Practical guidance for event organisers, planners and hosts working with True North Event Group. Answers to common questions, venue advice and preparation notes based on years of Canadian event delivery.
A Planning Resource
The questions below reflect what clients most commonly raise during the planning process. We've answered them directly — not to replace a planning conversation, but to give you a head start on the decisions that shape a successful evening.
For most events, we recommend a minimum of four to six weeks' lead time. This allows sufficient time for a planning consultation, proposal review, venue coordination and any bespoke additions such as custom styling or branded elements.
For large corporate events, annual galas or events with complex logistics, eight to twelve weeks is preferable. That said, we regularly accommodate shorter timelines when our schedule allows — if your date is approaching, reach out and we'll confirm availability immediately.
After you submit an enquiry, a planning contact reaches out within 24 hours. We discuss your brief, guest count, event format, preferred experiences and any specific requirements. From there, we prepare a detailed event proposal — including scope, package, logistics and timeline.
Once you're happy with the proposal, we confirm the booking with a written agreement and begin the detailed planning coordination. You'll have a single point of contact from that first call through to post-event follow-up.
Yes. True North Event Group delivers events across Canada, including Toronto, Vancouver, Calgary, Ottawa, Montreal, Edmonton, Halifax and Winnipeg. For events in other cities, please enquire directly and we'll confirm logistics and availability for your location.
National coordination is managed centrally, so the same planning standards and service quality apply regardless of where your event is taking place.
Each table requires a clear floor area of approximately 10 x 12 feet (roughly 120 square feet), which includes the table footprint and comfortable standing room for guests and the host. This is a guideline — we advise on exact layout during the planning process based on your venue dimensions.
For events with multiple tables, we recommend additional space between each table for natural guest movement and to avoid crowding. A venue floor plan shared in advance allows us to prepare a precise layout recommendation.
We recommend introducing us to your venue contact during the planning stage so we can coordinate directly on access times, load-in logistics and layout approval. Most venues are entirely comfortable with our setup — it's portable, self-contained and leaves no permanent marks or fixtures.
For venues that have specific requirements or restrictions, we adapt our approach accordingly. We've worked with hotels, private clubs, function spaces and outdoor venues across Canada and are experienced in meeting varied venue policies.
Positioning depends on your event format. For cocktail-style events, we typically recommend placing tables in a cluster that allows guests to move between them freely. For events with a formal dinner component, the game area usually occupies a separate section of the room that becomes active during the social hour.
Roulette tables benefit from central positioning due to their visual draw. Poker tables work better in quieter areas where concentration is possible. Blackjack and dice sit well in higher-traffic zones. We'll develop a specific recommendation once we understand your room layout and event flow.
Most commonly, game tables run during the cocktail and social reception periods — before a formal dinner, or during and after dinner when guests are in a relaxed, social mode. They can also form the centrepiece of a dedicated gaming evening with no formal meal component.
We advise against positioning the game session immediately upon guest arrival, as people typically need 20–30 minutes to settle before they're ready to engage with an activity. We build this consideration into the event timing plan as standard.
For most events, two to three hours of active gaming is the sweet spot. This allows sufficient time for guest rotation — ensuring that most guests get a turn — while maintaining energy levels and avoiding the drop-off that happens when an activity runs past its natural peak.
For longer events (four or more hours), we recommend either scheduling the gaming session in a specific window rather than running it continuously, or planning for natural breaks that keep the experience feeling fresh rather than exhausted.
A closing ceremony — chip count, prize announcement, or a short finale moment — adds a useful narrative arc to the evening. It creates a natural end point to the gaming session, gives the audience a shared moment to gather around and provides a memorable conclusion.
Prizes don't need to be elaborate. We've seen everything from branded merchandise to experiential gifts work extremely well. The key is that the closing ceremony is announced in advance, runs at the right time in the programme and is delivered with some theatricality. We help plan and manage this element for clients who want it.
Not at all. Our hosts are trained specifically to welcome guests at every level — from complete beginners to experienced players. Newcomers receive a clear, unhurried introduction before joining a table, and our hosts manage the dynamic between experienced and first-time players with care.
For groups where most guests are unfamiliar with the format, we can adjust the pacing, run extended orientations at the start of the session and select experiences that have lower entry barriers (blackjack and roulette are particularly accessible for beginners).
We recommend mentioning the game table experience on your event invitation or pre-event communication — something like "an evening with professional table games hosted by True North Event Group." This sets expectations, builds anticipation and ensures guests arrive curious rather than caught off guard.
We can provide suggested copy for invitations or event descriptions on request. Keeping it light and social in tone tends to land better than describing it too formally.
The experience is designed for adult guest audiences. All play uses fun chip currency — there is no real money involved, no financial exchange and no actual wagering of any kind. The activity is purely entertainment-based and is appropriate for any professional or social adult event context.
If you have specific guests with particular preferences or sensitivities, speak to your planning contact — we can always adapt the framing, pacing or layout to ensure everyone present has a comfortable and enjoyable evening.
Still Have Questions?
Every event has details that a FAQ page can't fully anticipate. If you have a specific question about your venue, guest group or event programme, we're happy to have a straightforward conversation about it.
