Step by Step - for event organisers

Step 1 – Conference package pricing

Have a look at our conference packages and pricing.

Step 2 – accommodation options and facilities

Apart from the accommodation, dining facilities and conference space, your group is also welcome to enjoy our other facilities, such as the Tai Chi Garden, a freshwater lagoon, and pleasant walks with wonderful countryside views on and around the property. Take a look at the native bushland regeneration work that is happening or visit our organic gardens.

Step 3 – complete the booking enquiry form

Please fill out the Booking Enquiry Form, letting us know your particular needs. There is no obligation involved; it simply lets us know what you are looking for.

We will respond to let you know if the dates you have requested are available. If they are available, a tentative booking will be made. However, the booking will not be held until the deposit is paid.

If you have requested a caterer, we will begin the process of identifying and connecting you with a caterer who can meet your needs.

Step 4 – site visit

We welcome you to visit Bellbunya, see our facilities first-hand and get acquainted, before you make a group booking, if you wish. If you like, we can also arrange for you to join us for a meal and/or stay overnight.

Step 5 – payments and booking confirmation

Once you are satisfied that you would like to use Bellbunya you may confirm your booking by letting us know and sending a deposit of $200. Payment of the balance is due 2 weeks before the event. If you are using a caterer, your caterer may require a separate deposit as catering is handled independently.

Payment options: cash at Bellbunya, or bank transfer.

Cancellations more than a month before the event will receive a refund of $150 of the deposit. Cancellations within a month of the booked date will forfeit the deposit. Date changes are possible, provided that you are able to give us notice at least a month in advance and depending on our availability. 

Step 7 – promotion

It is generally up to the group coordinator to promote their own event. However, we would be delighted to help. Once you have made your booking, please send us a description or flyer about your event, and we will announce it on the Bellbunya website and include it in news emails that we send to our network of friends and supporters.

Please email us:

• Your promotional flyer (in pdf format is best). There are free utilities that you can download from the web (such as pdf995) for generating pdfs.
• A text file containing a one paragraph blurb about your event plus relevant details (date, time, cost, contact, payment deadline, deposit required). We will copy and paste this to create a new event on the Bellbunya online Calendar.
• A jpeg picture to go with the text on the Bellbunya website.

Step 8 – catering

It is best to use our onsite caterer – Karyn. This way you get high quality, fresh and primarily organic vegetarian meals. Much of the produce comes directly from our own organic gardens. Karyn's cooking always receives rave reviews from our guests. Take a look at a sample menu

If you intend to self cater or bring your own caterer, please send (scan and email is best) a copy of the Food Safety Supervisor Certificate of the person who will supervise your food preparation. Since you will not be using our caterer a bond of $200 is required for the use of the commercial kitchen. This bond will be returned after your event, less any charges for extra cleaning (if the kitchen is left dirty) or damaged equipment. Your caterer will also need to agree to use ethically sourced food.

Step 8 – coordination - who is responsible for what?

Once you have made your booking, Bellbunya will designate one person from our community to be responsible for your questions and needs, and to make all necessary arrangements from our side. This person will be your community host. In turn, you will be asked to designate one person to serve as the contact point for communication with the community host about your needs. We call this person the Group Coordinator. The caterer, who may be recommended by Bellbunya or brought in by the group itself, is the third responsible person in the event's coordination. These three will work as a team to ensure the harmonious functioning of the event.

The Community Host will ensure that the venue functions effectively for your group. S/he will: ensure that accommodation and group spaces are clean and tidy before the group arrives (note that we do not generally service the guest rooms during your stay, unless specifically arranged); ensure that common bathrooms and amenities are kept clean during your stay; and be available for any needs or questions. The Group Coordinator is responsible for seeing that the group spaces are kept tidy, that the grounds are respected, and that the guest rooms are left clean and in good condition. The Caterer will be responsible for the preparation and serving of meals and morning and afternoon teas, and the cleanliness and smooth-functioning of the dining room and kitchen.

Download the responsibilities check-list. Review the respective responsibilities of the group coordinator, catering supervisor and community host and contact us to negotiate any changes to responsibilities.

Please ensure that you and your group members are prepared for your visit by reading the pre-visit information and things to do around Bellbunya. It may be good to email your group members a link to this page.

Step 10 - getting to Bellbunya

Step 11 – arrival

Please plan to arrive at Bellbunya (along with your caterer/food safety supervisor if self catering) at least a two hours in advance of your group on the day the workshop begins. This will allow you time to familiarise yourself with Bellbunya, meet with the Community Host and the Caterer to discuss coordination of tasks, and address any last minute issues. Unless you have made alternative arrangements with us, you will be responsible for tasks such as: setting up the Conference Hall and any other specific equipment for the workshop, organising the registration table, greeting and registering participants, and showing them to their rooms.

Other Information

Making Your Event Eco-Friendly

We are actively working to make Bellbunya into a sustainable venue, through projects such as our renewable energy project, insulating existing buildings, energy efficiency projects and modelling sustainable community. From 2010, we have been generating clean energy on site and have an active display of green technologies. IAny excess over what Bellbunya generates is powered by the wind, as we purchase only green electricity. Even our website host is entirely wind powered. Catering for conferences and events is based on sustainable practices, such as growing food on-site, buying local and organic produce where possible, minimising packaging and other waste reduction strategies, reuse and recycling.We do our very best to ensure that your event is eco-friendly.

Other Questions

If you have any further questions, we would be only too pleased to assist. Feel free to contact us online, or call on 07 5447 0181 and ask for Joan or Bec.