I’m still absolutely amazed when I still have people ask me .....”So how allergic are you really?”  I still have arguments with chefs who insist eggs are a dairy product and waiters who believe calamari is a shell fish.  Education of hospitality staff is imperative as I have experienced waiters insist that a prawn isn’t shell fish and that they guarantee I can eat it.  This is not only poor service, but for event organisers this is a big risk factor.   

My biggest concern with dietery requirements is when I go to buy a simple cup of coffee.  The amount of times I still have to watch and ensure my coffee is actually made with soy is amazing.  I have experienced taking a sip of coffee that has been made with cow’s milk, even after the waiter insisted it was definitely soy.  After questioning the waiter again, I then had them double check for them to realise they’d actually made a mistake.  There was only a casual apology, a bit of a laugh and no realisation of the seriousness of their mistake.  Some hospitality staff are completely unaware that although you may not drop dead in front of them, the rest of your day is ruined as you’ll then be sick for the remainder of it.

I’ve compiled a few simple tips to tackle dietaries at events, but please feel free to share your stories or tips on our Facebook page.  We would love to hear about your experiences.

• Ensure you’ve explained your exact dietary requirements to the event organiser before the event.  Some requirements are difficult for chefs to cater for without notice.
• For complicated dietary requirements see if you can have a printout explaining what you can eat sent to the chefs.  Some chefs or event organisers will even call you to go through the exact requirements.
• For cocktail events, eat something before you come if you know dietaries are not being catered for.
• At cocktail events, ask the event staff if they’re able to assist you with a special plate of food.  You’ll be surprised how many actually will go out of their way to assist you.
• If you’re ever concerned about what you’re being offered don’t be afraid to check.  It is not worth feeling ill.
• Encourage the people around you to be educated about your dietary requirements.  Even if the intolerance is not deadly it still can be serious to your health.

Organisers can host their events in a variety of spaces, from a boardroom meeting for 30 surrounded by trees in the Treetops room to an elegant cocktail in the grand museum foyer for 2000. 

Imagine guests venturing through the museum at night, experiencing some of Australia’s greatest historical displays.  For that WOW factor, groups can dine next to Phar Lap or experience Melbourne’s story from the mid 1800’s where guests can explore the interactive displays.  Catering and event operations at Melbourne Museum are managed by Peter Rowland Catering, so you can be assured of a high quality service.    We recommend this venue for groups that want to educate, WOW their guests or experience something imaginative.  

I’ve been to Warrnambool many times before for family holidays and friend’s weddings, but never really did much while I was there.  When you think of a three hour drive to regional Victoria it feels like an eternity, especially when you could fly to the Gold Coast in two.  This is often the response I have had when looking at this destination for Victorian conferences and found it very hard to think of exciting activities that could be included as part of the trip.  I was pleasantly surprised and after this weekend feel so inspired by this beautiful region...... and actually it is very cost effective too!

An aspect of Sebel Deep Blue that is a fantastic selling point is the fact they have a thermal mineral spa within their day spa.    With the stunning views surrounding Sebel Deep Blue, it is a shame that there is no natural light in the conference room however the pre function areas do have outdoor access with plenty of natural light.  The light colouring of the conference rooms still gives the space an open and relaxing atmosphere.  The conference rooms are all located within the one area, so delegates don’t need to find their way around the hotel for breakout sessions.  There are a total of three spaces that can accommodate up to 350 delegates cocktail however accommodation would need to be a combination of twin share and the use of surrounding accommodation venues.

For the trip down to Warrnambool we were given the opportunity to self drive to Sebel Deep Blue and in our driving packs we were presented with a toy whale and activities.   The toy whale was to feature in our photos along the way where we could accumulate points if we took photos of items listed on our activity sheet.  This was a great example of a fun activity that could be organised to make the time go faster on the trip down and actually was a talking point for the entire weekend!  
After settling into our spacious rooms we enjoyed some pre-dinner canapés in one of the stunning penthouse suites, before heading out to Flagstaff Maritime Village.   Flagstaff Maritime Village is both a museum with Australia's richest shipwreck collection and an 1870's village located on the state heritage listed Lady Bay Lighthouse precinct, which is still operational.   This is a great unique venue for an offsite dinner or activity.  We were able to experience drinks in the old style ‘local’ pub which was decorated in paraphernalia from the 1800’s.   After dark the village set the scene of maritime life with a laser light show that retold the stories of Warrnambool.

The next day it was activity time for all of us with our first stop being Saltmarsh Artful living.    I absolutely loved this venue and highly recommend it for any groups looking to explore their creative sides.   Glenistair Hancock is one of the owners of the beautiful workshop and he gave us a crash course demonstration on glass blowing.  His creations are just stunning and to see the work behind the items that are displayed throughout the shop was really insightful.  The demonstrations are great for groups up to 20 and small individually designed corporate gifts can be pre-organised for your group if required.   After exploring our creative sides it was off to the park to explore our emotional sides.   

Scott Dargan from Red Rock Alliance took us through some EQ (Emotional Intelligence) profiling, which was actually really fascinating.  Red Rock Alliance is a facilitation company that are able to work with groups to improve leadership skills by developing attitudes, behaviours and communication of individuals or teams.  The structure of the workshop was casual in the outdoor setting, but engaging and relevant to many different individuals in our session.  Scott was able to keep us engaged and entertained, while teaching us how we can utilise our various personality traits within our workplaces.    All of the emotional exploration certainly worked up an appetite.  Sebel Deep Blue was able to bring their catering team out to the park to cook a delicious BBQ lunch for us.  This is well worth thinking about for conferences, where the entire day could be organised outdoors and only about five minutes walk from the hotel.

On the final day we were lucky enough to explore the breathtaking coastline of Warrnambool by doing a condensed version of the Amazing Race, facilitated by Adventure for Life.   After taking a little bit of time to work out how to use our GPS we were finally off walking the boardwalks that surrounded the rugged beaches.  Unfortunately our team was not the fastest, but it was none the less a fun experience.

This trip certainly helped me realise the amount of fantastic activities that are available in this region.  It is well worth considering Warrnambool for your next event or conference.

As venue finders we are often asked for a unique venue that has natural light, plenty of space to breakout, easy access and great conference facilities.  This isn’t always easy to find, however Melbourne is a great city that always seems to surprise us with little hidden gems.

Recently I went on a site visit to two unique venues that are located on the outskirts of the CBD; Story and Thoroughbred.  These spaces are managed by Marekai Events, an innovative company that specialises in creating individual events within the unique venues they adopt.   

For the groups that are looking for a casual bar space that is completely private and equipped with conference facilities such as a projector or wifi then Story is the venue for you.  I love this event venue because it is extremely flexible and can accommodate anything from an intimate meeting for 20 to a casual art workshop for 100.    There a two separate conference spaces both with natural light.  One space is quite corporate and is ideal for meetings, whereas the other is the bar space that is ideal for the special events such as dinners or cocktails.  The bar space is more eclectic in its style, with furniture and artwork that doesn’t match giving it that Melbournian charm.  There’s access to an outdoor area that would be fantastic for cocktail events in summer.  The floor of the courtyard area is covered with synthetic turf and decked out with classic wooden furniture, giving it a relaxing inner city outdoor atmosphere.   This event venue is suitable for various budgets and Marekai will attempt to tailor their packages to suit different events for this venue.

It started on a stunning warm spring night as I walked up to a red carpet entrance.   Unfortunately no paparazzi were in attendance and I certainly wasn’t in a designer dress!  The sun sparkled over the water and with a drink in hand it was a great way to see these new unique venues.   All of these venues can accommodate groups with Byblos, River’s Edge and Wharf Hotel ideal for corporate events of varying styles.  We were given the chance to sample food along the wharf starting at Byblos Bar.  

Byblos Bar is a fantastic unique venue that is Mediterranean inspired.  This space is ideal for cocktails, dinners and special events up to around 130 guests.  Wilson’s Boathouse was next on the journey, a lovely open plan restaurant specialising in seafood.  This venue is great for group dining or maybe even as an informal event venue; however it doesn’t have private space.  
Further down the wharf we were treated to some delicious teppanyaki proudly offered by Kobe Jones.  Wharf Hotel took my attention next with the relaxing atmosphere of couches overlooking the water.  This is a great meeting venue or suitable for various styles of corporate events.  There is a fully equipped small private dining room, which can also be utilised as an informal private boardroom.  Groups can also take advantage of a semi-private bar area that has access to a private terrace that’s great as a unique venue.

During the event River’s Edge was home for some VIP’s to enjoy the entertainment of the DJ’s and other performers out on the stage over the water.   This space is a beautiful conference venue or can be used as an event venue.  Suitable for groups from 50 to 300, complete with floor to ceiling windows overlooking the Yarra.  

This precinct will certainly be an asset for Melbourne especially with the new convention centre, Hilton South Wharf, Showtime Events and Polly Woodside all just across the river.  This new area is certainly worth exploring!        

Personal and professional conference services need detailed preparation

As the event planner, you need to be involved in the creative, technical and logistical preparation before and during the event.  The amount of effort, time and preparation you’ll exert will also depend on the function you’re planning:

• Corporate events – which include product launches, press conferences, corporate meetings and business conferences
• Marketing events – which include road shows, grand opening events and book signing
• Special events – which include concerts, award ceremonies, film premieres, fashion shows and commercial events

Organising an event can be tiresome and frustrating if you don’t know where to start or if you don’t take it seriously.  Checking all the details makes a huge difference.  Regardless of the type of function being organised, you at least have to include the following basic tasks in your checklist Theme, invitations and decorations

• Event venue and logistics
• Entertainment and audio-visual production
• Menu and catering
• Marketing
• Budget and cash flow management

A variety of event venues, from the unique to the most luxurious

One of the most important factors you have to consider in event organising is creating the overall atmosphere of the event – how your guests should feel from the moment they arrive until they leave.  Remember that different event venues present different ambience, so your chosen venue and the site setup should reflect the nature of the event.  Finding the perfect venue is a crucial stage in the planning process. 

Traditional event venues are function centres , hotels and convention centres, but nowadays, you can find the perfect venue by letting your creativity flow.  The sky’s the limit when it comes to choosing event venues.  There are gardens, ballrooms, rooftops, yachts, theatres, universities, and more to help you create a unique and lasting impression for your guests.  Whether you’re looking for intimate event venues or corporate meeting venues, the key factor is the appropriateness of the venue to your function.

• Hotel – a popular choice because of its accessibility, affordability, availability of facilities and amenities
• Conference centre – a good choice for conferences with a large number of attendees because of its spatial capacity and technological availability
• Meeting room – a perfect choice for business meetings, job interviews and forums because of its on-site technology, familiarity, and security
• Convention centre – a perfect choice for a large, professional event because of its guest capacity and technology capability
• Outdoor location – a great choice for fun, learning and camaraderie; includes zoos, botanical gardens, parks, conservatories, camps and lawns
• Theatre – a perfect choice to display class, elegance and glamour because of its luxury and style
• Stadium – a perfect choice for large corporate events like company picnics because of its casual but impressive atmosphere
• Yacht – an often overlooked event venue but perfect for intimate or corporate events because of its non-traditional style that leaves a dramatic and lasting impression
• Rooftop – a great choice for exclusive and important events because of its spectacular panoramic views and warm hospitality
• Ballroom – a perfect choice for a grand concert, dance or gala because of its luxury , space and guest capacity     
• Garden – a perfect choice for a cosy romantic, family or corporate event with a whimsical backdrop
• University – a convenient setting for large events like entertainment shows, recognition parties and class reunions because of its facilities and space
• Mansion – a perfect choice for exclusive events because of its luxurious architecture, grand interior and amazing exterior
• Museum – a non-traditional setting for both public and private events because of its classic and relaxing atmosphere     

Whether you choose traditional or unconventional event venues, remember that finding the perfect one is a key element to a successful corporate event.   Contact us now and we’ll help you find the perfect venue to suit all of your budget and logistical requirements.   

If you can’t reach the exact person who invited you to the event, then do go to the trouble of emailing them directly and leave a message with their colleagues that you are not able to attend. Honestly, I can’t believe that I have to write about this. I thought that all of us followed this protocol already.

I am sure that most of you out there reading this article have organised an event of some kind in your past – a cocktail party, the office Christmas party, your own birthday party, perhaps a dinner for friends at home.  I am also sure you’ve most likely been “dumped” by some of your guests at the last minute.  It happened to me recently both at personal and business events that I had organised and both times I was not happy about it. Not happy at all.

Firstly, when someone is going through the trouble to invite you to an event they are inviting you to be part of their community/circle. When people organise events they are organising them for a purpose, not just for the sake of it. Usually, a good amount of mental and physical labour, not to mention money, has been involved to stage something special for you.

Some events are put on for celebration’s sake only, or to launch a product, to showcase a venue, to discuss the services offered, to raise money... There is plethora of reasons behind every event. I beg you all to be more considerate and to show respect for others by simply treating them the way you would like to be treated.

In my industry, I am invited to numerous functions by various conference venues and unique venues around Australia and New Zealand. I can’t go to all of them, but I would never ever send a positive reply if I wasn’t 100% committed to attending the event. I am serious. There is nothing worse than the organisers and other guests seeing a huge list of no-show nametags left on the registration table. These nametags are sitting there on that white-clothed table in all their tombstone plastic glory, for everyone to see.

As an organiser, you feel that the no-shows have no respect for you, your event or your business.  On the other hand, all the guests can clearly see the names of those who haven’t showed up, so your nametag is there on the “shame-on-you” table if you don’t show up.  I hate the thought of my name sitting out there potentially on its own on that table, or in the company of other no-shows. If my tag is on its lonesome, all I can hope that the organisers will remove it ASAP from the table as I would hate for anyone out there (let’s admit it we do live in a small world) to see my name in such a light.

Those who decide not to show up to an event, even though they’ve committed to it, could also be destroying the event for the other guests - the event’s atmosphere depends heavily on the size of the room where it’s held, which is chosen specially based on the number of the expected guests. An empty room kills a party vibe. Not to mention the food. It’s a shame to see so many of my own industry colleagues not valuing the effort and money that conference venues put into organising these gorgeous, generous events and site inspections that most of us attend for free as a perk of our job.

I’ve certainly enjoyed some amazing food, entertainment and activities, staged by a number of professional and unique venues over the last nine years, and I am looking to many more.  But I will always try everything possible to attend an event that I’ve promised in writing that I will be there. I will work on the babysitting arrangements, get grandparents involved, school mums, husband, use tram or train to get there, so that babysitters have the car to organise the kids, cook dinner a night in advance and who knows what else that needs to be organised, so that I can attend a function that I committed to attending.

Only in completely unforeseen circumstances will I not attend a function, and if something occurs that stops me I will try my best to ensure that the organisers know about it, no matter how last minute.  Once, I cooked a full three-course dinner at home on a Thursday night - mid-week - only to find out that my dinner guests weren’t coming, as they had a wrong date in their diary.  I knew that this was a genuine mistake but it still didn’t make me feel any better on the night, after I’d just slaved over the stove and had been baking for the last two hours, ignoring the kids and cleaning the house to make sure that my guests were treated well.  I’m sure you could relate to the feeling of this small, personal example. It’s no different for an event organiser at the top conference venues in Australia. They feel it too.  So please make sure that you give that very important courtesy to the host of always apologising in advance if you know that you will not be able to join them at their event. I am sure that you would like others to do the same to you.

Conference Venues: RACV Noosa Resort
We were up early again to have breakfast and a site visit at the new RACV Noosa Resort.  This venue was recently taken over from Mirvac, previously known as Quay West Resort.  This resort still looks very new, with the vegetation still becoming established and the warm atmosphere slowly coming together.

The accommodation is made up of apartment-style rooms, with the larger apartments having the atmosphere of a contemporary residential CBD apartment.   With plenty of space and all the amenities one would expect in an apartment, this resort is ideal for short or week-long executive retreats.  The property is best suited to mid-sized groups of around 100 delegates. With only one restaurant onsite it is best to organise offsite dinners to introduce some variety. 

Free time was on the agenda at either Little Hastings Street or the Eumundi Markets.  I chose the markets and had a ball wandering the numerous stalls, with live music floating through the air.  This market is a great addition to conference programs if some free time is on the agenda.  Many handmade products and food are available for purchase.   For those that feel like some relaxation there are spaces to sit and enjoy the music. 

Conference Venues: Novotel Twin Waters
Our final destination before going home was a site visit of Novotel Twin Waters.  I have to say this site visit was the most well-organised and well-sold by the Novotel Events team. I was impressed.
On entry to the resort two sailor girls greeted us, twirling hula-hoops around their waist while staff handed out little energy drinks to get us started.   In golf buggies, we toured the many acres of the resort viewing accommodation, the circus grounds (yes, you can do trapeze or circus activities) and function facilities. 

This venue is a great cost-effective option for various sized events from 10 to around 1000.  There is a permanent marquee, conference rooms and many unique venues scattered around the property to suit many different tastes. 

My favourite section of this site visit was watching the trapeze artists swing and do their tricks on the circus lawn.  Delegates can actually learn to do this activity as a team building exercise, being taught every step by professionals in a fun, safe environment.   

We finished off the afternoon with lunch on the beach, seated at a long table set in the sand with a reggae band playing next to us.  Unfortunately this luxury was short-lived, as the Melbourne guests were whisked off to the airport to fly home to the cold weather again.  The one downfall of this location is the limited number of flights coming in and out of the Sunshine Coast, but the variety of this region makes it worthwhile. 
 

Summary:
We love a venue that goes out of its way to demonstrate its creativity and versatility through their site inspections to us – we know that if they take that much care with us, they’re really going to impress when you take your delegates there.

The apartment-style accommodation that can be found all over the Sunshine Coast is great for executive retreats. There are also plenty of leisure activities and unique venues to be found nearby for downtime or to keep families entertained.

To get the best prices on these conference venues, or hear more of Emilie’s impressions about the unique venues around Queensland for one of your next executive retreats, phone Business Retreats Australia on (03) 8686 7760.

Unique Venues: Spicers Tamarind Retreat
The sun shone through the bus window and I began to feel quite sleepy, needing some food to perk me up again.  Lucky we were on our way to lunch.  I’d always thought of the Sunshine Coast as cafes, shops and beaches, but never realised they had a Hinterland region.   The bus wound its way up through the hills to our entree at the relaxing Spicers Tamarind Retreat in Maleny. 

The Thai-inspired food was absolutely divine and at this stage I had no idea that the many dishes laid out on the table was only the entrée!  I also would never have thought to pair cucumber pieces with a spicy bean dip, but the food went beautifully together making it very hard to stop eating. 

Unique Venues: Spicers Clovelly
After a site visit of the property it was off for our main course at the sister property, Spicers Clovelly Retreat in Montville.  Both these properties are great unique venues with their very own niche and feel.  Our lunch here was a roast, set up on a long table running the length of the balcony, overlooking the beautiful hinterlands.  

Croquet was set up on the lawns for our enjoyment and the balcony doors opened up into the sun-filled lounge where we could also sit to talk or read.  Both the Spicers properties are ideal for small groups of around 10 maximum, specialising in executive retreats or incentive retreats.  For larger groups, a progressive dinner can be organised at both of these properties or even just Tamarind if a unique dining option is required.

Tamarind’s restaurant can hold around 80 guests at a maximum and is also open to the general public for those that just want to experience the stunning food on their holidays.  Clovelly is a small, country-style house that has a home-away-from-home atmosphere.  The intimate nature of these venues means that the service is tailored specifically for the delegates attending.   

Conference Venues: Hyatt Regency Coolum  
The relaxation of the afternoon was lovely but short-lived as we were whisked back to our hotels to prepare for our networking evening hosted by Hyatt Regency Coolum.  All of the suppliers that had assisted with the famil attended the dinner, which was organised well by the Sunshine Coast team. 

Throughout the night, suppliers were asked to move around the tables so that we all had the chance to ask as many questions as needed.  During pre-dinner drinks I took the opportunity to have a quick site visit, which unfortunately was in the dark.  It did however; give me the chance to get a feel for the spaces that can be used for conferencing. 

This conference venue has a total of fifteen spaces that can accommodate events, four of which are outdoor locations for special events.  The Pavilion space, a permanent marquee structure is an ideal venue for exhibitions holding around 50 trade booths (depending on their size). 

Back in the warmth of the private dining room the food was absolutely delicious, which we all expected of Hyatt – the brand has a reputation as a great one for conference venues and executive retreats.

Many of us didn’t want the night to end and could have sat by the roaring fireplace (yes it was that cold up North on this particular night!) eating for a long time. 

Summary:
Queensland really does have a plethora of intimate and unique venues dotted from the coast right up to the Hinterland. The quality of the food in these venues is fantastic and each has its own special atmosphere and niche.

To get the best prices on these conference venues, or hear more of Emilie’s impressions about the unique venues around Queensland for one of your next executive retreats, phone Business Retreats Australia on (03) 8686 7760.