Event Proposal
Stratford-upon-Avon Boat Club President’s Dinner
Date and Venue: Under evaluation
Event Overview
This proposal outlines plans for an evening to 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.
Event Objectives
- 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.
Event Details: SuABC President’s Dinner
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 |
| 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.
- Sponsorship 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
Summary Evaluation
| Criteria | Top Performing Venue(s) | Notes |
|---|---|---|
| Capacity | Crowne Plaza (200), Cox’s Yard (150) | Riverside slightly undersized (130) |
| Formal Suitability | Riverside, Crowne Plaza, Alveston Manor | Cox’s Yard is casual, Town Hall too small |
| Cost-Effectiveness | Cox’s Yard (no hire fee, £1k min spend) | Good for budget but lacks formal dinner option (pizza or finger food) |
| Dining Quality & Style | Crone Plaza, Alveston Manor, The Arden, Riverside | Alveston offers full service hotel catering |
| Accessibility & Parking | Riverside, Crowne Plaza, Alveston | Cox’s Yard lacks parking |
| AV & Entertainment | Crowne Plaza (professional setup) | Riverside and Alveston both have adequate PA/mic |
| Theme Adaptability (Henley Regatta) | Crowne Plaza, Riverside | Riverside’s “Henley Suite” fits the theme name! |
Recommendations
1️⃣ Top Overall Choice: Crowne Plaza Stratford
✅ Excellent capacity (200 seated), full-service hotel facilities, complimentary hire, professional AV, and parking.
⚠ Only available 3 April 2026, not 10–11 April; alternative dates offered Friday 1 May/Saturday 2 May.
2️⃣ Runner-Up: Riverside Venue
✅ Strong alignment with the Regatta theme, accessible, flexible setup, modest hire fee (£600).
⚠ Capacity under ideal 150 guest mark – maximum seated capacity is closer to 120 (e.g., partial standing reception). Alternatively, two rooms can be hired out (£1000) to extend capacity – but risks separating guests.
3️⃣ Contender for Smaller or Mid-Scale Option: Macdonald Alveston Manor
✅ Elegant hotel setting with catering and AV options; suitable for up to 100 guests.
⚠ Not available on 11 April; only 10 April possible.
4️⃣ Less Suitable Options:
-
Cox’s Yard: Informal “taproom” atmosphere; buffet rather than dinner.
-
Town Hall: Elegant historic venue but too small (80 guests).
-
Arden Hotel: Excellent quality but undersized (80 guests).
Crowne Plaza Stratford Boat Club 150th Anniversary Proposal 03.04.26
Crowne Plaza Banquet Menu 2025 Coxes Yard-AW25-Extended-Buffets-Final Arden Hotel Stratford upon Avon Boat Club Alveston Manor Hotel SpringSummer Banquet Menu
Embankment event_brochure_interactiveStratford Sports Club Presidents day boating Stratford Sports Club Presidents Lunch boating