CONFERENCES & CORPORATE EVENTS / WEDDINGS / PRIVATE FUNCTIONS / FUNCTION ROOMS / POOL PARTIES / CATERING EVENT / EVENT THEMING
Conferences and Corporate Events
Welcome to the premier and most comprehensive functions facility in Southland!
We pride ourselves on the scale and flexibility of our venue and our eight dedicated conference rooms can host anything, whether it’s a simple meeting, wedding or large conference.
Our facilities allow us to complement your event with displays in the foyer, meals in EMBERZ Restaurant or even marquees in our large sheltered car-park area with the following facilities provided on site:
- Meeting/Function rooms
- Catering
- Accommodation
- Conference equipment
Let our helpful and experienced conference team plan your conference or event from start to finish and have it tailored to meet your every need!
While in the area why not take some time out to visit one of our many outstanding scenic attractions. Check out the Great South website for information about the province.
Weddings
Congratulations! You’re getting married!
Ascot Park Hotel is able to provide the whole package including the venue, accommodation, entertainment options and design menus to suit your taste and budget.
We understand every wedding is unique and will work with couples to ensure every element suits you perfectly.
Our experienced staff also know how important it is that everything flows smoothly on the big day and are dedicated to making sure everything runs as planned.
For information on planning your wedding download our Wedding Pack or contact our Events Team for personalised advice.
Ascot Park Hotel can provide:
- Venue options for your wedding breakfast, dinner, dance or celebration.
- Catering
- Help with theming or refer you to our professional theming suppliers.
- Provide quality accommodation for the wedding party, relatives and friends.
- Provide plenty of parking for your guests on our spacious grounds.
- All our events spaces are on the ground floor so access is easy!
- Outside ceremony option.
Private Functions
We have eight dedicated function rooms that can be customised for any occasion.
Supplemented by trade displays in the foyer, meals in the EMBERZ Restaurant or even by marquees accommodating trade stands in our large sheltered carpark area, Ascot Park Hotel is the perfect venue for any event!
Pool Parties
No fuss, no cleanup, and guaranteed fun!
Our indoor heated pool provides an ideal setting for private parties, with a great selection of options on our menu catering for all needs and taste buds.
Our Function Rooms
Floor Plans
Oreti Room
The Oreti room is approximately 138m2 and is capable of holding 100 guests. Can be combined with the Aparima and Waiau rooms to make larger space.
Aparima Room
The Aparima Room is identical in size and capacity as the Oreti Room and can be combined with the Oreti and the Waiau to create a larger conference space.
Waiau Room
The Waiau room is the largest of all our single function rooms and can be set up in a number of ways, with large screens that can be moved to suit your needs, as well as handy access to our kitchen for catering.
It can be combined with the Oreti and Aparima rooms to create a larger conference space.
Combined Conference Area
A combination of the Oreti, Aparima and Waiau rooms, the combined conference area is the largest of the conference spaces available and is able to seat up to 650 people.
Mararoa Room
The Mararoa room is connected to Emberz House Bar and is capable of catering up to 50 people.
It can be combined with the Whitestone room to allow for a larger area.
Takitimu Room
The Takitimu room makes an excellent training area or the perfect setting for an intimate buffet. It can hold up to 60-100 people and is always a popular choice.
Mararoa - Whitestone Combined
A combination of the Mararoa and Whitestone rooms give a total floor space of approximately 161m² and the capacity to seat at least 80 people.
Whitestone Room
Our most elegant and versatile room, the Whitestone is capable of holding 30-40 people and can be combined with the Mararora room to provide more space.
Waihopai Room
The Waihopai room is situated at the hotel entrance, opposite reception, and is ideal for a conference registration area and nerve centre for a large conference.
It comfortably seats 20 people and can also be utilised as a boardroom for smaller meetings or focus groups.
Pool Area
The perfect space for a casual gathering or birthday party. Whether it’s cocktails by the pool or an informal barbeque, the pool area provides a great alternative facility.
Emberz Bar
Our cosy house bar is open from 11.00am daily until late. While not available for exclusive hire, it is a favourite meeting place for function delegates in between sessions or after returning from a night out on the town. We are happy to keep the bar open for your delegates if we know they will be returning late for a nightcap.
Otapiri Room
The Otapiri room is best suited for interviews and small boardroom-style meetings with a maximum of 10 people.
Catering
When you make the Ascot Park Hotel your conference venue, you can be sure of individual attention to all your catering needs.
With a dedicated and experienced team, we can cater for any function, whether it’s a wedding, conference dinner, corporate breakfast, or a multi-day convention.
We are happy to cater to the needs of everyone. Simply inform us of any special dietary requirements within your group and if you have children joining you, we have children’s menus available on request.
Alternatively, children can dine from the set or buffet menus.
Because our set menus vary so much with the seasons, please contact us to discuss your preferred selections and we can advise what is in season during the time of your event.
Click here to view our Catering on license.
Event Theming
Want to add that wow factor to your function?
Events Theming at Ascot
Special events call for special themes, and we have the experience on board to make your event theming trouble-free and very memorable.
Our events team can advise you on the many possibilities available for theming which can be completed in-house, or we can recommend suppliers to help you design a theme with that extra something!
We have great relationships with specialised event suppliers in the region. Whether it’s sound and lighting, entertainment or hair and makeup, we can point you in the right direction.
Events Equipment
The purpose-built function facility includes variable lighting controls, large ceiling-mounted drop-down screens and sound systems in all function rooms.
We have a large amount of conferencing equipment available for hire and provide technical assistance on-site. If more specialised technical assistance is needed, we can put you in touch with the best local contractors.
Our events services are unique – we are proud to include the staging, dance floor, whiteboards and many other items within the venue price.
The few equipment items we do charge for are priced extremely competitively and our staff are always happy to talk to you about your presentation requirements.
FAQs
What size events can you host?
Ascot Park Hotel features eight dedicated function spaces and can host everything from small meetings to large-scale events of up to approximately 600 guests, depending on the room layout. Whatever the occasion, we have a space to suit.
Do you provide accommodation for delegates and guests?
Yes. We offer a full range of on-site accommodation, and special rates are often available for conference delegates, wedding guests and group bookings, making it easy for everyone to stay in one place.
Do you offer day‑delegate packages?
We do not offer day delegate packages however please contact our team who can tailor a package to suit your event, ensuring everything runs smoothly from start to finish.
What catering options are available?
From morning tea and working lunches to buffets, plated dinners and canapés, our kitchen can design menus to suit conferences, weddings and functions of all sizes. We’re happy to work with you to create something that fits your style and budget.
Do you have AV and technical support on site?
We can provide standard AV equipment including data projectors, screens, microphones and sound systems. For more complex requirements, we work with trusted local suppliers and can coordinate additional technical support as needed.
Can you host weddings?
Yes. Ascot Park Hotel is a popular wedding venue, offering beautiful indoor spaces and outdoor areas suitable for ceremonies, receptions and photographs. With accommodation on site for guests, everything can be conveniently hosted in one location.
Do you offer outcatering?
Yes, we can cater for events held off site by prior arrangement. Speak with our team about menu options, logistics and minimum numbers, and we’ll help bring your event together.
Is there on‑site parking for events?
Yes, we offer extensive complimentary on-site parking for delegates and guests, making access easy and convenient.
How do I enquire or make a booking?
Simply complete the enquiry form on our website or contact our conference and events team directly with your preferred dates, guest numbers and event details. We’ll come back to you promptly with availability and tailored options.
Can we incorporate local experiences into our event?
Yes, our team can suggest local activities and attractions to help you create a Southland inspired programme for your delegates or guests. We’re happy to point you in the right direction and share local knowledge.
Can you customise room layouts?
Absolutely. Rooms can be set up in theatre, classroom, boardroom, banquet or cocktail style, depending on your event requirements. We’ll work with you to choose the best configuration.
Do you offer event planning assistance?
Yes. Our experienced team provides coordination support, including run sheets, timeline planning and supplier liaison, to help ensure your event runs smoothly.
Can you accommodate special dietary requirements?
Absolutely. Our kitchen caters for common dietary requirements including gluten-free, dairy-free, vegan, vegetarian and allergy-sensitive options with advance notice.
Is Wi-Fi available in all function spaces?
Yes, complimentary high-speed Wi-Fi is available throughout all conference and event areas.
Can we view the venue before booking?
We encourage site visits and would love to show you around. Please contact our team to arrange a tour of our function spaces, accommodation and facilities.
Do you have outdoor spaces available?
Yes. We offer outdoor areas suitable for wedding ceremonies, drinks receptions and break-out sessions (weather permitting).
What is your policy on decoration and theming?
You’re welcome to bring your own decorations or work with external suppliers. Our team can advise what is available on site and outline any installation guidelines to ensure everything runs smoothly.
Do you offer bar service?
Yes, we provide bar service and beverage options on consumption for conferences, weddings and functions. We can tailor arrangements to suit your event style.
What time can events run until?
Event end times vary depending on the function space and type of event. Our team will advise you on applicable timeframes and licensing requirements during the planning process.
Are there minimum numbers for catering?
Some menus and packages have minimum numbers. Our coordinators will guide you through the options that best suit your group size and event style.
Is accessibility provided for guests with mobility needs?
Yes, all key areas of the hotel, including selected function rooms and accommodation, offer accessible entry. Please let us know in advance if guests require additional support so we can ensure their comfort.
Can suppliers deliver items directly to the venue?
Yes, deliveries can be arranged through our events office. By prior agreement, we can also store items ahead of your event.
What payment options are available?
We offer flexible payment methods, including invoicing for approved accounts. Deposits are typically required to secure bookings, and our team will clearly outline all terms during the booking process.
Can we bring our own food in?
Outside food and beverages cannot be brought into the venue. However, we are very happy to accommodate dietary requirements, including allergies, cultural preferences and religious needs. Please let us know in advance so we can ensure everyone is well catered for.
Is your pool available for hire?
Yes, our pool is available for private hire. Whether it’s for a celebration, team activity or group event, we can tailor the booking to suit your needs. Contact our team for availability, pricing and further details.
