You’ve toured three venues in one afternoon. They all had chandeliers. They all had nice bathrooms. Now you’re sitting at home trying to remember which one allowed outside caterers and which one charged extra for tables.
Choosing a function room to hire in Melbourne without a proper system leads to confusion, wasted money and regret. You might book a stunning venue, but what if you discovered later it had no air conditioning? These oversights can ruin events.
This checklist guide will help you prevent those mistakes. Use it during tours to compare spaces accurately and make confident decisions
Pre-Planning Checklist: Before You Start Looking
Walking into venue tours unprepared wastes time. Set these parameters before viewing any function venues in Melbourne.
- Define your event type: Corporate conference? Birthday celebration? Product launch? Different events need different setups. Networking needs open floor space. Formal dinners need proper seating.
- Set your budget: Calculate your total event budget first. Venues typically consume 30-40% of this amount. Add a 15% buffer for unexpected costs. If your total budget is $10,000, allocate roughly $3,000-4,000 for the venue with an extra $500 cushion.
- Count your guests: Estimate numbers now, not later. Include plus-ones and children if relevant. Round up, never down. Booking for 80 when you have 95 creates problems.
- Choose three dates: Popular function room in Melbourne gets hired 6-12 months ahead. Flexibility increases your chances of securing good venues.
- List deal-breakers: Parking? Disability access? In-house catering? Separate must-haves from nice-to-haves before touring.
Space and Capacity Checklist
Room capacity numbers can be misleading. A venue advertised for 150 people might only seat 100 comfortably with your preferred layout.
- Ask about seated versus standing capacity: Theatre-style fits more people than banquet rounds. Request floor plans showing different layouts.
- Get exact room measurements: Low ceilings feel cramped. Narrow rooms create bottlenecks. Visit during similar occupancy to see how the space actually feels with people inside.
- Check for multiple spaces: Can the venue accommodate different event phases? Cocktails in the foyer, dinner in the main room, dancing elsewhere. Multiple spaces create better flow and prevent guests from getting bored in one static location.
- Test indoor-outdoor access: Melbourne weather changes fast. Check if outdoor areas have weather protection like marquees. Ask how quickly spaces rearrange if the weather turns.
- Inspect entry and registration areas: Guests need somewhere to check in, leave coats and gather before the main event. Cramped entries create chaos. Adequate foyer space improves the entire guest experience.
Location and Accessibility Checklist
Stunning venues become problematic when guests arrive late and stressed.
- Check public transport distance: Venues more than 15 minutes walk from stations need transport solutions. Check the nearest tram stops and train lines.
- Count parking spaces: Ask for actual numbers, not “adequate parking” promises. Free parking versus $30 per car matters. Check street parking nearby.
- Map hotel proximity: Out-of-town guests won’t appreciate 45-minute hotel commutes. Check quality accommodation nearby.
- Walk the disability access route: Ramps, elevators, accessible bathrooms. Walk the entire guest journey, checking for barriers.
Facilities and Equipment Checklist
Included equipment versus rentals adds up fast. Affordable function venues hire in Melbourne become expensive when you hire everything separately.
- Confirm furniture inclusions: Tables, chairs, linens. Request photos of actual items. Wobbly tables and stained linens reflect badly.
- List AV equipment provided: Projectors, screens, microphones, sound systems cost hundreds to rent. Test the microphone quality during your visit.
- Check climate control coverage: Air conditioning should cover all guest areas, not just main rooms. Melbourne weather demands this.
- Inspect kitchen facilities: Even external caterers need proper kitchen access. Check equipment, refrigeration, workspace.
- Ask about stage and dance floor: Portable versions cost money. A tiny dance floor kills the celebration atmosphere.
- Test lighting control: Harsh fluorescent lighting ruins ambience. Ask who controls dimming during your event.
- Test WiFi speed: Use your phone during the tour. Ask about bandwidth limits for corporate events.
Services and Catering Checklist
Service inclusions vary wildly between function venues in Melbourne. Know exactly what you’re getting.
- Clarify catering requirements: In-house only or external allowed? Exclusive arrangements limit options and increase costs. Confirm menu flexibility and dietary accommodation.
- Understand bar costs: Ask about bar packages, consumption charges and minimum spends. Some venues allow BYO alcohol with corkage fees. Compare total bar costs across different venues.
- Count included staff: Bartenders, servers, coordinators. Additional staff costs add up. Pricier venues sometimes include more staff.
- Confirm setup responsibilities: Who arranges tables and chairs? Who cleans up afterwards? Some venues handle everything. Others expect you to coordinate the setup. Factor in labour costs if hiring external help.
- Check decorating access: When can you access the space for decorating? Restrictions on decorations affect your styling options. Some venues prohibit candles, confetti or wall fixtures. Confirm rules before committing.
Policies and Fine Print Checklist
Contract terms protect both parties but can contain expensive surprises. Read everything carefully before signing.
- Cancellation and rescheduling policies: Life happens. Understand cancellation deadlines and refund terms. Some venues offer date transfers within certain timeframes. Others forfeit your entire deposit. Know these terms upfront.
- Deposit requirements and payment schedules: Initial deposits typically range from 20-50% of total costs. Confirm when remaining payments are due. Multiple payment deadlines help budget management better than one large final payment.
- Noise restrictions and curfews: Melbourne council regulations vary by location. Some areas enforce 10pm noise curfews. Others allow later finishes. Confirm actual finishing times.
- Insurance requirements: Many function venues in Melbourne require event insurance. Check if venue insurance covers your event or separate coverage is needed.
- Damage policy and security deposits: Understand liability for accidental damage. Some venues charge security deposits returned after events. Others include damage coverage in packages. Know your financial exposure.
Your Next Step in Function Planning
Function room in Melbourne should be hired through systematic evaluation, not gut feelings about pretty spaces. This checklist gives you a framework for comparing venues objectively.
Print this list before touring venues. Take notes during each visit. Compare answers later when excitement fades and practical considerations matter more.
Fleur Weddings and Events addresses many checklist items naturally through thoughtful venue design. Be it our Fleur Ballroom for 400 guests or The Rosette Room for 100+ guests, we have options for different sorts of function needs.
It doesn’t end here! Climate control, furniture, full AV, accessible facilities, parking and proximity to Melbourne transport. Everything is sorted.
Book a tour to see how proper planning makes function room hire in Melbourne straightforward.
