Collected guidance from years of event hosting — on venues, timing, guest flow, setup requirements and the small decisions that determine whether an evening runs smoothly or merely well.
The questions in this section come directly from clients we have worked with across dozens of events — from intimate private receptions to large corporate gatherings. We have answered them here in plain terms, with the kind of detail that actually helps when you are planning an event.
If your question isn't covered here, send us an enquiry and we will be glad to answer it directly.
The evenings that run most smoothly are not the ones that had the best equipment or the largest budget — they are the ones that were planned thoughtfully. A fifteen-minute conversation about table placement, guest arrival time and the specific format of the evening can change everything about how it feels from the moment the first guest walks in.
We build this preparation into every engagement. These notes are an extension of that thinking.
As a general guide, each table requires a minimum of 3m x 3m of clear floor space — this includes enough room for the host to move comfortably around the table and for guests to stand or pull back a chair without obstructing adjacent guests or pathways.
Roulette tables require slightly more space due to the wheel housing and the typical spread of players around the table. For roulette, we recommend allowing 3.5m x 3.5m where possible.
For multi-table setups, we prefer a minimum of 1.5m between tables — sufficient for guests to circulate between tables without disrupting play at either. If your venue has a fixed floor plan, share it with us ahead of the event and we will advise on the best arrangement.
The formats we work with suit a wide range of settings — from hotel function rooms and private members clubs to historic houses, purpose-built event spaces and large domestic residences. The key requirements are sufficient floor space, reasonable acoustic conditions and flooring that will support the weight of our tables without difficulty.
Some venues benefit more than others from our setup. Rooms with warm lighting, acoustic dampening and a settled atmosphere create the best conditions for the kind of social engagement we aim to facilitate. Very bright, echoey or awkwardly shaped rooms can be worked around — but they require more considered placement and pacing.
If you are unsure whether your venue is suitable, send us the details or a floor plan and we will give you an honest assessment.
For Signature Evening and St James Collection packages, we are happy to liaise directly with your venue coordinator — handling load-in arrangements, floor plan discussions and any specific venue requirements without requiring your involvement.
For Parlour Start bookings, we typically communicate venue details through the client. If there is a specific reason for direct venue liaison on a Parlour Start booking, let us know and we can accommodate that.
The most common and most effective placement is after the arrival drinks period, once guests have settled and the initial social exchanges have taken place. Opening the tables at the point where the arrival energy begins to plateau — typically 45 to 60 minutes into the event — gives guests a natural next destination.
For seated dinner events, tables generally open after the main course and before the dessert service, or after the meal itself depending on venue logistics. Starting too early (before guests have had time to settle) or too late (when the energy has already dropped) affects uptake significantly.
We will advise on timing during the planning stage, based on your specific event format and the table experiences you have selected.
The sweet spot for most events is between three and five hours of play, depending on guest count and the number of tables. Shorter sessions — below two and a half hours — can feel rushed, particularly for formats like poker where the evening finds its rhythm gradually.
For events with a fixed end time (venue curfew, late-night licences), we plan the pacing of the evening backwards from the close time to ensure the energy of the tables matches the overall shape of the evening.
We typically aim to arrive two to three hours before the tables are due to open. This gives us sufficient time to set up all tables, test equipment, confirm positioning and ensure everything is in order before guests arrive — without requiring early venue access that may not be practical for all settings.
If your venue has restricted access hours or a tight turnaround from a preceding event, let us know in advance and we will work around it. We have set up in some challenging timeframes and will always find a way to be ready on time.
No prior experience is required for any of our four table formats. Our hosts are trained to introduce the format clearly and naturally at the table — ensuring every guest understands how to play before the first round begins, without the introduction feeling like a lecture.
For mixed groups where some guests have experience and others do not, our hosts are particularly attentive to managing the pace in a way that keeps both groups engaged. The experienced guests tend to naturally enjoy helping newcomers — which is itself a useful social dynamic.
This is one of the qualities that distinguishes a well-hosted table game evening from a poor one. Not every guest wants to play — some prefer to watch, to circulate and to enjoy the atmosphere the tables create without sitting down themselves.
Our hosts never pressure guests to join a table. The experience is presented as an invitation, not a compulsory activity. Guests who observe tend to become drawn in gradually — and those who don't are perfectly welcome to enjoy the evening from the side. Both responses are valid and both create a positive atmosphere around the table.
The ratio depends on the format and the style of evening, but as a general principle we aim for no more than 40 to 50 guests per table across the course of the evening. With open rotational play (guests moving between tables throughout the night), this allows a comfortable throughput without queuing or waiting.
For larger events with 80 to 100+ guests, we strongly recommend at least three tables. A two-table setup at that guest count tends to create bottlenecks at peak play times and reduces the quality of the individual experience at the table.
Our packages reflect this: the Signature Evening package includes three tables precisely because that is the format that works best for events up to 100 guests.
Very little. We bring everything needed for the table game experience — tables, equipment, chips, cards, signage and all related materials. We set up independently, manage the tables throughout the evening and clear away completely at the close of play.
What we ask from clients:
We recommend booking as early as possible — particularly for weekend dates between May and December, which fill quickly. For weddings and larger corporate events, enquiring three to six months in advance ensures the best availability and allows sufficient time for planning calls and venue coordination.
That said, we do accommodate late bookings where our schedule allows. If your event is within four to six weeks, send us an enquiry and we will check availability immediately.
Yes — and we are experienced in doing so. We are comfortable working within the coordination structure of a larger event production, liaising directly with planners, venue teams and other suppliers as part of a shared run-of-show.
Planners and coordinators who have worked with us tend to find us straightforward to deal with: we communicate clearly, deliver what we say we will deliver, and require minimal hand-holding on the day.
If something about your occasion hasn't been addressed here, contact us directly. We respond to enquiries within one working day and will always give you a considered, honest answer.
