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.

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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.

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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.

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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.

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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.