Hosting Notes

A standard game table requires approximately 3m x 3m of usable floor space — accounting for the table itself and comfortable guest access on all sides. We recommend an additional 1m of clearance between tables where possible. Our team will review your floor plan as part of the consultation and advise on the most effective arrangement for your specific space.

We work in covered outdoor and semi-outdoor settings — rooftop terraces, covered garden pavilions, and harbor-side venues with appropriate shelter. Fully open-air settings require assessment, as playing surface conditions and equipment safety are important considerations. We conduct a venue survey for all outdoor events and advise honestly on suitability.

Ideally, game tables should be positioned to draw guests from the dining area without competing with it. A clear sightline from the dining space to the gaming floor is effective — guests can see the activity, which builds anticipation before they approach. We advise against positioning tables directly adjacent to the bar, as service traffic can interrupt the gaming experience.

Standard domestic power access is sufficient for our setups. We do not require dedicated event power. For lighting, we advise that game tables are positioned where ambient light is adequate but not so harsh that it detracts from the atmosphere. Where possible, warm directional lighting over the tables is ideal. We can advise your venue's technical team on the most effective approach.

We typically recommend opening tables approximately 30 to 45 minutes after guests arrive, once the room has settled and initial conversations have formed. Opening too early can feel pressured; too late risks losing the engagement window. For events that follow a dinner service, tables open as dessert clears or just after speeches conclude — this transition naturally moves guests from the seated format into something more active.

Spectating is a genuine and valued form of participation at any game table. Guests who prefer to watch are welcomed by our hosts, and many find themselves drawn into play after observing a few rounds. We design the seating and standing arrangements around each table to accommodate spectators comfortably — because the audience is part of the atmosphere.

All guests receive a chip allocation at the beginning of the gaming session — either from a chip station near the tables or directly from the table host. This is a social chip system only: chips have no monetary value and are not exchanged for anything. If a guest runs low, additional chips are available at the host's discretion, ensuring nobody feels excluded from play.

Our hosts are trained specifically for this. They introduce the rules with warmth and brevity — explaining only what is necessary to begin, and allowing guests to learn the rest through play. Nobody is made to feel underprepared or conspicuous for not knowing the game. This is probably the single most important quality in a table host, and it is one we spend significant time developing in our team.

We typically require 90 minutes before the event starts for a standard setup of 1 to 3 tables. Larger installations with 4 or more tables require up to 2.5 hours. We will confirm the exact setup window with your venue contact during the planning process and coordinate directly with their team to ensure no conflict with other event preparations.

Clear-down for a standard 2 to 3 table setup takes approximately 45 to 60 minutes. Larger setups take proportionally longer. We complete clear-down efficiently and always coordinate with your venue manager to ensure we work within their end-of-night schedule. Everything is removed: tables, equipment, accessories, and any materials brought for the event.

Most events work best with a gaming window of between 3 and 4 hours. This allows the room to find its rhythm, sustain engagement through the peak of the evening, and close at a natural moment. Shorter sessions of 2 hours can work well for events where the gaming is one element alongside dining or other activities. We advise on the specific timing that suits your format during the planning consultation.

We recommend a minimum of 3 to 4 weeks for Harbor Entry and Signature Club Night engagements. Crown Collection events benefit from a 6 to 8 week planning window, particularly where custom branding or bespoke event design is involved. Saturday evening dates and peak event season periods (November through January, June through July) book earliest — enquire as early as possible for preferred dates.

Yes, within the terms of your booking agreement. Minor adjustments to table count can usually be accommodated up to 2 weeks before the event. Larger changes — particularly additions that require additional staffing — require a 3 to 4 week notice period to ensure host availability. We recommend building in a small buffer at the planning stage rather than making last-minute additions.

Yes. Once a booking is confirmed, we introduce ourselves to your venue contact and handle all operational coordination directly — including setup access, power requirements, floor plan review, and clear-down timing. We aim to reduce your coordination burden, not add to it. Your venue manager will have a direct contact on our team throughout the planning process.

Our teams are flexible and experienced in managing event timing changes. If the evening naturally extends beyond the planned window, we can often accommodate an extension — subject to host availability and venue permissions. Early finishes are handled gracefully: tables close at a natural break point and we begin clear-down without disrupting the remaining guests. Any timing adjustments are agreed between the event coordinator and the host on the night.