We held a conference with our Board and Directors at the lovely Yarra Valley Estate. We enjoyed two tranquil nights in the Harrier room and held our conference in the magnificent Garden Room. The food, staff and surroundings were truly spectacular. It didn’t feel like work at all. Absolutely loved it and will definitely book our next work event there again. 5 Stars all round!!
Conference Venue Checklist
Choose Your Conference Venue with Complete Confidence
Comparing conference venues means weighing dozens of factors. After 30 years hosting corporate events, we’ve organised what matters most into a practical evaluation framework you can use on every venue tour.
Why Venue Comparison Takes Time
You’re comparing prices, checking capacity, and reviewing facilities. But ensuring you’ve covered everything that matters to your event’s success takes careful attention.
Important considerations:
- Will delegates stay focused and energised in the space?
- Does the catering support productivity throughout the day?
- Will the technology work reliably when you need it most?
- Have you uncovered all the costs?
- Does this venue's approach align with your organisation's values?
A structured framework makes the comparison process more efficient.
What's Inside the Checklist
After three decades of hosting corporate events, we’ve identified the factors that have the most significant impact on event success. We’ve organised these into a practical side-by-side comparison tool.
The 10 criteria you’ll evaluate
- Location & Accessibility - Travel ease for all delegates
- Technology & Connectivity - Reliable infrastructure
- Sustainability & Values - Environmental credentials
- Conference Facilities - Comfort and functionality
- Food & Beverage - Quality and flexibility
- Activities & Team Building - Engagement opportunities
- Accommodation - On-site options and quality
- Reputation & Credibility - Track record and expertise
- Service & Flexibility - Support and responsiveness
- Costs & Value - Transparent pricing
What this framework provides:
- Consistent comparison format - Same criteria for every venue
- Comprehensive question prompts - Know what to ask on every tour
- Note-taking space - Record responses for each venue
- Final decision framework - Three questions that clarify your choice
How to Use This Checklist
- Step 1: Download the checklist
- Step 2:Review the 10 criteria before your venue tours
- Step 3: Use the prompts during each venue visit to ask questions and take notes
- Step 4: Compare your notes across venues and use the final evaluation questions
A consistent approach across all venue evaluations.
You’ll have the right questions to ask at each venue and space to record what matters most.
5 Stars All Round
Josephine Pepe
Lovely Venue, Many Compliments
Thank you and the team for all your efforts and assistance. It was such a lovely venue with beautiful surrounds. We received many compliments for the two day programme.
University of Melbourne
Glowing Reports All Around
I had nothing but glowing reports of the venue, service and food! Thank you very much. I will be spreading your name!!
BP Australia
Successful, Enjoyable Conference
The conference was a great success and enjoyed by all who attended – as ever, we appreciate all you and your staff did to make it such a pleasant experience for everybody.
Ridley College
Faultless Experience
Thanks again for all you and your team did to accommodate us during our recent stay; there is no part of the experience I could fault.
Victoria Police
Great Venue, Delicious Food
We had a great time at YVE, enjoyed the venue, delicious food (!) and it’s been super easy and efficient dealing with you and team on the admin side. We will definitely keep YVE in mind for our future retreats etc, and have no hesitation in recommending you to our colleagues. Thanks for being accommodating to the last-minute changes too.
La Trobe University
Fabulous Venue and Staff
What a fabulous venue and fabulous staff. Thank you so much for being so accommodating (and patient!) with all my various requests and changes.
La Marzocco Australia
Final Evaluation Framework
Once you’ve scored the venues, three questions matter most:
Which venue felt most inspiring and conducive to productive work?
(Because atmosphere affects outcomes more than most planners admit)
Which venue offered the best overall value?
(Not the lowest price – the best return on investment)
Which venue felt most committed to making our event successful?
(You can feel the difference between “we’ll host you” and “we’ll make this brilliant”)
Get Your Free Conference Venue Evaluation Checklist
What you’ll receive immediately:
- Printable 10-point comparison scorecard
- Complete question bank for venue tours
- Final evaluation decision framework
- Bonus: Red flags checklist (know when to walk away)
Your information is never shared. Unsubscribe anytime.
Ready to Evaluate Yarra Valley Estate?
Now that you know what to look for, we'd love to show you how we measure up.
Experience:
- Purpose-built conference facilities with natural light
- 120 acres of inspiring bushland for breaks and team activities
- 48 ensuite rooms on-site
- Seasonal menus from our Edible Forest
- EarthCheck Gold certification
- 30 years hosting corporate events
FAQs
Q: What should I look for when choosing a conference venue?
A: When choosing a conference venue, evaluate 10 critical factors: location and accessibility, technology and connectivity, sustainability practices, conference facilities quality, food and beverage options, team-building activities, accommodation options, venue reputation, service quality, and transparent pricing. Our free checklist provides a complete framework for comparing venues objectively.
Q: How do I compare conference venues objectively?
A: Use a structured scoring system that evaluates venues across consistent criteria. Our 10-point evaluation checklist allows you to score multiple venues side-by-side, making it easy to identify which venue offers the best overall value beyond just price and location.
Q: What questions should I ask when touring a conference venue?
A: Essential questions include: What’s the Wi-Fi bandwidth when fully occupied? Is there backup power? What’s included in the quoted price vs. additional costs? How do you handle dietary requirements? What’s your cancellation policy? Can you provide references from similar corporate events? Our checklist includes 50+ critical questions organised by category.
Q: Why does venue accommodation matter for corporate events?
A: On-site accommodation for multi-day conferences eliminates travel stress between sessions, enables early starts and late finishes without logistics headaches, provides informal networking opportunities, and keeps teams together for better collaboration. Venues with quality on-site rooms typically deliver better overall event outcomes.
Q: How important is sustainability when choosing a conference venue?
A: Increasingly important. Many organisations have ESG commitments that extend to event planning. Look for venues with legitimate environmental certifications, documented waste reduction practices, local food sourcing, and energy efficiency measures. Sustainability credentials also indicate a venue’s commitment to long-term quality and values alignment.
Q: What are common hidden costs when booking conference venues?
A: Common hidden costs include: setup and packdown fees, AV equipment hire, technician charges, service fees, parking fees, minimum food and beverage spends, room hire extensions, cleaning fees, and cancellation penalties. Always request an itemised quote with everything included, or choose venues with transparent all-inclusive packages.
Q: How far in advance should I book a conference venue?
A: For major conferences (100+ delegates), book 6-12 months in advance to secure preferred dates and best rates. Smaller meetings can typically be booked 2-3 months out. However, popular venues in regional areas like the Yarra Valley often have limited availability, particularly during peak corporate season (February-June, September-November).
Q: Should I choose a conference venue in the CBD or a regional location?
A: Regional venues like those in the Yarra Valley offer distinct advantages: fewer distractions, inspiring natural settings that boost creativity, often better value including accommodation, unique team-building opportunities, and easier parking. CBD venues suit short meetings where delegates need to return to offices immediately. Multi-day strategic sessions typically benefit from the immersive environment of regional venues.
