Unmatched Conference Venues in Queenstown

If you're planning a conference that combines productivity with unforgettable scenery, Queenstown should be at the top of your list. Known as the adventure capital of New Zealand, the town also boasts luxury lodges, world-class hotels, scenic wineries, and boutique venues perfect for small to mid-sized conferences.

Budgeting for Your Queenstown Conference

Hosting a conference in Queenstown is a valuable investment in quality and experience. Here's how you can break down your budget for your event:

• Venue hire: Expect premium pricing at luxury or exclusive-use locations. Select a venue that comfortably accommodates your guest list.
• AV & tech support: Fast Wi-Fi, modern AV equipment, and hybrid-ready capabilities are now must-haves. Smaller venues may not include all tech; budget for third-party support if needed.
• Venue Catering: Confirm whether catering is in-house or outsourced. Many venues offer local seasonal menus and wine pairings, with per-person packages.
• Accommodation: Group rates for hotels or lodges can provide value—book early.
• Transport: Plan for airport transfers, especially if your venue is out of town (e.g., Gibbston Valley or Arrowtown).

Effective Strategies for Multi-Day Conference Planning

Tips for the Day of Your Conference

On the day of your conference, ensure everything runs smoothly by considering the following tips:

Arrive at the venue early.

Arriving early lets you check the venue one last time. Ensure that all facilities, including restrooms, breakout rooms, and seating areas, are ready and comfortable for your attendees. Verify that the AV equipment works properly and do a quick tech check with the support team.

Have a run sheet printed for your team.

A well-organised run sheet is crucial for a smooth conference. It should outline the schedule with key times for registration, sessions, breaks, and meals. Share it with your team for clarity on responsibilities and have printed copies on hand for quick reference, possibly laminated for added durability.

Brief your speakers and AV staff early.

Clearly communicate your expectations to your speakers by sharing the topic, presentation length, and format. Create a detailed schedule that includes Q&A or panel discussions. Encourage attendees to visit the venue beforehand or offer a virtual tour to familiarise them with the space and equipment.

Keep water, snacks, and signage visible.

Set up water stations throughout the venue with clear signage. Provide a variety of snacks that accommodate dietary restrictions. Use signs to direct guests to restrooms, breakout rooms, and emergency exits for easy navigation.

Designate a go-to person.

Having a single point of contact for your team and guests is essential for organising the event and handling unexpected issues. Choose someone well-versed in the conference details, such as the schedule, venue layout, and emergency plans. This contact will coordinate communication between teams like catering, AV, and volunteers, addressing questions and resolving problems efficiently.

Host an Unforgettable Conference in Queenstown!

If you're after a conference destination that's equal parts productive and unforgettable, Queenstown delivers.

Ready to plan your Queenstown conference? Let VenueNow help you compare, shortlist, and book the ideal venue. With expert support and easy tools, we'll help you create an unforgettable conference!

How much do conferences in Queenstown cost?

Based on VenueNow's historic data, on average, Queenstown conference venues cost between 100 to 150 NZD per person. For example, an event for 100 people could cost between 10000-15000 NZD. Costs may differ based on your food and beverage requirements, AV requirements, event date and time and the type of venue you decide to book.

What should I consider when comparing Queenstown conference venues?

There are a number of different factors you should consider when comparing Queenstown conference venues. Firstly, you should review the standing and seated capacity of the venue to see if they can fit your attendees. Next you should review the costs associated with hiring the venue such as venue hire fees, food & drink packages, additional costs such as audio-visual equipment, and whether there is a minimum spend to hire the venue. Other important factors include the location, aesthetic, amenities and facilities of the venue to understand if the venue fits all of your requirements. A great way to do this is review the venue's listings on VenueNow and review their function packs attached to the page.

How do I find and book Queenstown conference venues?

Finding and booking Queenstown conference venues is easy with VenueNow. Simply follow these steps: (1) Enter your location, event type and number of people into VenueNow's search engine. (2) Narrow down your search results by adding filters such as your event date and time, preferred room layout and budget. (3) Once you've found some venues you're interested in, visit the venue listings and send your enquiry via VenueNow. The venue will receive your enquiry immediately and respond to you within 24 hours via email. We recommend contacting 3-5 different venues to ensure you get the best price. (4) Venues will respond with a quote via email based on your requirements, and may suggest alternate dates when they can host your event. (5) Once you're happy with the quote, you can confirm your booking with the venue, pay your deposit and start planning your event.

How far in advance should I book Queenstown conference venues?

On average, VenueNow customers book a venue 90 days in advance of the event. In some cases you are able to find venues that are available at short notice, however, availability for your preferred date and time may be limited. For large corporate events or weddings, we recommend booking your venue at least 3-6 months in advance, to ensure plenty of venues are available and you can lock in the best price for your requirements. Larger events also typically require additional planning with your attendees as well as any suppliers that may be required for the event.

Can VenueNow help me find Queenstown conference venues?

We sure can! Not only can you find and book venues via on VenueNow yourself or using our Match AI feature, our team of Venue Booking Experts can help you find the perfect venue, collect quotes from multiple venues on your behalf, negotiate the best price with venues and book venues, all for free. Simply send us your event brief and our team will be in contact with venue recommendations within 24-48 hours.