TL;DR Checklist
- Define goal + headcount
- Pick date/time (avoid Cowboys home games & Friday 4–6 PM I-75 traffic)
- Book venue + layout + AV
- Confirm catering & drinks plan
- Send invites (calendar hold + details)
- Build a run-of-show
- Prep signage, name tags, playlists
- Day-of captain + cleanup plan
- Follow-up email + photos within 24 hours
1) Start With the Goal
What must happen for this to be a win?
- Examples: launch update, client appreciation, team planning, training.
- KPI ideas: RSVPs, attendance %, leads booked, satisfaction score, NPS, post-event meetings.
Headcount & Length
- 10–20 ppl = 2 hours
- 20–50 ppl = 2–3 hours
- 50–80 ppl = 3 hours, staged food
2) Budget
Rule of thumb: Room + Food/Drinks + A/V + Décor + Staff = Total
| Line Item |
Low |
Mid |
Notes |
| Room rental |
$200–$600 |
$600–$1,200 |
Half/Full day |
| Food |
$10–$25 pp |
$25–$45 pp |
Trays or local catering |
| Drinks |
$4–$12 pp |
$12–$20 pp |
BYOB or vendor |
| A/V |
Included–$250 |
$250–$500 |
Screens, mics, adapters |
| Décor/Print |
$50–$150 |
$150–$400 |
Signage, flowers |
| Staff/Clean |
Included–$150 |
$150–$300 |
If needed |
Tip: lock per-person costs early; pad 10% for last-minute adds.
3) Pick the Right Venue In McKinney
Use this quick test:
- Location: near Downtown McKinney or Adriatica (easy parking, walkable options)
- A/V: HD display, sound, clicker, fast Wi-Fi
- Layout: boardroom / classroom / cocktail
- Food friendly: outside catering OK, prep area, ice/fridge
- Privacy: door you can close, no bleed-through noise
- Support: on-site contact day-of
Why The Table McKinney: Flexible rooms, business-grade A/V, BYO catering, easy parking, and private space that feels not like a hotel ballroom. Book a tour.
4) Food & Drinks (keep it simple)
- Best bet for business: small bites + one signature item (sliders, BBQ, Mediterranean trays)
- Drinks: water + tea/lemonade + optional beer/wine (follow venue rules)
- Dietary: have 10–15% vegetarian & gluten-friendly
- Timing: set out 10 min before doors; refresh halfway
5) Agenda
2-Hour Business Event
- 0:00–0:10 Doors open, check-in, light music
- 0:10–0:15 Host welcome + agenda
- 0:15–0:45 Main content (update/demo/training)
- 0:45–1:05 Break + food refresh
- 1:05–1:35 Q&A / roundtables / signups
- 1:35–1:50 Networking & photos
- 1:50–2:00 Final CTA + thank you
CTA ideas: book a tour, schedule a demo, claim member offer, RSVP next session.
6) Invites & Promotion
- Email: calendar hold + RSVP link + parking instructions
- Social: LinkedIn event + one reminder the morning of
- Reminders: 72h + 24h + morning-of (include exact door/parking note)
7) Day-Of Readiness
- Name tags, markers, check-in list
- HDMI/USB-C adapters + clicker + spare charger
- Signage: front door + restroom + agenda
- Wipes/trash bags + to-go containers
- Assign one captain (not the speaker) to run the show
8) After the Event (within 24 hours)
- Send thank-you email w/ slides, photos, next step link
- Log leads and book follow-ups
- Quick debrief: what to keep/change next time
McKinney-Specific Tips
- Parking: guests love easy in/out—mention the closest lot and entrance
- Photo ops: Historic Downtown & Adriatica are perfect for recap posts
- Vendors: McKinney/Frisco caterers cut delivery time & costs
Ready to Book?
If you want a turnkey setup—A/V, flexible layout, BYO catering, and a room that actually impresses—host it at The Table McKinney.
👉 [Book your date] | 👉 [Ask about memberships]
FAQs
How far in advance should I book?
4–6 weeks for weeknights; 6–8 weeks for Fridays.
Can I bring my own food/drinks?
Yes—confirm details with your venue in advance.
Do you provide A/V?
At The Table: display, sound, Wi-Fi, and adapters are available. Ask to test 24h before.
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