This guide contains the key information most organisers and guests need before attending their event.

Before attending, visit the event page for your party on our website. This contains the venue address, event timings, dress code, menu and other event-specific information.

Once you've reviewed the event page, use this guide to understand how our events work and what to expect before and during the event.

Before the event

Before attending, make sure you have checked the event page for your party and reviewed the venue address, timings and any event-specific information.

If any of your guests have dietary requirements, they should review the Food & Dietary Requirements section before attending.

Guests with dietary requirements must:

• Bring their dietary card to the attention of waiting staff when their meal is served
• Notify waiting staff of their dietary requirement on the night
• Follow any instructions provided in the Food & Dietary Requirements section

For more information, see:

• Food & Dietary Requirements
• What is a dietary card?
• Do I need to tell the waiter about my dietary requirement?

Important deadlines

Most bookings have important deadlines relating to guest numbers, dietary requirements and package upgrades.

After the deadline has passed, we cannot accept:

• Additional guests
• Dietary changes
• Package upgrades

Premium upgrades cannot be purchased at the event.

For more information, see:

• Can I increase my numbers later?
• Can I reduce my numbers later?
• What is the deadline for dietary requirements?
• Can I change a dietary requirement after it has been submitted?
• Can I upgrade my package later?

Arrival and entry

Entry arrangements vary between events and venues. Final arrival information is normally issued approximately three weeks before the event.

The lead organiser and up to two colleagues may arrive up to 30 minutes before the advertised event start time.

This allows time to:

• Collect event materials
• Locate tables
• Put out any name cards you have brought with you
• Familiarise yourself with the venue before guests arrive

For more information, see:

• How do guests gain entry to the event?
• Can guests arrive early?
• Can guests arrive late?

Wristbands, tokens and dietary cards

The lead organiser collects all event materials for their group on arrival.

Depending on the event and package booked, this may include:

• Wristbands
• Premium drinks tokens
• Dietary cards

The lead organiser is responsible for distributing these items to their guests.

Guests with dietary requirements should ensure they receive their dietary card and keep it with them throughout the evening.

For more information, see:

• What are wristbands used for?
• How do premium drinks tokens work?
• What is a dietary card?

Drinks and bar information

All-inclusive packages include unlimited house wine, beer and soft drinks during the advertised all-inclusive period.

Guests arriving during the welcome drink service will receive their welcome drink on arrival. Guests arriving after this period may miss the welcome drink, although the main event bar will already be open.

If your package includes premium drinks tokens, these can be redeemed for the drinks specified within your package.

Any drinks not included within your package can be purchased from the venue bar.

Bar tabs are not available at shared events.

For more information, see:

• What drinks are included?
• How do premium drinks tokens work?
• Can we run a bar tab?
• What happens if I arrive after the welcome drink service has ended?

Seating arrangements

Your group will have dedicated tables reserved for them.

Guests are free to choose any seat on their allocated tables unless the organiser has made their own seating arrangements.

We do not provide individual name cards. However, you're welcome to bring your own.

Many venues use a mixture of table sizes and layouts. The final table arrangement is determined by the venue operations team and may not exactly match your preferred layout.

For more information, see:

• How do seating plans work?
• Can I bring my own name cards?
• Will my group be seated together?

Last-minute changes and cancellations

There is no need to notify us if somebody can no longer attend shortly before the event.

Organisers are free to replace guests without notifying us, provided the replacement guest requires the same meal type as the original guest (for example standard, vegetarian or special dietary).

Once final catering orders have been placed, meal types cannot be changed.

Surplus tickets cannot be converted into drinks credit or transferred to other services.

For more information, see:

• Can I reduce my numbers later?
• What happens if somebody can no longer attend?

Accessibility

All of our venues are generally accessible. However, accessibility arrangements vary between venues.

If any of your guests have specific accessibility requirements, contact us as early as possible so that we can discuss the available arrangements and pass any necessary information to the venue.

For more information, see:

• Is the venue accessible?
• I have a specific accessibility requirement

Important venue information

Please ensure your guests know which venue they are attending before travelling.

If you're attending an event at a Leonardo Royal Hotel in London, check the venue address carefully before travelling, as there are multiple Leonardo Royal hotels located within central London.

Most hotel venues do not offer free parking, although some venues do provide paid parking facilities. Please refer to the event page for full details.

For more information, see:

• Where can I find the venue address?
• What are the event timings?
• Is there a dress code?
• Is parking available?

Need help?

If you have a question that isn't covered here, please contact us and we'll be happy to help.