktails and canapes or an extra special networking event, Pearl Riverfront goes above and beyond to ensure your event exceeds all expectations, ensuring you and your guests enjoy a truly memorable event. 

To help you plan a fantastic COVID-safe conference, meeting or event, here’s what to look out for when booking an event space in Melbourne during COVID-19.

Safe Event Spaces & Melbourne Meeting rooms

Our premier Melbourne event spaces are made for memorable meetings, home to six luxurious interconnecting studios and an additional four bespoke meeting rooms. To help ensure everyone is able to attend, a variety of hybrid and virtual events can be arranged by our dedicated event staging manager. 

Ideally located on the edge of the Yarra River, your conference will be expertly curated to be exceptionally extraordinary. Host up to 452 guests in opulent and stylish spaces made to impress, all while keeping everyone as safe as possible.

Plan the ultimate meeting or conference with our top tips on what to consider when looking for event spaces in Melbourne. Let our team of friendly experts effortlessly guide you through the entire process, giving you more time to focus on more critical aspects of your day. Download our Events Brochure to learn more about what we have to offer.

Know Your Numbers

To comply with current Victorian government regulations, the number of people in any given space may vary. Knowing your numbers will assist greatly when choosing the right conference or meeting room for your event. As an example, if the requirement was one guest per 2 sqm, if you were to book the Studio Single Room which measures 143.7 m², you would be able to have a maximum of 49 delegates standing or 36 seated. Our Combined Studios 1 – 6 would permit 315 guests standing or 232 guests seated.

Of course, your chosen layout will also determine the number of people the meeting or conference room can host. As the current situation can change almost overnight, it’s important to note that permitted capacities may vary. However, Pearl Riverfront has flexible terms and conditions in place, ready to help you in the event that your conference cannot go ahead as planned.

Choosing The Right Space

When it comes to hosting a successful meeting, conference or event, choosing the right venue is essential. When looking to book your next stylish Melbourne event space, Pearl Riverfront has a variety of impeccable rooms perfect for all event sizes.

With six versatile interconnecting studios and four modern Atrium meeting rooms, choose just one or merge them to create a space that works for your needs.

• Studio 1  for up to 155 guests.
• Studio 2  for up to 165 guests.
• Studio 3  for up to 160 guests.
• Studio 4  for up to 160 guests.
• Studio 5  for up to 165 guests.
• Studio 6  for up to 160 guests.
• Atrium 1 – Meeting Room for up to 70 guests.
• Atrium 2 – Boardroom  for up to 20 guests.
• Atrium 3 – Boardroom for up to 20 guests.
• Atrium 4 – Meeting Room for up to 70 guests.
• Studios 1-6Combined for up to 452 guests.

You also have the ability to book our 385 m² pre-function area, which is ideal if you require additional space for a larger number of delegates or guests. When you combine the pre-function area with Studios 1 – 6 combined, you’ll have exclusive access to 1311.7 m² of event space for up to 700 guests.*

*Room capacities may vary in the event of guidance updates from the Victorian government.

Whether travel restrictions make it difficult for everyone to attend or personal circumstances prevent key members from making an appearance, our expert team will help ensure that your event goes ahead as planned. Combining advanced AV technology from our partners at Encore Technologies, we can connect your guests in different locations for a seamless hybrid or virtual event – as if they were there. With digital solutions such as live streaming, audience polling, video conferencing, webcasting and more available, our specialised team will tailor your hybrid event to best suit your needs, ensuring you keep meeting objectives on track. We know that with our six interconnecting studios, four bespoke boardrooms and meeting rooms to choose from, we have the ideal fit for you.

Catering & Refreshments

Pre-COVID, it was typical for self-serve buffets and refreshments to be provided during meetings, conferences and events. However, due to current government guidelines, communal buffets are currently on hold – but that doesn’t mean you don’t have other options available when it comes to catering and refreshments.

Options to consider include assisted buffets and single-serve sit down meals, providing a safe way to ensure all of your delegates are energised and refreshed during the day. Our event planner will help you decide on a menu that is loaded with flavour, freshness and flair. 

Tantalise your tastebuds with gourmet meals, lovingly made with locally sourced, farm-fresh and sustainable ingredients sourced from our oceans and farms. With a focus on combining exciting flavours with artistic styling, you and your guests will enjoy food that looks as amazing as it tastes.

Our Day Delegate Package for a minimum of 10 guests includes:

• Chef’s selection of morning and afternoon tea
• Chef’s table lunch
• Complimentary bottled water at each reset
• Dedicated event planner
• Freshly brewed Victoria Coffee and specialty tea selections
• Notepads and pens
• Up to 8 hours room hire

If you’re looking to add that extra touch of style and glamour to your conference, our Banquet Packages create a fully styled and personalised event, including:

• Dedicated Event Manager 
• Beverage package 
• Freshly brewed Victoria Coffee and T2 tea selections
• Choice of three canapes per person 
• Special accommodation discount for guests
• Choice of two of three-course set menu including an alternate drop option
• ‘Styled Your Way’ room styling 

With the Banquet Package, a dedicated event planner will ensure your meeting, conference or event is styled precisely how you want. In addition, enjoy exclusive access to our handpicked team of suppliers and partners, providing the highest service and quality levels.

Look For Flexible Booking Policies

Due to fluctuations in COVID-19 cases, the guidance on meetings and events in hospitality venues may change your plans. Therefore, ensure that your venue provides a flexible booking policy that keeps you and your event covered in the event of postponement or cancellation. 

As an IHG managed venue, you can meet with confidence knowing all meetings, conferences and events booked at Pearl riverfront benefit from generous and flexible booking policies. View the latest government guidelines on VIC Health to stay up to date with the latest guidance surrounding meetings, conferences and events in Melbourne.

Book The Best Melbourne Conference Venue

Our Partners take your meetings, conferences and events to all-new heights, bringing you the best in dining, entertainment and class. Ideally situated beneath Crowne Plaza Melbourne, take advantage of 432 stylish and upscale rooms and suites perfect for winding down after a long day of business. 

Book your next event at Pearl Riverfront with 20 or more accommodation rooms at Crowne Plaza Melbourne and be rewarded for every $10,000 spent. Stay up to date with all of our Special Offers, helping you enjoy more for less in the heart of Melbourne.
Ready to take the next step on a genuinely spectacular meeting, conference or event at Melbourne’s newest event venue? Get in touch today, and let us bring your vision to life.

Summary

•Pearl Riverfront offers luxurious event spaces for a memorable and safe experience during COVID-19.
• The venue has six interconnecting studios and four modern Atrium meeting rooms that can accommodate up to 452 guests.
• Pearl Riverfront also has a pre-function area that can be used for larger events.
• The venue provides catering options, including assisted buffets and single-serve sit down meals.