From our point of view, the earlier the better! Not because we're trying to pressure you. But because the calendar fills up in patterns that catch people out every year. And the best venues and actors get booked up way in advance, and last minute bookings usually command a premium because they know you're desperate.
The seasonal reality
October, November, and December are chaos. Everyone wants their Christmas party or end-of-year team event at the same time. If you're planning something for Q4, you need to be booking in July or August.
By September, the good dates are gone. By October, we're squeezing people into whatever's left.
January and February are quieter (and are actually great for team-building events - getting people over the post Christmas slump works wonders). March picks up again (end of financial year events). Summer is hit and miss depending on holiday schedules.
Group size matters
Smaller events (under 30 people) are more flexible. We can often fit these in with 3-4 weeks notice, assuming it's not peak season. During peak season, we need 12 weeks give or take.
Larger events (50+) need more lead time. More actors to coordinate. More complex venue requirements. More prep work on our end. For big groups, 8-12 weeks minimum is sensible.
Events over 100 people? Start the conversation 5-6 months out.
What happens if you leave it late
Sometimes it works out. We've pulled together events in two weeks when schedules align.
More often, you end up with limited date options. Maybe a Tuesday afternoon instead of the Friday evening you wanted. Maybe a smaller venue than you'd prefer.
Worst case, we're fully booked and can't help at all. That's rubbish for everyone.
The venue factor
If you're using your own office or a venue you've already booked, that's one less constraint. And gives you a lot of flexibility in terms of dates and timescales.
If you need us to find a venue, add time to your planning. Good venues in London, Birmingham, and Manchester book up fast, especially for larger groups.
We have relationships with venues that help, but we can't magic availability out of nowhere (as much as we wish we could!)
The practical advice
As soon as you know you want to do something, get in touch. Even if you don't have the details nailed down.
We can hold provisional dates while you sort out guest numbers. If you can pay a deposit, even better, as it allows us to be more flexible when it comes to booking venues. Unsurprisingly, venues that have a deposit are more likely to be accommodating with changes (if they can of course) than a venue who is working with a vague promise. That's better than waiting until everything's confirmed and finding out your preferred date went three weeks ago.
Send us a message with your rough dates and group size. We'll tell you what's possible.