Basics

• A dinner dance will often be the highlight of a club's social calendar.  It should be a lot easier to organise than a competitive event but to be successful a dinner needs just the same planning and attention to detail.
• A club's committee should first perhaps consider why a dinner dance is being run: because it is a tradition, to raise funds or to round off a year and either just break even or even be subsidised.  These considerations will help establish a budget and a feel for the general flavour of the event.
• If you are likely to struggle to get an event off the ground, consider liaising with a nearby club to run a joint dinner.  One event of, say, 100 people will have more atmosphere (and negotiating strength with venues) than two of 50.
• Once objectives are clear the committee should appoint a small group (it can even be a one man or woman band) to get on with things, simply reporting back at intervals.  Committees should firmly resist the temptation to spend hours discussing details of menus, table plans etc.
• The organiser/s should of course rope in other people as necessary, eg to collect prizes for a raffle, or small items - key rings and so on - as table gifts.  If a club member is to be the Master of Ceremonies on the night (instead of a paid toastmaster) then he should be involved in the organising team so that he knows what is supposed to happen and when.

Timing

Venue

• In many areas there may be only one suitable venue but if there is a choice, go for one with adequate car parking and one where you won't have to rearrange the room for dancing after the meal.  Long thin rooms are less than ideal because they often mean people are split into two groups with a central dance floor.
• Wherever you choose, do be quite clear about the arrangements and PUT THINGS IN WRITING.  Who at the venue will be there on the night as your contact in case things go wrong?  Does the price of the meal include the cost of the room?  It should but there may be an extra charge if your numbers fall below a certain level.  What charges do you incur if you have to cancel?
• When you visit to vet a venue (you should), note if the room has "dead", dreary areas which could do with brightening then arrange for a competition car, or motor sport posters or a display of flowers to liven it up on the night.  And check if lights can be adjusted to vary the mood in the room, eg down for dancing and so on.
• Is there somewhere to display a club banner?

Menu

• Don't select something so way out that half the guests won't touch it, or something so complicated that the chef will be stretched beyond his ability.  Vegetarian options should be available.
• Establish what the procedure will be for ordering wine; some clubs are now building a certain amount into the basic cost of the tickets.
• Pay attention to detail with the venue e.g. it's not life or death whether flower displays tone with tablecloths but if they do, things will look that much better.
• Consider something original for the printed menus - the courses set out as a race grid or whatever.  Perhaps include a contact name and phone in case guests wish to join the club.
• Carry the same printing style through to the tickets and place cards if you have them.

Guests

• Obviously you will need an intelligent guess as to total numbers early in your planning.  Don't forget your local MP and mayor (and even other key council people if you need good links with them), sponsors, landowners etc.  Someone should be nominated to look after these people on the night, buy their wine and other drinks, so that they are not neglected.

Speakers

• Be realistic.  If you are a small club and expect 35 people at your dinner, a race or rally star is unlikely to fly in specially from Monte Carlo.  You may love your club dearly but don't expect others to automatically do so too.  For this reason you should budget to cover travel and hotel expenses for a key guest expected to make a speech.  Some star drivers may even expect a fee as well.
• Confirm speakers in writing, telling them where the dinner is, when it is, what dress it is,. how many are likely to be there, what you expect them to do, how'to find the venue etc.  And then have a contingency plan in case they let you down at the last minute!

Dress

Tickets

• All the attention to detail will be wasted if no one comes to the dinner so plan the sale of tickets with care.  The event should be plugged well in advance in the club magazine and with the local media (correspondents should be invited as guests of course) and perhaps committee members should be charged with shifting a certain number of tickets each.
• Consider trawling among lapsed members if they enjoy the dinner they may rejoin.
• Keep in mind that the 'flavour' of an evening can be affected if it ends up with a majority of people being 'friends of friends' rather than committed enthusiasts - a detailed analysis of the FIA in a speech by the chief guest may be less than enthralling to them.
• Ticket prices?  Up to you depending on your financial aim for the evening; keep an eye on what other organisations in the area charge.
• Clubs have come unstuck with their finances when people have promised to sell tickets and then not done so - they should be told of the importance of meeting sales targets!

Bands, discos, cabarets

• Much will depend on budgets and the average age of your guests.  A good disco is better than a lousy band.
• Few clubs will be able to afford a cabaret at their dinner.  An alternative may be to get a few club members to make fools of themselves with some skit BUT don't let such things run on too long or be so full of 'in' jokes that most of the room don't know what on earth it's all about.
• Consider background music during dinner and perhaps to fill the long pauses which sometimes occur as people walk up during prize-givings.

Raffles, etc

• If you decide to have a raffle to swell funds or just as a bit of fun, then nominate someone to run it and TAKE IT SERIOUSLY.  Nothing is worse than trying to prise money out of people when all you can offer is a tired box of chocolates and a can of car polish.  If you can't put on a reasonable display then don't bother.  Don't jeopardise your relations with local traders by scrounging too hard for prizes.
• The draw of raffle prizes can perhaps be used to provide a break during dancing but don't turn it into a boring marathon with an endless parade of people trooping up to the front.  State what raffle proceeds are to be used for.  Consider donating a portion to the Motor Sport Training Trust or a local charity.
• If you decide to have an auction to raise funds at a dinner then find someone who knows what he or she is doing, stress that things must not drag on, and prime one or two people to bid so that it doesn't flop.

Timetable

   You need to strike a balance so that things run smoothly without people feeling they are being over organised.  If you have a "comfort break" do appreciate that it may be difficult to get people back and seated ready for speeches.
 

On the day

• Consider placing a club banner near the entrance as a welcome.
• Try to find volunteers to be near the entrance to greet guests and make them welcome.  More formal clubs may have the president or chairman positioned to greet everyone.
• Have a table plan (with large lettering because people may not want to fish out their glasses) placed high up so that it can be seen.
• Check that the microphone is working.  If you have a series of speakers, position them so that the mike can be passed along in one direction to avoid wires getting tangled.
• Have a few switched on members primed to act as "noise marshals" ready to nip out to stop, say, clatter from an adjacent kitchen during speeches.  They should check that no phones can ring.
• If you decide to clap in the top table, coordinate it so that guests are not kept waiting too long for the VIPS.
• If you are going to have a loyal toast, have it fairly early otherwise people will be smoking anyway. (Before too long clubs may have to consider - or be forced to do so by law having non-smoking sections for a dinner.)
• The chairman should remember to thank key helpers, sponsors, etc during his speech ... which should not be too long.
• Bouquets of flowers for key wives and helpers always seem to be well received.

Awards presentations

• Too often these are a shambles; aim to do better.
• Try to keep the whole thing to a maximum of 15-20 minutes otherwise attention will flag.
• Tape or tie bases or lids onto trophies so that they don't fall and break toes.
• Have a clear system for identifying who has won which trophy.  If in doubt tie or stick labels onto awards so that there can be no confusion.
• Try to find out if winners are actually present. If not, either get people primed to receive awards on their behalf or simply announce their wins then move quickly on.

Publicity

• Use a dinner dance as a way of promoting your club.  Alert the media to the fact that it is happening and invite key journalists.
• Invite papers to send photographers or send your own pictures of key officials, prize winners etc.
• Put a blow-up of your club badge in a suitable spot and liaise with the photographer to ensure prize winners stand in the right place so that the badge features in all photographs.
• Put a potted history of the club on the menus plus an address for potential new members to contact.

After the ball is over

• Hold an inquest, ideally within a few days before things are forgotten.  What went wrong?  What can be done better next time?  Keep a written note.
• Mark up a timetable with the times things actually happened so that you know better next time.
• Does the running order need rejigging?
• Think about booking for next year.
• Write to key people thanking them.