Venue selection is a measurement problem
Every resort will tell you its ballroom is suitable for your group. Whether that is true depends on layout, pillar positions, ceiling height, power capacity and the turnaround path, none of which appear in a capacity chart.
Venue types available on the island
| Venue type | Typical capacity | Best for | Watch for |
|---|---|---|---|
| Resort ballroom | 100 - 1,000 banquet | Conferences, galas, awards | Pillars, ceiling height, turnaround time |
| Divisible function suite | 40 - 300 | Parallel sessions | Sound bleed between partitions |
| Beachfront site | 50 - 300 | Outdoor gala, reception | Power, wind, curfew, wet-weather fallback |
| Resort lawn or garden | 50 - 400 | Themed evenings, launches | Ground stability for staging, insects |
| Restaurant buy-out | 30 - 120 | Farewell dinners | Fixed layout, limited AV |
| Convention centre (from 2028) | up to 6,500 | Large conferences | Not yet in commercial operation |
For the convention centre currently under construction for APEC, see the dedicated page. It will change what is possible on this island, but not before 2028 for commercial bookings.
Capacity by layout, for the sizes we handle
| Function space | Theatre | Classroom | Banquet | Cabaret |
|---|---|---|---|---|
| 150 m² | ~95 | ~68 | ~68 | ~62 |
| 250 m² | ~155 | ~113 | ~115 | ~104 |
| 400 m² | ~250 | ~180 | ~180 | ~165 |
| 600 m² | ~375 | ~270 | ~270 | ~250 |
| 900 m² | ~560 | ~405 | ~430 | ~375 |
Resort capacity charts usually do not. If a venue quotes 300 theatre for a 400 m² room, they are describing the room empty, with no stage, no AV position and no aisles. Ask for the figure with your stage size deducted and the number will drop.
Technical checks before you sign
- Floor plan with dimensions and pillar positions marked. Not a brochure image, a dimensioned plan.
- Ceiling height. Below 3.5 metres you cannot fly a decent lighting rig or use a tall LED wall.
- Power capacity and distribution points. Where are the outlets, what is the total draw, and is three-phase available?
- Rigging points, or confirmation that ground-supported truss is permitted.
- Load-in route. How does a truss case get from the loading area to the room? Stairs and narrow lifts have ended more setups than weather.
- Noise restriction and curfew for anything outdoors.
- Turnaround commitment in writing if the same space serves two functions in one day.
- Internet — a real speed test, in the room, with the building occupied.
Outdoor venues, honestly assessed
A beachfront gala on Phu Quoc produces better photographs than any ballroom in the country. It also carries a set of costs and risks that ballrooms do not, and they should be priced in rather than discovered.
| Consideration | What it means in practice |
|---|---|
| Power | Generator with silent enclosure, plus a redundant unit for streamed or critical content |
| Flooring | Staging and dance areas need decking on sand; guests in formal shoes cannot walk on soft sand |
| Wind | Backdrops act as sails. Rigging must be ballasted, and above a threshold the call is to move indoors |
| Sound | No reflective surfaces means more speakers, and curfew limits how loud and how late |
| Insects | Treatment of the area beforehand, and this genuinely matters near vegetation |
| Fallback | An indoor space contracted and held, not merely identified |
We inspect with a tape measure, not a brochure
Send the agenda and headcount and we will shortlist venues whose real capacity fits it.
Questions travellers ask most
Can we hold a conference for 200 delegates and a gala for the same group in one venue?
Yes at the larger Bai Truong resorts, provided the turnaround is contracted. Allow three to four hours and build it into the agenda. The most common failure is an agenda that runs to 17:00 with a gala at 18:30 in the same room.
Is a beach gala possible year round?
Technically yes, practically no. From June to September we would plan a ballroom gala and treat the beach as an upside rather than the plan.
How much does venue hire cost separately from a delegate package?
Most resorts waive or heavily discount function space hire when the group also books a meaningful room block and food and beverage spend. Standalone hire without accommodation is where you pay full rate. This is worth structuring deliberately.
Can you arrange a site inspection?
Yes, and for groups from 120 delegates we recommend one. We arrange access, accompany you and prepare a measured checklist rather than a tour. The cost is normally yours; it is money well spent at that group size.
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Tell us about your group
Dates, party size and the places you care about are enough to start. You get a draft route and an indicative price, not a brochure.