Event Planning & Coordination

Practical advice for hosting a work event, a community night or a party, from an owner who has catered a lot of them.

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The Four Pieces of Every Event

Whether you're planning a corporate gathering, a community celebration or a private party, the work breaks into the same four pieces. Settle them in order and the rest falls into place.

Event Planning

Start with the date, the guest count and the budget, in that order. Every later decision, from the room to the menu, depends on those three numbers.

Venue Coordination

Visit the room at the same time of day as the event. Check parking, power outlets, noise from next door, and how long setup and breakdown are allowed to take.

Catering

Book the caterer once the guest count is firm. Ask how they handle allergies, how many staff come with the food, and what happens to leftovers. A standing crowd eats more small plates than a seated dinner.

Entertainment Booking

Match the entertainment to the room. A band needs power and floor space, while a game room with a pool table or two keeps a mixed crowd talking without anyone having to perform.

Gatherings That Work Around a Pool Table

Pool halls and home game rooms suit more events than people expect. Here is what makes each kind work.

If the party is at home and the table is part of the plan, have it looked at a few weeks ahead. A table that rolls off or cloth worn through at the break spot is the first thing guests notice. In southern New Hampshire and around Boston we ask Mr. Cue's Billiards, who handle repair, refelting and moving.

Upscale pool hall with professional atmosphere for event hosting
Event Experience

Corporate Team Building

A round-robin pool tournament mixes departments better than a seating chart. Book a hall with enough tables that nobody waits more than one game, and keep the brackets short.

Pool hall interior with entertainment options for social events
Event Experience

Social Gatherings

For birthdays and reunions, a pool table gives people something to do while they catch up. Rent a private room so the music and the noise stay yours.

Professional billiards setting perfect for entertainment venues
Event Experience

Recreation & Entertainment

League nights, charity tournaments and family days need tables that play fair. If the event is on your own tables, get them leveled and the cloth checked well ahead.

Habits That Keep an Event on Track

What we have learned from years of working alongside caterers, venues and vendors.

Local Expertise

Use vendors who know the venue. A caterer who has worked a room before knows where the loading door is and how long the elevator takes.

Vendor Network

Put every vendor's arrival time, phone number and power needs on one sheet, and send it to all of them a week out.

Attention to Detail

Walk through the day in your head, from the first guest arriving to the last car leaving. Each gap you find is a task to hand to someone: the timeline, the vendor calls, the setup.

Problem Solving

Something will go wrong on the day. Name one person who makes the calls, and keep a small kit with tape, extension cords, a first-aid box and spare chalk.

Budget Management

Hold back ten to fifteen percent of the budget for surprises. If it goes unspent, it buys a better dessert.

Pick the Date First

Good venues book out months ahead, so the date is the first thing to settle and the hardest to change.

Have a question about a venue, a caterer or a vendor we mention? Send it to us and we will answer what we can.

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Event Planning Resources

Learn from our experience and industry best practices to make informed decisions about your event.

Event Planning Tips

Industry Insights