Hosting Notes

For most occasions we recommend booking at least 4 – 6 weeks in advance. This gives us time to assign the right team, align logistics with your venue and complete the planning stage properly. For larger events — anything above 150 guests, or events with bespoke styling requirements — 8 – 12 weeks is more appropriate.

That said, we do take last-minute bookings when availability allows. Contact us with your date and we will confirm what is possible.

Not at all. Many clients come to us with a guest count, a venue and a sense of the atmosphere they want — and we advise on the right activity combination from there. The format emerges from the planning conversation, not before it.

If you have strong preferences about specific activities, let us know and we will build the proposal around them.

Yes, within reason and within the notice period agreed at booking. We understand that guest numbers shift — particularly for corporate events and weddings. We ask that you give us your best estimate at the point of booking and keep us updated if numbers change significantly in the weeks before the event.

To give you an initial proposal we need: the event date (or approximate date), the approximate guest count, the venue if confirmed, the type of occasion and any preferences you have about activities or atmosphere. Everything else can be established through the planning conversation.

We have worked in a wide range of venue types — hotel function rooms, private members clubs, barn conversions, corporate atria, private homes, rooftop spaces and marquees. The key requirements are adequate floor space for the number of tables, good lighting control and reasonable load-in access for our equipment.

We will always ask for a floor plan or site visit opportunity before confirming the room layout, so that table placement is properly considered rather than improvised on the day.

As a guide: a poker table requires approximately 3m x 3m including guest seating and circulation space. A blackjack table requires approximately 2.5m x 2m. A roulette table requires approximately 3m x 2m plus standing room around the layout. A dice table requires approximately 3m x 2m with additional standing space on all sides.

These are minimums for a comfortable experience. We always recommend a little more space where the venue allows — it contributes significantly to the atmosphere.

Yes. We work alongside your venue coordinator — not around them. Before the event we will request a point of contact at the venue, agree a load-in time, confirm the room layout and make sure the tables are positioned correctly within the space. If the venue has specific requirements or restrictions we need to know about them in advance.

For most occasions, we recommend opening the tables approximately 30 – 45 minutes after guests have arrived. This allows the room to settle, drinks to be in hand and the social energy to establish before we add the activity layer.

For occasions where the activity is the centrepiece from the start — certain corporate formats, for instance — we can open immediately. We will advise on the right timing based on your specific programme.

All of our hosts are experienced at welcoming and briefing guests who are new to the activity. They introduce the format in a way that is engaging without being condescending, and manage the table so that new players are supported without slowing down more experienced guests.

No prior knowledge is ever required to participate in any of our activities. We design for inclusion as a baseline.

In most of our occasions, guest movement between tables is natural and self-directed. Guests finish a hand, have a drink and gravitate to another table when they are ready. Our hosts make each table welcoming to arriving guests so that there is never a barrier to joining.

For occasions where a more structured rotation is preferred — certain team events, for example — we can organise timed rotations. Discuss this with us at the planning stage.

We typically arrive 90 minutes to 2 hours before the event starts, depending on the size of the setup. For multi-table events with bespoke styling, we may need more time and will agree a load-in window with the venue in advance.

By the time the first guest arrives, every table is set, every host is in position and the room is ready.

Your role on the night is to be a host to your guests. Ours is to manage the occasion. We handle the setup, the hosting, the pacing, any issues that arise and the clear-down at the end of the evening. We will introduce ourselves to you when we arrive, confirm the evening's plan and let you know if there is anything that requires your attention — though in our experience, very little does.

Our team is trained to handle issues without involving the host or interrupting the evening. We carry contingency equipment, our event leads have authority to make decisions on the night and we communicate internally rather than escalating to you unless absolutely necessary.

In our years of operation, the vast majority of occasions run exactly as planned. The rare occasions when they have not have been managed by our team without the guests or host being aware of any difficulty.

We close the tables at the agreed time, brief guests accordingly and begin the clear-down. All equipment is packed and removed by our team. We leave the space as we found it. Your venue coordinator will receive a sign-off from our event lead confirming everything has been cleared.

We generally recommend letting guests know they will be attending a hosted gaming evening — it creates anticipation and means they arrive engaged rather than surprised. The exact framing is up to you. Many of our clients simply note that the evening will feature hosted gaming tables as part of the entertainment.

You do not need to explain the activities in detail. Our hosts handle all introductions and briefings on arrival.

We will provide the venue with a brief requirements note in advance. Generally we need: clear floor space per the agreed layout, access to power if lighting is required, confirmation of load-in time and access, and a venue contact on the night. We handle everything else ourselves.