Organizing Chaine Event
all you need to know to organize a CDR UAE event. Including guidelines to be shared and agreed upon with the selected venue
Pre-Planning
Menu Circulation
- Circulate the proposed menu to NC.
- If the venue hasn’t hosted a Chaine dinner before, provide suggestions and previous menus.
Pricing and Negotiations
- Fix the price based on negotiation with the host (refer to price table below).
- Establish FOC dinners for attending NC members.
Tasting Arrangements
Set up a date for tasting with a minimum of 3 pax from the Chaine. Include 1 rep from the hosting restaurant to taste and take notes. It’s good to have an ordinary Chaine member in the group.
Guest Management
- Determine the maximum number of guests and inform Md Zahran and Monika who handle the website and bookings.
- For popular venues with limited space, restrict bookings to members and 1 guest. If the venue is under-subscribed, encourage members to bring more guests.
Location Details
- Send a location map to members if the restaurant is difficult to find or there are many roadworks.
- Gather information on how many representatives from the host venue will attend.
Documentation
- Send Chaine logo(s), Hosting Guidelines, and CDR Brochure to the host.
- Get the table-floor plan and ensure the kitchen doors and entrances are well-defined.
- Have a current Membership List with most mobile phone numbers.
- Collect pull-ups from Motivate storage and return them after the event.
Tasting
- At least 3 NC committee members should attend the tasting. Include 1 representative from the host venue to take notes.
- Provide 2 Chaine banners to the restaurant.
- Establish the maximum number of guests (usually 70-80 pax).
- Round tables of 8 are preferred; exceptions can be made for tables of 6 or 4.
- Remind the host to charge water glasses for a toast to the rulers.
- Ensure the centerpiece decoration is low for easy communication across the table.
- Discuss any giveaways and the plan for after-dinner drinks and cigars.
- Confirm the entertainment plan (e.g., background music or live music).
- Determine the smoking policy and the nearest smoking area.
- Ensure elevator access for members who may need it.
Event Structure
- Reception: 3-4 types of finger food and bubbles (and possibly other drinks).
- Courses: Normally a 4-5 course menu.
- Starters
- Pre-Main or Palate Cleanser
- Main
- Dessert
- Chocolates and coffee/tea
Event Day
Pre-Event Setup
- Check venue for correct layout, table settings, and audio/visual requirements.
- Ensure Chaine banners and pull-ups are correctly positioned.
During the Event
- Ensure smooth service and guest comfort.
- Manage any unexpected issues promptly.
Post-Event
- Send a thank you email to the host and copy NC committee members.
- Obtain the list of kitchen and service brigade names for appreciation certificates.
- Arrange the collection of pull-ups for future events.
Photographer and Photos
Invoicing and Reimbursement
- Provide a hard copy of the credit card receipt to Eleanor for accounting.
- Ensure a VAT invoice from the hotel is stamped and signed, which can be emailed directly to Eleanor.
- Reimbursement is upon receipt of these documents as the auditor does not accept otherwise.
Price Structure
Cost per person (depending on negotiation with the host):
- Enthronization Gala Dinner: Approximately Dh 750
- Monthly Dinner: Approximately Dh 650
- Summer Lunch/Dinner: Approximately Dh 650
- OMGD Wine Tasting: Approximately Dh 450-550
Billing and Payment
- The bill is usually paid by credit card on the night of the event.
- 3-4 NC members dine free of charge (this should be negotiated at the beginning).
- Host venue guests are free of charge.
Post-Dinner Invoicing
- Provide a hard copy of the credit card receipt to Eleanor for accounting.
- Ensure a VAT invoice from the hotel is stamped and signed. This can be emailed directly to Eleanor. See the sample provided.
- Reimbursement is processed upon receipt of these documents as the auditor does not accept otherwise.
Event Announcements
Event Title
- Type of event (e.g., Diner Amical)
- Specific name of the event if applicable
Date and Time
- Full date (e.g. 2024-06-24)
- Specific day of the week (e.g. Monday)
- Time (e.g. 7:00 PM)
Venue Details
- Venue name (e.g., Lowe Restaurant)
- Full address (e.g., KOA Canvas, Wadi Al Safa 3, Dubai)
- Venue accolades or notable features (e.g., Green Michelin Star, #15 in the 50 Best Restaurants Middle East and North Africa)
Dress Code
- Required attire (e.g., Smart casual – with ribbons)
Event Description
- Brief introduction or welcome message
- Special highlights (e.g., special tasting menu curated by Head Chef Ali Shiddique)
- Description of what to expect (e.g., food style, unique experiences, etc.)
- Notable mentions about the venue or chef
Template Example
*Event Title*
*Type of Event*: Diner Amical
*Date*: [Full Date]
*Time*: [Time]
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*Venue*: [Venue Name]
*Location*: [Full Address]
*Dress Code*: [Dress Code]
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We are pleased to invite you to our [Season/Event Type] Diner Amical at [Venue Name], located at [Venue Address] on [Day of the Week], [Full Date].
[Venue Name] holds [Accolades or Features], making it a distinguished destination known for [Notable Features].
[Chef Name], Head Chef, will curate a special tasting menu that promises to be a delectable feast for the senses! Expect [description of food style, unique experiences, etc.], making this evening truly special.
We look forward to seeing you at [Venue Name] for a magical evening!
*Call to Action*: Please login to Reserve Tickets…
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This template allows for easy updates to the dynamic elements for each event while keeping the standard information consistent.
Note: This document serves as a guideline for organizing Chaine events and includes additional details on the course structure and reception setup. For more detailed planning, refer to specific event requirements and guidelines provided by the Chaine committee.