Hosting Guide

We recommend booking at least four to six weeks before your event date. This allows adequate time for venue consultation, floor planning, staff briefing and any styling coordination required for your package. For larger events or peak-season dates, eight to twelve weeks is preferable.

That said, we do accommodate shorter lead times when our calendar allows. If your event is approaching, reach out immediately and we will confirm whether we can deliver to the standard you need within your timeline.

To begin a proposal, we need the following:

• The occasion type and purpose of the event
• Approximate guest count and demographic profile
• The venue name, location and approximate room dimensions
• Your preferred event date and duration
• Any experiences or activities you have in mind

With this we can prepare a tailored brief that reflects your event specifically rather than a generic template applied to your date.

For Signature Club Evening and Maple Crest Collection packages, a full venue walk-through is included in the planning process. We assess the space, review floor layout options and confirm logistical details with the venue team before the event date.

For Summit Access packages, we conduct a detailed consultation by phone or video call and work from floor plans or photographs provided by the venue. If an in-person visit is specifically required, this can be arranged as an addition to the brief.

Yes. Package experience selections are advisory, not fixed. If your event calls for two poker tables rather than a mixed programme, or if you want to exclude one activation in favour of a different layout, we work with you to adjust the configuration accordingly.

Our team will advise on what works best for your guest count, venue size and occasion type — but the final arrangement is determined collaboratively, not imposed.

A well-proportioned room with ceiling height, reasonable acoustics and clear sightlines works best. We generally require a minimum of 30 square metres per table to ensure comfortable guest circulation, proper table presentation and adequate space for spectators at each activity.

Rooms that are too narrow or have significant fixed obstructions can create flow challenges. If you are uncertain about whether your venue suits the format, share the floor plan with us and we will give you a direct assessment before any commitment is made.

We prepare a room layout as part of the planning process. As a general principle, we recommend:

• Distributing tables across the room rather than clustering them
• Allowing a natural arrival zone near the entrance, free of table activity
• Positioning the roulette table — where included — as a visual anchor within the room
• Keeping service areas (bar, catering) on a separate axis from the gaming tables
• Ensuring wide walkways between tables to allow natural guest circulation

Significantly. A well-designed event is difficult to sustain in a room with flat, bright overhead lighting. We recommend that venues offer dimmer control over overhead lighting and that the room is set to a warm mid-level brightness for the duration of the evening.

Where the venue allows it, lower ambient lighting with focused table lighting creates a noticeably stronger atmosphere. If you have a specific lighting concern about your venue, discuss it with us during the consultation and we can advise on practical adjustments.

Our team arrives a minimum of 90 minutes before the guest arrival time for standard packages, and up to three hours before for larger Maple Crest Collection events. Setup time accounts for table assembly, styling, equipment check and a final review of the floor layout against the pre-agreed plan.

We aim to be fully ready — tables dressed, staff briefed and in position — at least 30 minutes before the first guest arrives. This ensures the room is composed and settled before any guest sees it.

Minor fluctuations in guest count — within 15 to 20 per cent of the confirmed number — can be absorbed without difficulty. Our team manages table access and rotation to accommodate higher or lower numbers than anticipated.

Significant changes — a doubling or halving of expected guests — may require adjustments to staffing or table count. Contact us as soon as a material change becomes apparent and we will advise on what can be accommodated within the existing brief.

No. Our hosts and dealers are trained to welcome and include guests of all experience levels. For guests new to any activity, we provide a brief and accessible introduction at the table — ensuring they understand the format without slowing the pace for those already familiar.

The goal is that every guest feels competent and included within minutes of sitting down, regardless of their prior experience. This is a deliberate part of our hosting approach, not an afterthought.

Our senior host manages the overall arc of the evening — monitoring energy levels across the room, adjusting the pace of individual tables as needed and coordinating with other staff to ensure transitions are smooth and consistent with the intended atmosphere.

We generally structure the evening with a welcoming early phase, a sustained mid-section and a deliberate and positive close. No section is left to find its own shape. The host's role is to guide the room without guests ever feeling managed.

Our team conducts a full and efficient breakdown of all tables and equipment immediately following the end of the event. The space is restored to the condition in which we found it, with all items removed and the room left clean and uncluttered.

Breakdown is typically completed within 60 to 90 minutes of the event's close, depending on the package size. We coordinate directly with venue staff to ensure the process fits within any checkout or curfew windows.

Yes. Within two business days of your event, your account contact will follow up to check that the evening met your expectations and to gather any feedback you have. This conversation is brief and focused — it informs how we approach your next event and how we refine our delivery across the service more broadly.

If there is anything during the event itself that falls short of expectations, we ask that you raise it with the senior host on the night. We would rather address a concern in the moment than receive it days later.