To utilise the clubhouse as a successful venue for events then details matter and planning is essential. Set-up an Events Team and schedule in planning meetings between the client and the person responsible for running the event. Many clubs now have a specific Event Manager, but this could be the Clubhouse Manager or Bar Manager. A simple checklist for a planning meeting will ensure all points are covered at an early stage and that actions are agreed.
- The basics. Such as date, time (start & finish) and guest numbers
- The specifics. Such as the welcome drink, food service, toasts and speeches and entertainment
- The food. Ensure the menu is agreed on for the buffet or if a meal is required, the price per head is known
- The entertainment. Agree with the client who is responsible for booking and paying for acts. If music is required have a list of recommended live bands and DJ’s available and provide contacts for entertainers such as magicians, comedians, lighting specialists
- The Clubhouse Decoration. The client may want to do this themselves but always be able to help with items such as balloons, flowers, cakes and a table for presents and have a list of suppliers readily available
The key to being successful rests on the delivery of three key aspects:
- A professional approach to all aspects of the organisation
- A range of packages / options to suit the client’s needs
- A reputation for quality
Don’t forget your members
Your members’ database should enable you to identify when members have a landmark birthday approaching e.g. 40/50/60 or their sons and daughters 18th or 21st. Send them an email well in advance offering to host their special celebration. You should also consider special offer rates for members to encourage even more usage of the clubhouse.