Planning the perfect meeting or event consists of several moving parts, each working symbiotically with the other to create a successful outcome. Naturally, the venue itself is the most critical aspect of any professional gathering, setting the tone for everything else to come.

Whether you’re new to the meetings game or a well-seasoned expert, here are five valuable tips for choosing the perfect meeting venue in the Hawkesbury. We know what it takes to create a truly memorable event, and our expert team are on hand to ensure it’s both stress-free and seamless.


1. Know Your Numbers

When it comes to choosing an appropriate meeting or conference venue, knowing how many attendees there will be is a good starting point. By knowing your numbers, you can avoid selecting a space that is either too intimate or too large, choosing one that is just right for the occasion.

Once you have your numbers in order, you’ll find it much easier to choose between our 12 modern and stylish meeting rooms and event spaces. From indoor rooms made for getting down to business to private outdoor spaces that allow you to move away from the traditional meeting style – maximising attendance and interaction improves when you use a space suited for the purpose.

Right now, knowing the number of delegates attending is also crucial as current COVID-19 regulations and guidelines will determine how many people can be in the meeting venue at any given time. Of course, these guidelines can change at any moment, so choosing a venue with flexible cancellation and postponement policies is a good idea.

2. Choose Your Location Wisely

As the only 4.5-star hotel in the Hawkesbury, Crowne Plaza Hawkesbury Valley is ideal for hosting a wide array of meeting sizes, from intimate and high-end meetings and conferences all the way through to large scale seminars and networking events. In fact, our 12 event spaces let you create a truly memorable experience, be it indoors or out.

From the impressive Governor Phillip Ballroom, Windsor Room 2 and Richmond Room, which can accommodate up to 230 to 250 people respectively, to the intimate Samuel Marsden Room and Executive Boardroom for meetings with as few as 14 guests, there is a space tailored for any event size.

Choosing a meeting venue that already has access to modern AV equipment, high-speed WiFi and conferencing facilities will go a long way to ensuring things go ahead as planned – without needing to carry heavy or valuable equipment with you.

Besides the ten stylish and modern indoor spaces, The Lakeside and The Woods outdoor venues provide a fantastic place to host meetings and events that think outside the box. Plus, with various setups including theatre, cabaret, U-shape, boardroom, classroom, banquet and cocktail styles, your chosen space can be designed to fit your every need.


3. Make Time for Refreshments

There’s no denying that hunger can lead to distraction, lack of focus and a more negative outlook on the tasks at hand. Whether it’s for an hour or a full day, refreshments make all the difference to your guests feeling cared for and considered, rather than overlooked.

If starting your meeting early in the day, a selection of tea, coffee and breakfast items will be ideal. Likewise, all-day meetings will be made all the better with a lunch break and post-meeting meal. For extra special meetings and conferences where going above and beyond is expected, take your meal outdoors or treat guests to an exquisite high tea.

Choosing a meeting room or conference venue with on-site bars, restaurants and catering simplify keeping everyone energised and well taken care of, providing further options for a post-meeting meal and drinks at their leisure to help them relax and unwind. For an all-inclusive meeting that comes with refreshments, why not consider our Half-Day Delegates and Full-Day Delegates packages.


4. Think About Guest Accommodation

If you’re travelling to your chosen meeting venue, then opting to add on accommodation could be a great idea. However, naturally, your main focus is on planning and executing a seamless meeting or event – which could see you overlooking what your attendees will do at night.

At Crowne Plaza Hawkesbury Valley, our meeting venues rest side by side with more than 100 newly refurbished, contemporary rooms and suites – each with space to get to work or relax and unwind after a busy day. 

Additionally, guests get to take advantage of various facilities and amenities, including our on-site business centre, indoor pool, fitness centre, Villa Thalgo Day Spa and a selection of networking, dining and entertainment options. When booking a meeting, conference or event venue with us, get in touch to see what promotions or special offers we have for combining venue hire and accommodation at the same time.


5. Hire a Meetings & Events Planner

When holding your meeting or event at Crowne Plaza Hawkesbury Valley, you gain access to the Crowne Meetings Director and our dedicated Meetings Coordinators. Helping you to plan, schedule and manage your event for a stress-free experience, other benefits include:

  • 2-hour response to all meetings enquiries
  • Detailed proposal in 24-hours 
  • Daily meeting debriefs 
  • Express check-in and check-out service
  • A follow-up call from your Crowne Meetings Manager

Spend less time worrying about the small details and more time preparing more beneficial aspects of your meeting. With your Meetings Coordinator by your side, you’ll enjoy a smooth process from inception to completion, creating a meeting or conference that is memorable for all of the right reasons.


Meetings Made to Impress in Hawkesbury 

Take your meetings, conferences and events to the next level at Crowne Plaza Hawkesbury Valley. With 12 dedicated meeting and event spaces, both indoors and out, there’s something for every type of gathering.

And if you are an IHG® member, you will be able to take advantage of the great Business Rewards giving you 3 IHG® Business Rewards points for every $1 spent on qualified meetings and events (includes guest rooms, meeting spaces and food and beverage). Additionally, these points can be redeemed on almost anything! Check out our Meetings and Events brochure to learn more.

Book your meeting venue and Hawkesbury Valley accommodation at our 4.5-star venue today, and get ready to discover the difference of Crowne Plaza Hawkesbury Valley when it comes to your business and leisure time.