Stratford-upon-Avon Boat Club President’s Dinner
Welcombe Hotel
18 April 2026 – 6.00 pm til Midnight
This club evening will honour President Paul Stanton for his dedication, service and leadership within Stratford-upon-Avon Boat Club. The event will combine recognition, celebration, and fundraising with a Henley Royal Regatta-inspired theme.
Why we’re here
- Honour Paul Stanton’s longstanding service to the Club over many decades.
- Celebrate the spirit of rowing with a nod to the Club’s 150th anniversary theme.
- Raise funds for club equipment through a Club Promise Auction and raffle
- Bring members, supporters, and friends together for a social evening with purpose.
Full details
Theme: Henley Royal Regatta – Club Heritage & Elegance
Guests will be encouraged to wear regatta-inspired attire (club blazers, dresses, hats) to set the tone for a stylish and memorable rowing themed evening.
Programme Outline
| Time | Activity |
| 6:00 PM | Welcome Drink Reception |
| 7:00 PM | Two-Course Dinner |
| 8:00 PM | Toast & Speeches |
| 8:30 PM | Club Promise Auction & Raffle |
| 9:00 PM | Games & Social Activities |
| 10:00 PM | Dancing – (if 130 guests) |
| Midnight | Close |
Menu
A two-course elegant and simple menu, with locally sourced ingredients. Guests will choose between meat or vegetarian/vegan/gluten-free option in advance.
Fundraising Elements
- Club Promise Auction – Members offer promises (coaching sessions, dinners, experiences) for auction.
- Club Oars – Repainted and repurposed for display memorabilia
- Raffle – Featuring local business donations, and club merchandise.
Entertainment
- Themed Décor: Club colours, rowing oars, regatta-style bunting, cake tent, photo montages.
- Games Area – Light-hearted activities to engage guests and encourage friendly competition.
- (Silent) Disco – Pre-selected by members to cater for all tastes, keeping the party lively into the night.
Budget & Sponsorship
- Ticket price to cover venue hire, dinner, and entertainment.
- Fundraising opportunities available – see separate document
This event will celebrate the service and leadership of our President, Paul Stanton, and bring together members, alumni, and local partners for an elegant Henley Royal Regatta–inspired evening.
Request for Quotation
- Date: Friday 10 April/Saturday, 11 April 2026 (alternative date: Friday 1 May/Saturday 2 May)
- Time: 6:00 PM – Midnight
- Expected Attendance: Approximately 150 guests (please advise maximum seated capacity)
- Format:
- Welcome drinks reception
- Two-course dinner (with vegetarian/vegan/gluten-free options)
- Speeches and short presentations
- Club Promise Auction and raffle
- Light entertainment and dancing until midnight
We kindly ask for your quotation to include:
- Venue hire costs (exclusive or shared hire, as appropriate)
- Welcome drink options and pricing (e.g., prosecco, wine, soft drinks)
- Two-course dinner menu options and per-head cost
- AV and technical support (microphone, projector, or background music setup)
- Dance floor or entertainment space availability
- Bar arrangements (cash bar, pre-paid bar, or packages available)
- Any additional service fees or minimum spends
- Parking and accommodation options, if available
We would appreciate receiving your proposal and a sample menu by Friday, 8 November 2025, if possible.
If you need further details about the event, theme, or setup requirements, I’d be happy to discuss or arrange a brief call.
Thank you for your time and assistance; we look forward to the opportunity to work with you.
Kind regards,
Claudine Pearson
On behalf of the Stratford upon Avon Boat Club
Executive Summary – Venue Recommendation for the President’s Dinner 2026
Purpose
This summary sets out the recommended venue options for the Stratford upon Avon Boat Club’s President’s Dinner 2026, following review of all proposals received. The event requires a formal, Henley Royal Regatta–inspired setting for approximately 150 guests, including a drinks reception, two-course dinner, speeches, auction, and dancing until midnight.
Consideration has been given to school holidays, university term dates, bank holidays, the British Rowing racing calendar, the SuABC AGM in May, and the need to accommodate a wide range of ages, mobility levels and accessibility needs within the membership.
Preferred Venue Option – Riverside Venue (Exclusive Hire of Both Rooms)
With confirmation that both rooms can be hired, Riverside Venue now offers the largest capacity and greatest flexibility of all options considered, while remaining available on the preferred dates.
Strengths
- Capacity: Up to 230 guests with both rooms hired
- Availability: Fully available on 10–11 April 2026
- Cost: £1,000 exclusive hire for full venue use (excellent value)
- Flexibility & Inclusivity:
- Two separate spaces allow zoning of the event
- Dining, speeches and auction in one room
- Dancing and socialising in the second room
- Quieter areas available for older members or those preferring conversation
- Facilities Included:
- Private bar(s)
- Inbuilt PA system and microphones
- Dance floor
- Duty manager on the night
- Tables, chairs, linens and glassware
- Accessibility:
- All on one level with easy access throughout
- Theme Alignment:
- “Henley Suite” branding aligns well with a Regatta-inspired evening
Assessment
Hiring both rooms removes previous capacity concerns and provides maximum layout flexibility, making Riverside the strongest overall option for the event on the preferred dates.
Alternative Preferred Venue – Crowne Plaza Stratford-upon-Avon
The Crowne Plaza remains the best single-room ballroom option in terms of professional delivery and prestige, but is unavailable on the preferred dates.
Strengths
- Capacity: Up to 200 guests
- Hire Cost: Complimentary ballroom hire with a minimum of 180 guests
- Facilities:
- Full professional AV, staging and lighting
- Dedicated ballroom ante-bar
- Dance floor included
- Guest Amenities:
- Free parking
- On-site accommodation
Considerations
- Not available on 10–11 April 2026
- Alternative dates offered: 3 April, 1 May or 2 May 2026
- Committee would need to agree a date change to secure this venue
Other Options Considered
- The Welcombe Hotel: Good hotel facilities but requires a trade-off between seating capacity and dance floor space
- The Embankment: Adequate capacity and facilities but mixed perceptions
- Charlecote Pheasant: Good value all-inclusive package but insufficient capacity
Overall Recommendation to the Committee
- Proceed with Riverside Venue, hiring both rooms, as the preferred option for the President’s Dinner on 10–11 April 2026 due to:
- Highest capacity
- Flexibility and inclusivity
- Availability on preferred dates
- Strong value for money
- Crowne Plaza should remain the preferred alternative if the event date can be moved to Friday 1 May.
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