HUNTER BUSINESS FUNCTION GUIDE

THE COMPREHENSIVE ANNUAL GUIDE TO HELP WITH FUNCTION AND EVENT PLANNING FOR YOUR BUSINESS

2017 WELCOME

Welcome to the 2017 Hunter Business Function Guide, an annual special coverage by HBR to help business people PUBLISHED BY: with planning and running an event in the . Hunter Business Publications Pty Ltd ABN: 15 112 838 945 The Hunter has a growing reputation as an ideal location 265 King Street for business functions, with a growing number of local, Newcastle NSW 2300 Australian and overseas business people experiencing the PO Box 853, Hamilton NSW 2303 P: (02) 4925 7760 F: (02) 4925 2570 excellent locations and services available. GARRY One of the exceptional strengths of the Hunter is its PUBLISHER and EDITOR: extremely broad range of venues available, satisfying all Garry Hardie tastes and budgets. The Hunter can readily accommodate Mob: 0414 463 125 any type of function, from small, intimate gathering, to large [email protected] expos and international symposiums. The locations vary immensely, from the CBDs of major centres, to waterfront ART DIRECTOR: venues, vineyard experiences and rural retreats. Sandie Collie SANDIE [email protected] The Hunter also has a diverse range of excellent support services to help ensure that you have a successful event. CONTENT MANAGER: Whether you need help with just one aspect of an event or Jason Duncan someone to take responsibility for almost the entire event, the [email protected] Hunter has an experienced organisation ready to work with you. ADMINISTRATION ASSISTANT: Sharyn Hungerford

A wide variety of indoor and outdoor activities are available, JASON ranging from relaxing to exhilarating. [email protected]

The region is also unique in its range of accommodation PRINTING: and dining options for delegates and visitors. NCP Printing Phone: (02) 4926 1300 The Hunter is truly the perfect location for almost any type [email protected] of business function. www.ncp.com.au SHARYN

Cover: Function held inside the historic Fort Scratchley, www.HBRmag.com.au Newcastle. Image courtesy of Newcastle City Council.

HUNTER BUSINESS PUBLICATIONS PTY LTD 2017 ALL RIGHTS RESERVED

Reproduction in any part prohibited without the written consent of the publisher. While every effort has been made to ensure all information in this magazine is accurate, no responsibility is accepted by the publisher, Hunter Business Publications Pty Ltd

Cardiff RSL ✔ Versatility and affordability ✔ Flexible Function spaces ✔ Competitive Corporate packages ✔ On-site events team ✔ Diverse catering options

45 Macquarie Road, Cardiff NSW 2285 PO Box 61, Cardiff NSW 2285 www.cardiffrsl.com.au Cardiff RSL PH: 02 4954 0766 / F: 02 4956 6627 45 Macquarie Road, Cardiff NSW 2285 PO Box 61, Cardiff NSW 2285 www.cardiffrsl.com.au 3 PH: 02 4954 0766 / F: 02 4956 6627

ANC0229 Anchorage A4_MicenetJuly2017 FA.indd 2 18/7/17 2:10 pm 2017 HUNTER BUSINESS FUNCTION GUIDE

Room Capacity Room Capacity Conference Conference Max Area/M² Conference Conference Max Area/M² Banque Banque Cocktail Cocktail Theatre Theatre rooms rooms

t Accom. See Accom. See Venues Location Facilities Onsite activities Venues t Facilities Onsite activities rooms page Location rooms page Spa Lucca, Hemingways Bar Anchorage Port Corlette 9 144 160 140 100 Data projector or plasma TV, wireless Galley Kitchen & Wild Herring Newcastle Jockey Club Broadmeadow 12 2240 1800 1500 750 Fully air conditioned and well-lit rooms; In house chef & catering; break Stephens internet, white board, flip chart Restaurants, Verandah Tea Room 80 2 Wireless Internet; Data Projector and out spaces & bars; 1100+ N/A 6 Pool & Poolside (BBQ/Buffet options) Screen; Lectern and Microphone; complimentary parking spaces; Sunset Terrace & Dalton Lawn Whiteboard, Flip chart & Markers; Notepads disabled & easy equipment access; 24 hour Reception & Pens; Mints & Iced Water lawns and gardens.

Buttai Barn Buttai 1 500 400 300 Microphone, stage, data projector, Dancing, bush dancing, mechanical catering, internet may be available but bull, games, inflatable horse racing, N/A 14 needs to be orgamised by the client. bands and team building activites. Newcastle 4 130 200 150 140 PA, microphone, stage, chairs, tables Museum (screen and data projector unit available Cardiff 4 204 150 110 100 Microphone, data projector, wireless Free Wifi, Coffee Shop, “All You Can Cardiff RSL in the Theatrette). Newcastle Museum has N/A 10 internet, white board, power cords, Eat” Buffet Restaurant, Function N/A 3 three options for on-site caterers. Please boards and On-site Function Team Room Private Bar and Private contact our Newcastle Venues team on Terrace Function Area. 02 4974 2166 to discuss your catering requirements. Catalina Conference Rathmines 4 120 60 100 40 Microphones, data projector/screen, BBQ, Fire Pit, Games Room – Table Centre AV set up with DVD, wireless internet, Tennis, Movies, Board games, Bikes, large screen TV for presentations, Canoes, 10 disability friendly bathrooms, 21 22 whiteboard. Self-cater kitchen, Commercial kitchen, NEX Newcastle Newcastle 6 1195 1500 1100 600 Private bar & toilets, Dataprojector screen, microphone and wifi Dining area (30+). Exhibition & N/A 17 Convention Centre Caves Beachside Caves Beach 2 300 300 250 180 Roaming Microphones, Free WIFI, We have many opportunities for team lecterns, (data projectors & screens – building activities that can be organised 51 9 additional charges), plasma screens. upon request. Casual Style Bistro, sports bar, cocktail lounge, kids playground, Scone Motor Inn Scone 4 180 50 60 30 Facilities included Lectern, WI-FI internet BBQ area, Bar and Dining swimming pool. access, TV & DVD player if required (Data 24 21 Projector, P.A, Flips charts for hire at additional cost) Central Charlestown Charlestown 3 100 100 Overhead projector, catering. Cafe Central Bistro Leagues Club N/A 20 Silo Restaurant Newcastle 3 400 300 80 80 Microphone Weddings, Conferences, & Lounge birthdays, christmas parties, work N/A 19 gatherings, baby showers. Foghorn Brewhouse Newcastle 1 400 100 80 70 Microphone, Free WiFi, data projectors. Eat, drink, brewery tours, guided tastings, N/A 8 parlour games, monthley beer dinner events, Open mic, weekly trivia & live music The Business Centre Newcastle 2 112 70 45 Data projector, Wi-Fi, whiteboards, flipcharts, lectern. N/A 12 Fort Scratchley Newcastle 2 246 200 150 150 Wired Microphones and Lectern, Located at the Fort Scratchley Historic Site Flipchart, Whiteboard and WIFI. Historic Site, overlooking the * fees apply for additional microphones, entrance to Newcastle harbour, The Lucky Newcastle 3 150 100 Cordless microphone, Plasma TV (for laptop Hotel inclusive of Restaurant, 30 14 guests of a function and event at N/A 10 hire of data projector unit, screen. connection for presentations) & Free Wifi Bar, Accommodation Onsite caterers – Blue Star Catering Fort Scratchley are able to explore offers quality and affordable menu the Fort’s grounds, or even take options for your function, whatever the a guided tour of the underground catering requirements may be. network of tunnels.

Harrigan’s Irish Pub & Pokolbin 3 285 250 60 150 Data projector & Screen, Whiteboard, Sports bar, pub, restaurant, swimming Accommodation Flipcharts, PA System & microphone, pool, 600 metres – Hunter Valley 48 13 Lectern, WIFI Gardens, aqua & mini golf, picnic area with BBQ facilities, shopping village. SUPPORTING SERVICES

Two roving microphones, whiteboard, 20 The Hunter Region is blessed with a wide variety of organisations that can provide services and expertise Kahibah Sports Club Kahibah 2 300 300 200 224 Bar, The Etna Restaurant, Barefoot N/A data projector (additional charge), free Bowls, pool table, Kids Corner and to help make your event be a success. WIFI, stage, lectern, dance floor and live music. adjoining deck. Onsite caterer – The Etna Restaurant are able to customise to your taste and budget. Onsite Event Following are the service organisations that are featured in the 2017 Hunter Business Function Guide. Coordinator.

Moorebank Vineyard Pokolbin 1 114 70 50 Microphone and projector Wine & condinment tastings, pool table, N/A 22 COMPANY SERVICES PAGE vineyard walks, tall swings, commerical kitchen, large coolroom. Abercrombie Management Event management 7

Nelson Bay Golf Club Nelson Bay 2 231 230 230 180 2x data projectors and screens, PA Golf, golf clinics/training, kangaroo system with wireless lapel mics and tours, team building activities, 27 hole handheld mics, FREE WIFI, stage, golf course, Bluewater Grill Restaurant, dancefloor, dedicated bar in function Sports Bar, full gaming facilities, café/ N/A 18 room, balcony overlooking golf course, lounge, golf carts, halfway house on JetBuzz Boat Hire, Kayak Hire 15 in-house caterers, professional events course, fully stocked proshop, function Jet boat adventure rides team, wedding ceremony site on the room + boardroom, kids room course Cororate & Team Buiding events

Newcastle City Hall Newcastle 7 382 500 820 320 Wired Microphone and Lectern, Flipchart, Whiteboard and WIFI. * fees apply for additional microphones, hire of data projector unit, screen. Onsite caterers – NEW this year - N/A 10 Hi-Top Coffee Coffee Van 16 Harvest & Soul is now the in-house caterer for all events and functions at Newcastle City Hall. Their focus is on fresh local menus and sustainable food and beverages sourced from the Hunter Valley and Newcastle region, Newcastle Business Events Convention Bureau 11 delivered with friendly service. 4 5 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

FIVE GOLDEN RULES FOR EVENT PLANNING additional resources, sharing event photos and highlights, and inviting feedback.

Nikki Abercrombie Tip: Wow factor is key! Always look for innovative ways to Abercrombie Management engage with your guests, leaving them with great memories of your event.

Every year, 37 million people attend 412,000 business events Having a clear, agreed purpose is the first step to designing Abercrombie Management is a local business events across . That’s a staggering number! It shows a successful event and will help you pick the right speakers, specialist. They provide personalised support, from running that, in our fast-paced digital world, people still crave the program, location and guest list. training for your event staff, to organising intimate business human connection and professional learning opportunities gatherings or large-scale conferences. Book your next event Tip: offered by a well-crafted event. That’s great news for your Before scheduling your event, ask yourself: with them in the Hunter region and receive a complimentary organisation. And yet, when it comes to events, so many 1) Why are we hosting this event? photography package worth $5,000. businesses and associations aren’t reaching their full 2) What difference would it make if we didn’t run it? potential. Find out more at Rule #2 Set clear, realistic and measurable targets www.abercrombiemanagement.com.au If you tremble at the thought of event planning, or are tired of A good target is something you can achieve—otherwise, it’s same-same annual functions, then read on! We’ve harnessed just a wish! It’s essential to set clear, realistic and measurable our 12 years of event management experience to bring you targets as part of your event design so that, afterwards, you our best tricks of the trade—the five golden rules for planning can determine your return on investment. a successful business event. Nikki Abercrombie is a people- If you’re using previous event targets as a guide, be sure person and ideas-woman. With Rule #1 Define your purpose to incorporate any changes that have taken place in your more than 12 years’ experience as organisation that may affect your results. Changes to an events manager, she is skilled at As much as people like to meet and eat, gone are the days designing and delivering successful when people attend events for this reason alone. A meeting, membership numbers, budget, staff capacity, and corporate events with professionalism, by definition, is a gathering of people around a common partnerships can drastically alter your results and should be creativity, and aplomb. Nikki founded purpose. But the biggest trap many hosts fall into is not taken into consideration when setting your targets. Abercrombie Management in 2014 knowing the purpose of their specific business event. with the desire to help businesses, Tip: Your targets should reflect your event purpose. associations, and not-for-profits share their smart people and ideas Want to build team morale and connections? Think about Helpful targets include the number of attendees, income with the world. creating a robust social program with smaller groups. Ready from sponsors, profit margin, and delegate survey to share your organisational research with your professional participation. community? Consider integrating social media and video webinars for greater reach. Rule #3 Ask guests what they want! The most overlooked part of event design is including guests in the planning. Identify your potential guests (this might include past event attendees) and ask them what they’d like from the event. Connecting People.

In our experience, the top two reasons people attend Inspiring Ideas. business events are for the education programs and networking opportunities. These are two areas that you can Improving Lives. IF YOU CAN easily consult delegates on and tailor the event and social programs to better meet their expectations.

Tip: Instead of only doing a post-event survey, ask your Providing local knowledge and event solutions imagineWE CAN HOST it IT. guests for input during your event planning stages too. Rule #4 Get the timing right destination support Ever picked an event date, only to realise later that it clashes with another important function? Nothing will derail your venues and accommodation event faster than competing with another event for speakers, guests and even car parks! Before locking in your dates, social program and activities check out what else is happening on those days in your al Newcastle Racecourse offers unrivalled conference and event facilities community and industry. staffing and team building r loc STS in the heart of Newcastle. Set on an expansive landscape of manicured You ALI lawns, the venue specialises in corporate conferences, product launches, CI Tip: SPE gala dinners and in particular public and trade exhibitions. Maintain a calendar of events that attract a similar event consulting NT audience to yours throughout the year, and plan your event EVE GION dates accordingly. RE FEATURES: ER Ability to host events for 10 to 10,000 guests Rule #5 Boost engagement NT More than 10 separate function spaces Events are all about bringing people together, so remember Over 800 free car parking spaces to make the most of your audience. In the lead up to GIVE US A CALL HU Experienced and professional staff the event, send guests interesting and personalised communication that piques interest and generates /NewcastleRaces excitement. During your event, encourage audience 0418 283 397 [email protected] participation through social activities, ice-breaker P 02 4961 1573 [email protected] NEWCASTLERACECOURSE.COM.AU entertainment, or interactive workshops. As the event wraps w w w . a b e r c r o m b i e m a n a g e m e n t . c o m . a u up, keep the good vibes going by providing guests with 6 7 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

THE BENEFITS OF WORKING WITH A BOOKING ENTERTAINMENT

CONVENTION BUREAU What would your audience enjoy? Think about the type of attendees that will be at your event. Newcastle, you might want to start with Newcastle Business " Worboys notes that because NBE is part of Council's events What sort of entertainment would be suitable? If they are an Events, the city's convention bureau. Surprisingly, many team, they can also assist with licencing of public spaces older crowd they may noy want to listen to an AC/DC tribute event planners are still unaware of the services of convention and details such as temporary road closures and bus zones. band. Similarly, a young crowd probably aren’t going to enjoy bureaus, which provide information, resources and support, Often, the idea to conference in Newcastle is championed a classical violinist. usually free of charge. by a local who may be a member of an association for academic, sporting, special interest or professional pursuits. Entertainment budget Part of Newcastle City Council, the Newcastle Business Newcastle's convention bureau can help locals build a case When it comes to entertainment for events it is easy to go Events (NBE) team spends quite a bit of time each year for our city as the best location for the event." way over budget. Make sure you are given a reasonable attending trade shows to educate event planners about budget and stick to it. Also think realistically. There is no way Newcastle and the fantastic options available for business If you are keen to bring a conference home to Newcastle to you are going to be able to afford David Copperfield but events in the city. raise your profile among peers, extend your personal and there is always up and coming magicians that can be just as professional networks or just to show off this great city," says entertaining. What effect will the entertainment have on venue hire Business Events Facilitator Nerida Worboys says NBE can Worboys, "we are here to help." duration? assist with all types of enquiries - from a one day seminar for How big is the entertainment space? The amount of set up your act has could affect the duration 20 people through to a multi-day conference for 500. The amount of space you have will have an impact on the you need to hire the venue. You may need to pay the venue type of entertainment you book. Do think about the space for access to the space before and after the event. When "Over the past 12 months we have provided support to a you have available. If it is only a small venue think about hiring an act make sure you find out how long it takes for range of large conference groups such as the Floodplain hiring an entertainer that doesn’t take up much space and them to set up and make sure it is in your budget to cover Management Association and the Barbershop Harmony won't overpower the event. these costs. Convention," she says. Risk assessment See your entertainers perform "We worked closely with the committees from the bid Depending on the act you are planning to hire it is worth This one is a no brainer. You need to see your entertainment document stage through to the completion of the event." reviewing your organisation’s insurance and go through a perform before your event to make sure they are the right risk assessment with your venue. The entertainment that you choice. If you are unable to find the time to see them live try "Although people know Newcastle from living here they may hire can affect the risk involved with organising an event e.g. to see a video of their performance. Youtube is usually an not be abreast of the latest venue, accommodation, transfer acrobats or magicians that work with fire. easy way to do this. and tour information and factors such as other events that are occurring in the city at the same time.

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8 9 Historic venues with modern amenities... Our unique and iconic buildings combine historic character with specialised services and quality catering to provide an ideal location for corporate meetings, formal dinners, workshops and networking occasions - from small events right up to 1500 people. Let our Venue Services team work with you to create the perfect setting for your event.

Newcastle City Hall Located right in the heart of the city, Newcastle City Hall offers seven function rooms to cater for a variety of events, from national and international conferences to trade shows and corporate meetings. The grand Concert Hall can accommodate gala dinners for up to 330 guests. Looking to host a conference in Newcastle?

Newcastle Business Events, Newcastle’s convention We are here to help with: Fort Scratchley bureau, is your essential first point of contact when With breathtaking panoramic views over Newcastle, a contemporary function planning a successful event, meeting, function or Providing advice on all conference components including centre and the Barracks built circa 1886, Fort Scratchley offers a true sense of conference. venue, accommodation, transfers, trade exhibition, audio occasion and place. visual equipment, and catering We provide a range of complimentary services from assistance with sourcing the perfect venue to delegate Sourcing quotes from a range of suppliers and preparing boosting, pre and post touring options and advice on the bid proposal Newcastle Museum transport and other support services available. The Museum offers an eclectic mix of industrial and contemporary design. There Using local influence to gather support from the are a variety of unique spaces that can be combined or customised for workshops, The team at Newcastle Business Events combines destination where required meetings, presentations or gala dinners and cocktail functions. local knowledge and practical experience to assist with a range of activities to ensure your business event in Providing continuous guidance and support throughout Newcastle is a success. the event process Booking your event Please contact our Venue Services team to discuss times, dates and any special requirements. Visit our website newcastlebusinessevents.com.au

Visit our website newcastlevenues.com.au For more information please call 02 4974 2827 or email [email protected] For more information please call (02) 4974 2166 or email [email protected] 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

TOP PLANNING TIPS FOR YOUR FUNCTION VENUE SET UP The recent Hunter Medical Research Institute (HMRI) Ball is a fantastic example of how all of these elements were considered in order to deliver an amazing event for Event planning is one of those tasks that seems to be easy, What's your wow factor? guests. but the details can quickly become overwhelming. Chelsea Events are all about experiences, and you want yours to be Hunt, Event Coordinator for Newcastle Venues, offers the unforgettable. Choosing the right theming and décor can "We made the decision a few years ago that our biggest following planning tips to ensure your next event is on point. amplify the naturally striking features of your venue and annual event fundraiser, the HMRI Ball, would be transform the space. At a venue like City Hall, which is full permanently held at Newcastle City Hall," said Peree Watson, Think about flow. of unique historic features, it is important to complement the Event & Community Partnerships for HMRI. Walk through the venue and envision what you want your space, not work against it. A decorator that is familiar with attendees to experience. Ask your venue's event coordinator the venue will know what works and what doesn’t so consider "The venue can be transformed each year to something how people naturally move around the venue, how many working with your venue's preferred provider. new and exciting with very little decorating budget, people can fit in the space and what it will look like when thanks to the majesty of the event space. full. They will know which setups work best as well as which spaces will be most appropriate for your type of event and The food and service at this year’s Ball has been guest numbers. described by guests as the best food they have ever eaten at Newcastle City Hall. What role will catering play? Catering can be 'make or break' so think about how catering "The presentation and added theatre made our guests can support your event objectives. Good food can re- feel so special and spoilt and I’m sure in no small way energise a team during a full-day meeting, and bring a social contributed to the overwhelming fundraising success of element to your breaks or networking. At a banquet dinner the evening." the catering should be well suited to the style of event and your venue. Newcastle Venues is a collection of iconic and historic cultural venues in Newcastle, including Newcastle City Hall, For example, in-house caterers at Newcastle City Hall, Fort Scratchley and Newcastle Museum. Harvest & Soul, focus on showcasing fresh and local produce, which sits perfectly with the history and elegance of the venue. Newcastle Museum offers three caterers - Harvest & Soul, Blue Star Catering and Hot Rock Catering - with a variety of options to suit its unique spaces. At Fort Scratchley, Image courtesy of Newcastle City Council. Image courtesy of Newcastle City Council. Blue Star Catering's fresh menu perfectly complements the bright, modern function centre.

Harrigan's Irish Pub & Accommodation Training and Meeting Room Hire PLANNING A CONFERENCE OR CORPORATE FUNCTION Your professional and a ordable solution IN THE HUNTER VALLEY? Harrigan's Boardroom Located in the heart of Newcastle at 265 King Street, our versatile function Harrigan’s Irish Pub & Accommodation provides a unique location in and meeting rooms are perfect for your the heart of the Country. We cater for up to 200 next training session, networking event, delegates for functions and accommodation and up to 60 delegates for Conferencing with full day and half day packages available. conference or meeting. Harrigan’s can customise your event and can assist with your budget needs. Please contact our Functions Team today for more information. Harrigan’s Hall p 02 4925 7700 e [email protected] w www.businesscentre.com.au

Contact us to see how we can help you make your event a success.

Call 02 4998 4300 [email protected] www.harrigans.com.au Developing business by developing people Accommodation 12 13 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

ORGANISING A WORK SOCIAL DAY

The Hunter region is teeming with activities available for organising a work social day. From jetboats, racedays, wine tours, brewery tours, team building events and many more.

Many businesses organise activities for their staff in an effort to build a more effective team, as a reward, to increase job satisfaction and to help get to know staff. Work social days are a great way to achieve these outcomes but If they are poorly organised these activities can fail to produce and even dampen morale if it is seen as just a work obligation.

The following tips will help you with planning your team building activities.

Decide on objectives and a budget. What is the purpose? Different activities will gain different outcomes. Is it to celebrate a significant business accomplishment, reward staff, let staff get to know each other better without work pressures, help staff see the ”bigger picture” or some other purpose? The activity needs to be selected to meet the goals Pick a convenient time. Employees will be most receptive and keep within budget, e.g. a wine tour would be a great to an activity that is during work hours and does not interfere way to celebrate a business accomplishment; where as an with their personal time. When scheduling the activity, keep Don’t forget travel time. You may find a great location, but Don’t make it about the business. Don’t bore staff with informal lunch is better way to introduce a new staff member. your employees' schedules and personal obligations in staff may not be happy if they have to travel an extra hour or speeches or work-related talks. Make the day interesting and mind. If you have employees with children in day care or two each way. If you are really set on a location a little more memorable. The best activities are those a bit different, not Select an activity suitable for your whole team. If you have school, make sure that the social day does not interfere with distant, consider hiring a mini-bus and also use the travel something many of the staff do on a regular basis. less active members, it is not a great idea to organise anything their pick-up schedule or require them to plan additional time effectively. too strenuous. Don’t select an activity that is likely to have childcare. Encourage staff to mix. Forget about staff hierarchy. Make an extreme range in abilities. Don’t let the activity be overly Provide food. Make sure food is involved in the planning as all staff feel like they are on an equal footing. If you have competitive – you can have winners if you want, but make sure Consider help. Ask possible venues for tips, what has no one is happy if they are hungry or if finding something to a large number of staff consider nametags with just their that others don’t feel like losers. Also not everyone drinks alcohol worked before etc. You can even consider hiring an external eat is a chore. first name. If the activity involves teams, try to have teams or feel comfortable around people who are drinking. professional to organise the whole or some of the activities. comprise of staff members that normally don’t work closely.

WATER SPORTS uttai Barn B CIN’ AND EAT DAN IN’

usic, gre reat m at fun G ▪ BOAT HIRE BOAT HIRE buttaibarn.com.au ▪ Are you trying to organise a ▪ KAYAK & SUP HIRE corporate work party, function or ▪ KAYAK & SUP HIRE team building outing? ▪ JET BOAT ADVENTURE RIDES Look no further than Buttai Barn. ▪ JET BOAT ADVENTURE RIDES Not far from Newcastle, yet far enough from the real world to ▪ C ORPORATE & TEAM BUILDING enjoy a night out country style. ▪ CORPORATE & TEAM BUILDING We cater for: ▪ X MAS PARTIES & STAFF INCENTIVE GIFT VOUCHERS • Work functions including ▪ XMAS PARTIES & STAFF INCENTIVE GIFT VOUCHERS Christmas Parties • Team Building Events • Company Conferences and/or Workshops Located in Raffertys Resort, Cams Wharf, Lake Macquarie. Enjoy a tasty, wholesome meal, For group bookings different locations on the Lake and Newcastle can be organised.

bush dancing and country music! • 3 function spaces • You can even try your riding skills • tailored food & Beverage packages • on our mechanical bull. • award winning venue • 02 4972 1777 jetbuzz.com.au Call 4930 3153 to book in today! theluckyhotel.com.au | (02)4925 8888 | [email protected] 02 4972 1777 jetbuzz.com.au 14 15 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

CHOOSING THE RIGHT LOCATION FOR YOUR INNER CITY CONFERENCE VENUE CONFERENCE NEX, the new exhibition and conference space in Newcastle, opened its doors in July 2016 – and 12 months on the centre A key benefit of hosting an offsite meeting or conference is fast gaining a reputation for hosting knock-out events with is the escape it provides. Escape from the day-to-day enviable professionalism, style and panache. environment, day-to-day pressures and day-to-day ‘to dos’ to free the mind, and gain perspective and context on the Key to NEX’s burgeoning reputation are the facilities on offer, challenges facing both your sector and your business. and the logistical and planning support that comes as par for So it goes without saying that selecting the right venue is a the course. critical component of off-site planning. The dedicated team at the NEX work with clients to create a The quality of your venue choice is a reflection of you as an unique event – and the versatility of the spaces there are key organisation, and for many Professional Conference Organisers, to realising business’s visions. identifying a venue that provides the right sort of environment and escape – while still being easily accessible from the major “Our spaces are a blank canvas for you to work from to cities – is a challenge. stage a conference purpose-designed for your audience,” says NEX business development manager Maggie Small. Ali Hnaien, General Manager of The Anchorage in the “We have a number of different spaces, which we can use picturesque NSW coastal town of Port Stephens, says an in a number of different ways, and this flexibility gives us the increasing number of businesses are looking to coastal resorts ability to cater for conferences of all sizes and all styles.” as offsite conference locations, and for very good reason. The 2511 sqm grand Arena can be configured to host up “If you’re working in an office environment day in, day out, to 2400 guests, while smaller conferences can be staged In addition, on-site catering can provide delicious lunch and you’re not going to get different thinking by getting people in rooms ranging in size from 774 to 130 sqm. Expo stands break options, while arrangements with two of the best hotels together in a somewhat similar environment. can be set up in additional areas, while the NEX has a single in town – The Gateway Inn and The Executive Inn – ensure level load in area, ensuring event set up is as easy as it’s conference guests get specially-negotiated room rates and “By bringing people into a completely different setting you ever going to be. taxi fares to and from the NEX. can frame challenges, problems and issues in a completely impressed by not only the facilities on offer but the effect it different way.” has on teams. Hnaien says feedback he receives about the conferences “Port Stephens is a stunning location, and all of our hosted at The Anchorage reinforces this, with leaders conference rooms look out over the bay, so there’s real serenity and a genuine calmness that comes over people as soon as they get here.

“It’s almost impossible not to get a sense of perspective while looking out over the bay, and the feedback we get is that has a huge impact on both the context of challenges and the ideas subsequently generated.”

Of course, any venue worth its salt is going to have a room that can be configured to the setting you want. Tables and chairs, AV equipment, refreshments. That goes without saying.

For your conference to really hit the mark and last long in people’s memories, however, you need more. “People expect a certain standard of food, drink,

ANC0229accommodation Anchorage A4_MicenetJuly2017 and FA.indd general 2 experience as a given,” says 18/7/17 2:10 pm Hnaien.

“For the conference to really work for businesses, and to last long in people’s minds you need to create an experience to remember.

“On site here at The Anchorage we have over 80 rooms, a world-class spa, superb dining options and a whisky bar that’s home to some of the rarest whiskies around. We have onsite activities, such as cooking masterclasses or beach cricket, and offsite activities including whale and dolphin watching, sunset cruises, kayaking, paddle boarding and so much more.

“The fact you can do all of these things here, and just get away from the day-to-day grind is immeasurably appealing to businesses, and combines to create a memorable – but, most importantly an effective – time away.” 16 17 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

MARKETING YOUR EVENT ATTRACTING SPONSORS FOR AN EVENT

One important part of organising an event is letting people Many events, such as awards ceremonies, exhibitions (5) Follow up: If a decision is under review provide gentle know about it. There are a lot of avenues available to do this. and major conferences, can benefit immensely by having reminders and ensure the prospective sponsor understands Advertising for your event should include a mixture of tactics sponsors to not only help pay the bills but also to give the additional value they obtain by coming on board as early as depending on your target audience and where they seek out additional credibility to the event. possible, particularly in terms of pre-event publicity. Also keep event information. them informed of any progressive news regarding the event, Signing up sponsors is not always easy, particularly for a especially if it strengthens the case for being a sponsor. Traditional marketing new event, but the following tips will help. None of them are Direct mail marketing campaigns, press releases and hard rocket science but they are often not carried out in a well- copy advertising are a great way to announce the event and planned and structure manner. know that it is getting to the right target audience. (1) Clearly define the event: This may sound obvious but Social media/blogs is not always done properly. Prospective sponsors will first Social media is an effective way to advertise your event. and foremost want to know the purpose of the event and Facebook, LinkedIn and Twitter are an easy way to reach the demographics of attendees. If you have held the event people. These event pages also give you an idea about how before then provide statistics in an easily digested format. many people are interested in your event. (2) Clearly explain the benefits sponsors will receive: Make up Blogs are also an effective way to get information out to sponsorship proposals. Sponsors will need to know what it will your intended attendees. Creating content can boost your cost and what returns they will receive. Make sure you include rankings in the search engines when people are searching and pre- and post-event benefits, not just direct benefits at the for events like yours. If you can recruit guest bloggers, actual event. Quantify as many benefits as possible. especially those who are participating in the event, it will give you more exposure (see Invite major industry players). Invite major industry players (3) Approach the right type of sponsors: Make sure you Contact prominent people in the industry, who also have approach potential sponsors who are in the appropriate Your blog should also focus on the purpose of the event, and a following on their blog and social networks. Invite these markets and will receive the most benefits. how it will inform, educate, or entertain attendees people to your event and it’s sure to get coverage on a lot of related blogs and socials. (4) Make direct contact with the correct person: Don’t just Use the public make contact with an organisation. Make sure you contact When people sign up for your event, provide them with Promote the guest speakers the person who will be making the decision. opportunities to share the information about your event on If your business has the budget to book a well known social media. speaker, it will create more hype.

When marketing your speakers focus on their education, experience, and interesting facts about their lives. This will generate interest in hearing these facts and experiences live. Feature your speakers in your media releases, hard copy advertising and social media.

Testimonials Testimonials are great if your business organises an annual event that is well attended, especially by regular attendees Nelson Bay Golf Club has a 27 and repeat vendors. Get testimonials from attendees and hole golf course which is completely surrounded by native trees and fauna vendors about your key outcomes for the event e.g. the event and has an abundance of wildlife; was informative, fun and I made key contacts. nestled by the near the pristine waters of Port Stephens Corporate sponsorships located 2.5hrs north of Sydney and just 50 minutes north of Newcastle. After a Gaining corporate sponsors for your event is a plus for both devastating fire in September 2015 they parties. When the sponsors advertise the event, not only is have rebuilt a brand new $10 million it good marketing for the event, it is also a good marketing facility which opened in August 2017. strategy for their company. Silo Restaurant & Lounge 18/1 Honeysuckle Drive Newcastle, NSW 2300 T 02 4926 2828 F 02 4926 3838 silolounge.com.au [email protected] The Club’s facilities are: Free tickets and Silo Catering • 27 hole golf course Another great way to promote your event is to offer the • Bluewater Grill Restaurant with adjoining kids room participating sponsors, speakers, industry players and Located on Newcastle’s Honeysuckle boardwalk • Boardroom vendors free admission tickets. You can ask that they pass and nestled between the Chifley Hotel and )

• Function room with private balcony that can 2 seat up to 200 people theatre style or 160 on the event information/press release to their relevant the Crowne Plaza, Silo Restaurant & Lounge people on rounds for a conference with full has well and truly secured themselves a AREA (M contacts or share the event on social media. ROOM HEIGHT (M) THEATRE BANQUET COCKTAIL CLASSROOM BOARDROOM U-SHAPE CABARET ACCOMM ROOMS day or half day conference packages available prominent position over recent years, within • Professional events team RESTAURANT 210 3.5 80 80 200 80 50 40 – – the corporate and tourism industry. Features • Team building activities MARITIME CENTRE 400 6 60 80 300 60 30 30 – – Contact local businesses for help We have catered for numerous corporate events • Located right next door to The Landmark – Stunning harbour side Honeysuckle location Resort and Mantra Aqua which makes and our clients have been impressed by our Local businesses are often willing to contribute to help – Several unique venues to choose from Nelson Bay Golf Club a complete solution location, professionalism, high service standards, Book your Christmas Party today. to your next residential conference or with the expenses of organising a special event. Many – Local produce and wines on offer corporate getaway personalised service, and quality local produce. businesses like to get involved in community events and are Catering for 10 - 250 people on any budget. – French style lounge bar area Silo Restaurant & Lounge has a proven more than willing to offer assistance as it is great PR. ability to provide both a pleasurable – Exclusive caters for maritime centre and memorable experience, individually customising your event to meet your needs.

A: 57 Dowling St Nelson Bay, NSW, 2315 | T: (02) 4981 1132 | E: [email protected] 29 See Newcastle. See change. Newcastle Conference & Meeting Planners Guide 18 19 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

A conference centre with a difference THEMING AN EVENT BEGINNER TIPS TO WINE TASTING

Many events can be made more successful through the 6) Encourage attendees to join in The Hunter region is teeming with vineyards and cellar doors After swirling the glass smell again. This causes the aromas creation of a theme. The good news is that through good Where appropriate, encourage attendees to dress according which are perfect for business functions and social outings. to intensify and bring new aromas to the surface. The action planning, theming need not be expensive to create a more to the theme. This will not only add immensely to the overall of swirling your glass allows oxygen to enter into the wine, memorable experience. effect but also make them feel more part of the event rather With this in mind here are a few tips when it comes to wine which allows the wine to release its scents into the air while than a spectator. tasting. coating the glass at the same time. Make sure to smell the The following tips will help when theming an event wine, more than once. You will inhale more of the wines Inspect the wine aromas this way. 1) Plan theming from the start The colour of a wine can tell you a lot about the wine. One The key to successful theming is to have it be an integral part helpful hint is, when looking at a wine, hold the glass to a Taste of planning from the beginning. Depending upon the type of light source or against a white background to inspect the There is often confusion about whether to spit or swallow the event, the theme can have major impacts on a broad range wine's colour and clarity. Wine should, in most cases, be wine. It is up to you, but a tasting sample may only look like of decision making, including venue, decorations, food, clear and bright. Tilting the glass can also help to inspect the a drop or two in a wine glass but they do add up after you entertainment, invitations, promotion and much more. It is wine. Look for colour variation from the rim to the centre of have tried several. much better to make these decisions at the beginning rather the glass. As white wines age they gain colour, whereas red than have the added work and expense involved in changing wines lose colour with age. Now that we have got that conundrum out of the way, make decisions further down the planning process. sure to get a good amount of wine in your mouth and note A wine’s colour gives clues about the age and variety of the the taste. Does it have a sweet taste, acidic taste or maybe 2) Be open to theme ideas wine but not its quality. both? Does it feel full and weighty in the mouth or thin and Many businesses, particularly professional services, tend light? Is it oaky? Do you have a drying sensation in your to be conservative in their planning and theming. This may Smell the wine mouth? If so it is a tannic wine. Now swish it around your be safe, but is unlikely to be memorable. Something a bit Does the wine give off a fruity, fresh, floral smell? This mouth so you can taste the flavours on your tongue. Does 2016 Newi Awards more edgy or with a “wow factor” will have much more indicates a good wine. If it smells stale it is not a very good wine. one flavour stand out above the others? Or do the wine impact. In the technological age we live in there are so many Does anything stand out, or remind you of some other familiar flavours seem balanced? possibilities.Virtual reality is even being used in events now smell? A hint when tasting wines its best not to wear strong days. perfume or aftershave as in can interfere with your senses. Reflect Before trying the next wine, think about how the last one 3) You don’t need to go overboard with colours Now swirl your glass and smell again. The easiest way to felt and tasted. Has the taste left quickly, or is there plenty If your budget is limited, a simple colour scheme is usually do this is to put the glass on a flat surface and move it in a of lingering flavour? The final and perhaps most important best, easier to organise and frees dollars that can be used circular motion. This way you do not splash yourself. consideration is did the wine make you want to drink more of it? for more impact.

4) Entertainment Your choice of entertainment can also help with choosing your theme, as a theme can be built around the entertainment.

Entertainment isn’t needed for all events but for certain events it is a good idea break up proceedings. After a while listening to awards or networking can become tedious. People have a short attention span; entertainment is a great way to bring their attention back to the event.

5) Take advantage of venue facilities Many venues have a variety of in-house facilities. Good use of sound, audio-visual and lighting facilities can add immensely to the theme, with little additional expense. Also consider other options that the venue may have, including 2016 Hunter Manufacturing Awards table cloths, decorations and staff attire. Scone Motor Inn & Conference Centre. DAY DELEGATE Scone’s most comprehensive range of PACKAGES FROM accommodation and business facilities. $45pp

• Conference room capacity 10-60 delegates. • 3 meeting/training rooms for 2-10 persons. • Catering and accommodation packages available. • 4 star accommodation Corporate rates available. The perfect venue Variety of for your next CONTACT function spaces Hunter & Central Coast Silver Award Business Tourism 2012-2014 professional meeting U S available NSW Tourism Bronze Award Business Tourism 2014 or conference NOW NSW Tourism Hall of Fame 2012 Ph: 02 6545 3079 Email: [email protected] Central Charlestown Leagues Club 02 4943 6622 www.sconemotorinn.com.au 8 Bula Street Charlestown NSW 2290 www.centralleagues.com.au 20 21 2017 HUNTER BUSINESS FUNCTION GUIDE 2017 HUNTER BUSINESS FUNCTION GUIDE

EVENT SECURITY

Security must always be considered when organising a When using an outside venue consideration must be given to business event. Unfortunately, sometimes it is an aspect that the access points and what security is already provided. is not given enough importance until it is too late. If you are expecting a large number of attendees then crowd control measures may need to be taken. Security risk assessment For all business events, some type of security risk Making the security plan assessment should be done, considering what security risks After threats are assessed, the next step is planning what are present and what actions need to be taken to address people and materials are needed to address each threat risk. each risk. The first step is usually making the venue a low security risk. This includes limiting the access points, controlling traffic At the most basic end, say clients attending a function on flow, securing equipment, etc. your business premises, the risks may be fairly minimal but Next there should be deterrence, such as lights, CCTV and will still be present. Businesses are normally quite good visible personnel. at controlling access at these events and are in familiar surrounding so have often attended to many security risks Finally there should be incidence preparedness so everyone as a normal course of running their business. But having a knows what to do if a security incident occurs and measures function is much different than the day-to-day running of the have been put in place to minimise their impact. business. A fairly unique risk to these types of events is data security - from leaving sensitive information visible, printouts in bins and even electronic media in easily accessible locations. You should also consider the security of attendees from their parking location to your premises. It is hardly good for business relations if a client is mugged or their car is Getting help Guards are available that are trained in many aspects of security damaged when they are attending your event. It is often wise to obtain help from specialised businesses to such as Responsible Service of Alcohol (RSA), First Aid, WHS help with security for your event. and crowd control. The guards chosen for specific tasks should be based on the training certificates which they hold. They can help in almost all areas of security, including risk assessment and planning. They also have trained staff who Security businesses can also provide a range of equipment know how to handle a wide range of situations whilst till for your event that you may otherwise need to spend time Planning checklist: being customer friendly. and expense in obtaining. • What type of event is it? • Is there valuable assets at risk? • Will alcohol be consumed? • Where will the event be located, is it at a licenced facility? • Access points – where do the guests enter/ We want to hear about your exit? Are these easily accessible in the event of business an emergency? • Age groups attending, will RSA be required? • Number of people attending? • Is traffic flow of a concern?

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