A farewell and welcome party seats the people leaving beside the people arriving. Even the after-party can include speeches and the handing over of a gift, which makes the planning different from an ordinary night out.
Late March and early April are heavily booked. Here is what the organiser should settle, in order.
Late March and early April fill from February
The season concentrates on Fridays from late March to early April. Tables that take those numbers start filling in February.
Transfers are often not announced in time to fix a date, so holding two candidate dates and asking about a provisional booking is the realistic move.
- Have two candidate dates and ask during February
- Late March to early April Fridays concentrate
- Check the date cancellation charges start
If there are speeches, look at the shape of the seating
Where the after-party includes speeches or the handing over of a gift, you need seating where everyone can see. In a long narrow room, the voice does not reach the far end.
Private hire lets you set the music and the running order freely, but it usually carries a minimum spend. If the numbers are hard to read, holding a private room and keeping the order simple is also a choice.
Make sure the guests of honour can talk
Both those leaving and those arriving get spoken to by many people. Standing for hours is a heavy load.
Settle a seat where they can sit and talk, with people rotating around them, and it stays manageable. The organiser creating a moment to change seats helps too.
Fix the contribution and the payment in advance
Usually the guests of honour's share is covered by the others. Decide who covers how many shares beforehand and the desk does not stall on the night.
A free-flow plan with a flat contribution, set at an amount that needs no change given, is the practical approach. Confirm the name for the receipt in advance too.
- Decide the guests of honour's share first
- A flat contribution with free-flow drinks
- Confirm the name on the receipt in advance
Choose entertainment that does not need a compère
Bingo and quizzes lean hard on whoever is running them, and the timing is hard to predict. Something built on the venue's own equipment keeps the room going without that.
A nearest-the-pin contest on the golf simulator, or darts, takes people in turns and produces a number for a result. Experience does not matter, so it works across a wide range of ages.
A farewell and welcome after-party at Gion Country Club
Gion Country Club is an indoor golf and bar lounge three minutes on foot from Gion-Shijo Station, open from 5pm until 5am. The fully private VIP room with karaoke takes up to ten guests.
Bringing a gift or a cake is free of charge if you raise it in advance. For private hire or a large party, please get in touch.
Frequently asked questions
When should we book a farewell and welcome after-party in Kyoto?
Late March and early April Fridays fill from February. Enquire during February with candidate dates in hand.
Can we bring a gift?
Raise it in advance and we will take it free of charge. We ask you not to bring drinks.
Can we make time for speeches?
In a fully private room you can set the running order. Tell us your numbers and how you want the evening to go when you book.
