What to Consider When Choosing a Function Room to Hire

Planning an event can definitely feel overwhelming at times. After all, there are lots of things to consider. From your guest list to the choice of function venue, you want to make sure you have thought of everything beforehand so you can just worry about having a great time.

A lot of the planning nightmares subside once you’ve picked the perfect function room to hire. Try book your function room a few months in advance so that you have ample time to organise catering, invitations, RSVP’s and decorations.

The function room you hire will determine how well your event runs. When choosing between function venues it is important you have a very clear understanding of how you want your event to go and what your budget is.

To make sure you don’t get caught out with unexpected setbacks and frustrations with your function room, we have compiled a list of what you should consider when choosing between function venues.


Often the first priority on everyone’s function room checklist is the location. When choosing a function room to hire, always consider if the venue is accessible for yourself and your guests. If you are providing a bar tab or are hosting your event in a function venue with alcohol you need to choose a function room that has some form of public transport nearby and more importantly is in a spot where cabs and rideshare services can reach. This way you can be sure that your guests can not only arrive with ease but leave and get home safely.


Do not forget that there will be attendees that will drive to your event. Depending of the nature of your event everyone might need to drive. Therefore you must consider parking options for your guests. If the function venue does not have its own parking lot then scout the area for parking spots that you could direct your guests towards before the event. While finding parking around venues and in busy areas can often feel like wishful thinking, function room hire venues like the Grovedale Hotel come with an entire carpark for your use.


Before you start venue hunting you should make a list of potential guests so you know what function room capacity you are after. The number of guests you want should drive your search for the perfect function room to hire. You don’t want to choose a room that will feel too crowded for a larger event, and there is nothing worse than having a massive room for a small guest list as the intimacy and overall vibe of the event will be instantly lost.


The layout of the venue should compliment your vision for your event. If you want people to dance and mingle then you should consider a function room with a dance floor and minimal ‘rest’ areas. While couches seats and some form of tables should always be a staple of your event, the layout of the function room should not encourage people to sit down if you are hosting a party. On the contrary for networking and conference events, a function room with large tables would be ideal.

The Grovedale is one of Geelong’s most flexible function centres. Offering 4 different venue spaces that fit 10-300 guests, The Grovedale Hotel will be able to meet all of your function room hire needs. Contact us today.