Last Minute Questions


EEEEK! My Event is this Week, and I have so many Last Minute Questions!

Scary isn’t it? The countdown is on, your event is days away now, you have taken care of all of the big things, but what about all of the little things? See a list we compiled which should answer most of your last minute questions.


 

Week of My Event

We advise you to read our whole page called Security Deposit, so please CLICK HERE to read our full policy so that you understand correctly.  But in a nutshell, you can only use your own Credit Card, so the Credit Card Holder needs to be present upon arrival.  If that is not possible, then we encourage you to have the Credit Card Holder to fill out this form, which gives us permission to use their card, even if they are not here in person.

Here is the form:

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That is a very loaded question!  So many factors go into this decision, and note that the decision is ours as to what to do.  If the item you rented was nearing its end before needing to be replaced, then we probably won’t charge you anything.  If the game left our showroom in perfect condition and came back something else, then you can guess that you will be charged.

How much depends on the severity of the damage, if it can be repaired or if it has to be replaced, how well you tried to avoid the damage, etc.

If you pull a blackjack table out of your van and it has a tear in the leather, we will have already been watching you closely as to how you loaded it into your vehicle, and then unloaded it upon returning.  If you did not bring blankets and padding like we suggested, and instead crammed everything on top of each other while not taking any consideration into protecting the items, then you will most definitely incur a charge.

Taking your coat off to use as padding is not what we recommend, and it kills us every time someone offers to do this because they did not read the instructions about bringing protection!!

This is what the security deposit is for – it covers for mishaps like this.  If we made the security deposit only $50 per order, people would be more likely to be careless.  But by charging a minimum of $250, we are trying to encourage people to take care of our equipment as if it were their own.

If the damage exceeds the original amount that was pre-authorized on your credit card, we will attempt to charge it to the card provided.  If the proper funds are not available for us, you will be responsible for paying for the damage by e-transfer or cash.  We will give you 3 days after we find out about the damage to pay for it so that we may begin repairs in time for the next customer coming that weekend.

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We understand how hard it is to rely on other people to help you with delicate matters, especially when a Securit Deposit is involved.  Time and time again, people return their games with missing items because their helpers at the party didn’t know it belonged to Jack of all Spades and threw it out.  Or their buddy loaded the games in the car for them but then put a hole in one of the games because of carelessness.  Or used a permanent marker on one of our game rental signs, while helping to write in the price to be charged.  Or brought it back 3 days late because they were busy and didn’t think it would be a big deal.

These people are not trying to make your life difficult, but it happens often unfortunately.  Whoever’s name is on the invoice, is ultimately responsible for looking after the items at all times.  Whoever’s credit card we have for the security deposit is ultimately responsible for paying for damaged or missing items.

With that said, if you FIND the missing item, then please call us!  We would love to have the item back and this is far more important to us than to charge you a replacement fee.  We will offer you a refund for the fee if the item has been returned to us in the same condition in which it was received.

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We have tons of tips for you to consider, as there are many variables involved when trying to maximize your profits.  Your success depends on:

  • How well organized you are
  • Who you have chosen to run the games (pick fun outgoing people who are happy to help)
  • If your helpers are quick with counting
  • Where you set up your games (don’t pick dark places are in the back corner)
  • Average age group of your guests (young 20 year olds may not have as much disposable income as 40 year olds so will probably spend less.  And seniors typically do not drop hundreds while at these events either, as they are known to be more conservative spenders)
  • How many games you have (you don’t want too many or too little)
  • How much you are charging for your games (too high, and nobody will play)
  • What the prizes are if they win (make it worth their while)
  • What else you may be focusing on (entertainment, DJ. etc)
  • Number of people in attendance

So take these into consideration and have a good plan in place to avoid all of these, and maximize your profits!

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We hate to say it but if you must know how to sell the most Raffle Tickets at your event… but we are just going to say it.  Specifically choose some good looking men and women to sell these tickets.  Terrible isn’t it?  So shallow!  But it works.  Ev..ery..time.

Make sure they charm, smile, and hustle for best results. It is good to have a few different colours of Raffle Tickets too, because one girl can have the red tickets, and one girl can have the blue tickets. When the red ticket girl sells tickets to a group of people, the blue ticket girl can come around and ask them to buy tickets from her. When your guests say that they already have some, the blue ticket girl can say, “but you do not have my colour,” with a pouty look on her – works every time!

Typical pricing would be three tickets for $5 or an arms length for $10. Another good option is to also offer $15 for a hug, which means that a pretty girl will hold the tickets in her hands and will hug your guest. When her hands meet around their waist, then that is how many tickets they get. Guys are a sucker for this!

So we recognize how awful these tips are when trying to decide how to sell the most raffle tickets, but just trust us when we say it works.

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raffle drawsNeed some help with how to run the Raffle Draws?  Plan to shut down the games no later than midnight, as you will need time to run the raffle draws.  When your guests purchased Raffle Tickets throughout the night, they would walk along the long line of prizes on the Prize Table, and choose which prize(s) they wanted the most.  Then they would tear half of their ticket and put it into a Raffle Container that corresponded with that Prize.

One big mistake people make when they have lots of raffle prizes, is that they use a microphone to draw the raffle prizes all at once which stops your party dead. It also drags on and on and on, and it can be annoying.  Especially if you are one of those parties that have 100 prizes.

It is a good idea to draw a couple of prizes publicly and either have the DJ announce the other winners in between songs or rent our Dry Erase Boards to post the winning numbers silently. This is a good way to keep the sale of Raffle Tickets going, as your guests will be constantly reminded about the prizes people keep winning. As the night goes on, the prizes get more expensive and more appealing, thus encouraging people to stay longer and spend more money.

Another idea is to have people write their names on the Raffle Tickets before they put them in a Raffle Container. This way, the announcer does not have to read the numbers eight times before people hear him correctly, they will understand a person’s name much easier and it will go faster.  Also, if they are not there anymore, you can get them the prize another day.  So people don’t have to stick around…. however you kind of want them too!  The longer they are there for, the more they will spend on drinks and games, so you choose what is best.

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Your drink charges for your guests generally range from $2.50 a drink to $3.50, but this may vary depending on the crowd you are inviting, the kind of drinks you are serving, and the area in which they are from. Jell-O shooters are very popular and generally sell for $1 to $2 a piece and can be sold to people at their tables, rather than waiting for them to come to the bar to buy them. We suggest that you have 3-4 types of beer, 3-4 types of liquor, 3 types of pop, and consider the possibility of coffee, tea, bottled water, and milk as other options for your guests.

On average, each person that shows up may drink 2 to 4 drinks, so you can use this number to judge how many drinks to buy.  You have charge more for premium beers if you wish, and you can do this by offering a different coloured Beer Ticket to keep it simple.

If you buy too much, the LCBO and Beer Store will allow returns under some conditions.  The AGCO Website says:

When returning unopened alcohol purchased from a government store, you must produce the permit and a copy of your payment records (e.g. receipts and/or invoices). Check with the retailer at which you purchased the alcohol for further details.

Typically, The Beer Store will allow up to 20% of the beer you purchased to be returned, as long as it is a perforated case (not glued), you have your Special Occasions Permit with you, the seals of the case are not broken, and it is a full case that is unopened. The LCBO will allow returns as long as you have your receipt and it can be a saleable item again (not used).

Also one quick note, is we recommend to have a table near the bar off to the side, which has plastic cups and a jug of water.  That way the bartender won’t be overwhelmed with orders like this, when people can just do this themselves!  Shortens the line a bit and gives them a break.  All you have to do is put someone on water duty to ensure it is always full!

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Figuring out how to set up your hall can be tricky but we have some great tips.  Make sure that when you are setting up the tables, they are not all in straight lines like you would see at a bingo hall. Be creative and funky and change it up a bit. Maybe even draw out a layout ahead of time. From experience, we have found that you should have zones for everything: food, games, dance floor, seating area, bar, etc. This makes it easier for your guests to navigate and not miss anything. It also spreads the guests throughout the hall more evenly which will prevent people from feeling closed in and congested.  You want people to mingle and walk around rather than stay in one area the whole night.

You should put games like Blackjack, Poker, Roulette and Craps up against the wall so that your guests cannot go beside or behind the dealer and cheat. It is fun to place games like the Jail & Bail in the middle of the room, since it is free standing and will make people notice it.  Don’t throw this game in a dark corner – be strategic and place it where people will notice it!  A huge dance floor is not needed; you want the attention to be on the games, which is where you make your money. As games start to close at the end of the night around midnight, that is when the dancing may really take off, but probably not before.

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First of all, let’s simplify things.  Do not allow bets of nickels or dimes or quarters at games.  This will eliminate having to have a separate float at each game, and to keep rolls of coins at each game .  Instead just deal in loonies and toonies and bills.  Keep it simple man!

At the front door when people enter, you will need a large float there to break people’s twenties because that is what most people will start with.  Consider renting our Deluxe Cash Box as it separates all the change and bills effectively.  You may have 10 people show up at once so you need to make it a smooth transition into the hall and take their money fast!

If you make the admission ticket price $12 for example, you will probably have to keep breaking people’s twenties over and over so plan to have a ton of change.  If instead you made the admission price an even number like $10 or $15 or $20, this is more efficient and you will be less likely to make a calculation error.

As far as how much change to prepare for, we really cannot answer that as it depends on how many people you have coming, how much you are charging for games and drinks, etc.  Money is money, so if you have too much “change” it is not as though it will go to waste.  You just trade it back in for bigger bills when you are done.  Just ensure that the front door has a ton of change, and each person manning a game or selling raffle tickets or jello shooters will wear a money apron, so they too will need a small float.  Throughout the night they can get more change if they run out from the front door people who carry a larger float.  You will want them to empty out the money collected thus far too, to minimize the amount of cash being carried around and possibly lost!

If you are playing a Toonie Toss game, you CAN reuse the toonies, so don’t go crazy on having TONS of toonie change.  People never think of this!

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