Conferences, Weddings & Events

Conferences and Corporate Events

Welcome to the largest 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
  • Partner’s programmes

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 Venture Southland or Invercargill i-site for information about the province.

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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!
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Private Functions

At the Ascot Park Hotel we pride ourselves on the flexibility of our venue. Our eight dedicated function rooms can be combined or configured to suit 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!

Our function rooms:

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.

Theatre 300
Classroom 140
Banquet 200
Set Menu 200
Cocktails 350
Room Size 26m x 12m

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.

Theatre 100
Classroom 50
Banquet 50
Set Menu 60
Cocktails 80
Boardroom 36
U-shape 30
Room Size 10m x 11m

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.

Theatre 100
Classroom 50
Banquet 50
Set Menu 60
Cocktails 80
Boardroom 36
U-shape 30
Room Size 26m x 12m

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.

Theatre 15
Classroom 10
Boardroom 12
Room Size 7m X 5m

Otapiri Room

The Otapiri room is best suited for interviews and small boardroom-style meetings with a maximum of 10 people.

Theatre 10
Classroom 10
Room Size 5.6m X 3.6m

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.

Theatre 100
Classroom 40
Banquet 60
Set Menu 60
Cocktails 80
Boardroom 36
U-shape 24
Room Size 12m X 11.5m

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.

Theatre 25
Classroom 18
Set Menu 30
Cocktails 40
Boardroom 26
U-shape 15
Room Size 11.9m X 6.16m

Mararoa Room

The Mararoa room is connected to Emberz House Bar and is capable of catering up to 40 people.

It can be combined with the Whitestone room to allow for a larger area.

Theatre 100
Classroom 24
Banquet 80
Set Menu 30
Cocktails 100
Boardroom 26
U-shape 20
Room Size 11.9m X 7.4m

Combined Conference Area

A combination of the Oreti, Aparima and Waiau rooms, the combined conference area is the largest of the conference spaces available.

It has a total floor area of 576m² and is able to seat up to 700 people.

Theatre 650
Classroom 250
Banquet 400
Set Menu 450
Cocktails 700
Room Size 26m X 25m

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.

Theatre 80
Classroom 40
Banquet 70
Set Menu 90
Cocktails 80
Room Size 10m X 13.5m

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.

Banquet 70
Cocktails 100
Room Size 19.5m X14m

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.

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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.

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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.

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Events Terms and Conditions

Tentative Bookings

Tentative bookings will be held on a first option basis indefinitely. If another client requests this space, then we will contact you to ask for immediate confirmation in writing.


Confirmation of all bookings must be in writing. A deposit is required for weddings and large events.


All cancellations must be in writing. Cancellations within 14 days of the event will be subject to a cancellation fee. The fee will be at the Hotel Management’s discretion.

Price Variations

All prices are current at the time of quotation and every effort is made to maintain prices. However food and beverage prices are subject to change. In the unlikely event that quoted prices change, we will endeavour to notify you prior to your event.

Confirmed Numbers

All final details, menus, beverages, room set up, AV requirements and timings must be confirmed 14 days prior to the event. A guaranteed minimum number is required 14 days prior, with a final number to be advised 76 hours prior. Charges will be based on this number, or the final head count – whichever is greater.


Extra charges may apply for functions scheduled on Public Holidays. Extra labour charges may apply if your event extends beyond midnight prior to a Public Holiday.


Credit facilities may be available upon completion and approval of a credit application form. Unless credit terms have been arranged, full payment by cash, direct credit or credit card is required immediately following the event. A 7-day invoice may be arranged, with credit card details required to guarantee payment for any outstanding charges.

Food & Beverage

Only food and beverages purchased from the Ascot Park Hotel can be consumed on the hotel premises. Licensing and food safety regulations prevent the removal of food and beverages from the hotel premises.


The hotel is to be notified of any deliveries. The Hotel will not be responsible for packages, parcels or equipment that arrive without prior notification. Deliveries will be accepted

one working day prior to the event and must be collected within 24 hours following the event.


It is the client’s responsibility to be insured for all items belonging to them for the period these items are in the hotel. While the hotel will take all necessary care, it will not accept responsibility for the loss of any property left in the Hotel prior to, during or after the event unless specific arrangements have been made with hotel management. Clients are responsible for any damage sustained to hotel property by them or their attendees.


Clients will be responsible to ensure orderly behaviour of their guests and the hotel reserves the right to intervene and eject any objectionable person from the function and the hotel premises without liability. The Hotel accepts this responsibility within guidelines set by the Sale of Liquor Act.

The hotel retains the right to adjust any setup to ensure fire and safety codes are not breached. Particular attention will be paid to the accessibility of fire exits during trade shows where partitioning is erected. Floor Plans must be approved by Hotel management prior to setup.

Function Rooms

We reserve the right to reallocate function rooms due to circumstances beyond our control. If final numbers increase or decrease significantly from those advised at the time of reservation, we may substitute a more appropriate room. We will discuss changes with you when the decision is made.

Unauthorised Extras

Unless otherwise instructed in writing, the client will be liable for all charges incurred by the client or his agents during the course of the function.

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