For some clubs, space and size limitations pose challenges to dining versatility. Yet when members book an event at the Roaring Fork Club in Basalt, Colo., Karen Baxter, Food and Beverage Director, focuses on meeting their needs regardless of the event's size. Admittedly, finding enough space can be difficult to say the least. "Some clubs have big banquet spaces, but we don't," she says. "We have this beautiful clubhouse that doesn't fit anything but the obvious–lunch, dinner and that sort of thing."
But the space constraints haven't stopped them. Built six years ago, the club was not designed to host big-ticket events. But the management team focuses on maximizing the space it has and can successfully host a wide range of events from small, intimate luncheons to large, black-tie weddings and wine dinners. Through the years, the club has booked a number of large functions, without spending a fortune on a re-design. Baxter and her staff have seamless dining room transformation down to a science.
Space Invaders
At Roaring Fork Club, no space is left unused. During busy seasons, Baxter transforms the club's library–which has bookshelves all around the perimeter, a pool table and a fireplace–into an additional dining area that can seat 50-60 people. "It's a beautiful room and I kept thinking it was such a waste of space," Baxter explains. "So when I transform it into a dining room, people love it. I take a space that doesn't get utilized well and turn it into a revenue center." The club is also able to sell the library as a private party room or use it for casual dining when the main dining room is hosting an event, so that members always have a place to go.
Efficiently using existing space is one of the most effective ways to increase dining versatility. The Montclair Golf Club in West Orange, N.J., utilizes several dining and lounge spaces when hosting big-ticket events. The North and South lounges are usually set up with comfortable couches and chairs, coffee tables and rugs. For special events, though, the room transforms. "Being the [experienced] movers that we are, we actually have a 10-foot by 7-foot area on the floor that goes down into the basement. So, when we're doing a wedding or event of that nature, all of the furniture is moved down into the basement," says Don Boegler, Clubhouse Manager. "Then the whole lounge is converted into a seating area that accommodates about 180 people."
Opening Options
Using multiple rooms for a single event can be complicated. Thoughtful set-ups are crucial. The Estancia Club in Scottsdale, Ariz., accommodates larger groups by scattering an event through three dining areas–the grill, the formal dining room and the private dining room–by opening the 12-foot doors that separate the rooms. "Although everyone is not in the same room, everyone is still part of the party," says General Manager Michael Seabrook.
Movable walls and doors are the secret to Montclair Golf Club's event-hosting success. Along with the North and South lounge set-ups, the club hosts events in the Charles Banks room, Formal Dining room, Fairway room and main bar. These four rooms are separated by sliding doors, which can be opened or closed depending on the size of an event. "When we host our Anniversary Ball for all the members, we might have 300-350 people," says Boegler. "In that case, we open up all the doors and make one thoroughfare between all three rooms, which can then open up into the main bar."
For modest-sized parties, the New Jersey club closes the doors and instantly alters the layout. "We have a huge amount of versatility," says Boegler. "The doors give us the flexibility to use one room at a time or all the rooms at once. Many times we have a function in the Charles Banks room, a function in the Formal Dining room and regular dining in the Fairway room."
Get Glowing
To complement inventive dining set-ups, strategic lighting is a must. With a simple flick of the switch, a room's mood evolves. Wide-ranging options of decorative lighting allow a room to take on many different personalities and functions, without breaking the budget.
Dimmers provide instant and intimate ambiance. Temporary light sources like candles–votives, pillars and lanterns–warm up any occasion with a soft glow and add romantic charm. "Depending on what event we're doing, candles make the room look completely different–we can dress it up or down," says the Roaring Fork Club's Baxter.
Permanent lighting fixtures like wall sconces and chandeliers can be dressed up to alter the mood. For these inexpensive but dramatic touches, creativity is the watchword. "For events, I may dress up the chandeliers with greenery or flowing linens," says the Roaring Fork's Baxter. "A couple of times, I've hung votive candles onto the chandeliers with fishing line, so they look like they're floating. When guests walk into the room and see the floating votives it has a really nice effect."
Using lights to accent the club's architecture is another impressive way to add elegance. "Sometimes we up-light the club's architecture, which adds a warm glow," says Katie Ciocca, Food and Beverage Director at Mayacama Golf Club in Santa Rosa, Calif. The club uses candles, lanterns and other innovative lighting to complement both indoor and outdoor events.
Switching out bulbs is another easy way to change the tone of an event and create more versatility. Soft halogen lighting is appropriate for the mornings when white light, similar to a crisp morning outdoors, is desired. At night, consider adding blue gels to lighting fixtures for a sexy or romantic ambiance. Also consider keeping the perimeter of the room a bit darker, to create a sense of allure. Or, to create a different look, position up-lights on the floor so that they graze up on the walls or a set of columns. You can also try placing them in the room's corners and camouflage them with plants, which will cast interesting shadows.
For renovations and new construction, a word of caution is warranted. It's much easier to move tables around in a room if the lighting has been designed in a general grid rather than with spot lighting on each particular table. If lights are fixed and not adjustable, especially if they're designed to hang low over the tables, you will be hard pressed to move furniture around for events. Instead, use directional lighting such as track lighting to focus on tables without sacrificing versatility.
Table Toppers
When hosting a big-ticket event, everyday tableware won't suffice. But transforming tabletops into elegant place settings can be a cinch. Many clubs use rental companies for table settings because maintaining their own inventories of china and stemware can be costly and an inefficient use of storage space. "Clearly, it behooves you to know the rental company very well," recommends Baxter of the Roaring Fork. "I always go down and tour their inventory so I have in the back of my mind what they have available."
Accessorizing the tables with linens gives the dining space an extreme makeover–with minimal effort. "Whenever I instantly need the room to look better, I use linens," says Baxter. "Whether it's plain white or decorative, linens are the number one way to change the look of everything." Baxter has two supplies of linens–one white and one champagne–but when she has a formal event that really needs to pop she'll head to the rental company and choose specialty linens in various colors, patterns and fabrics, which may cost $15 to $75 per table.
Decorative linens that strategically splash color through an event give the room a unique flair. To avoid an informal, inappropriate effect, however, linens should complement the room's natural charms and de
sign motifs. "We use different linens all the time," says Ciocca. "We've been using a line that comes in cantaloupe, melon and sunset colors. They are beautiful colors that go with the overall feel of the club." She also recommends matching place settings and glassware to the type of event. "We'll bring in different rental china to fit with the menu. For example, if we're doing an Asian-inspired meal, we'll bring in square plates."
Napkins can also add to the mood. "You can do a lot with the napkin fold," says Baxter. "I have a couple books with different napkin fold designs. If I need the room to look different, especially for more formal events, I look at my books and talk about different options with the client."
The Big Picture
Expanding a club's ability to host a wide range of dining options and events can boost its reputation and increase member and guest satisfaction. When Roaring Fork Club opened its doors six years ago, it was a modest golf and fishing club. Through the years, however, it has become a renowned event space with seamless operations. The club's ability to adapt to a number of different events with specific needs exemplifies the art of transforming a casual space into something more–without redesigning or adding permanent additions. C&RB
Summing It Up
• New looks don't require remodeling.
• Outside-the-box thinking allows many clubs to host big-ticket events in a small space that was never intended to accommodate large crowds.
• New linen colors and napkin folds can make a world of difference.
• Light is a powerful tool for setting a mood. Experiment with different bulbs.
• Try moving couches outdoors for events.
The Great Outdoors
The Roaring Fork Club can host 100-120 people indoors. But in the warmer months, it grows. The Roaring Fork Club's Karen Baxter, Food and Beverage Director, spreads events out the dining room doors onto covered verandas outside. The staff constantly moves furniture, creates temporary seating areas and utilizes outdoor tenting to expand their dining area for events for up to 350 people.
Expanding dining facilities outside is a popular tactic among clubs. Not only do outdoor areas increase space, they also highlight the club's grounds and architecture. Spilling events into the outdoors is common at the Red Sky Ranch in Avon, Colo. "At the guest clubhouse we have a permanent, covered structure outside over the patio that services a lot of groups," describes Patrick Donovan, Director of Club Development for Red Sky Ranch and the other Vail Resorts Development Company clubs. "The sides roll up and there are heaters. It's like being outside, but with protection from the elements."
Although dining al fresco is often associated with more casual get-togethers, interior accessories add immediate elegance. Setting a serene mood is key when the Estancia Club opens its dining room doors and expands seating onto the porch. "We have beautiful tables with umbrellas out there," says Seabrook. "When members sit outside, we'll put on heaters and use candles to create dim lighting."
The Trend To Comfort
A growing trend toward more casual dining decor helps to make the transition from casual to formal dining easier and more accepted. Clubs are using more residential style furniture and room set-ups designed more like a private residence than an exclusive club. "People come here to relax," says Patrick Donovan, Director of Club Development for Red Sky Ranch and the other Vail Resorts Development Company clubs. "People spend a lot of time tied to their work. Hopefully, the club can be a place to step away from that a bit."
Many clubs have introduced comfortable lounge areas in their dining spaces, complete with soft couches, lounge chairs and appetizer tables. These cozy, residential-like areas can be incorporated into a larger event if properly planned. At the Red Sky Ranch, members often sit around the large fireplace and enjoy drinks or move into the bar area that has comfortable seating to enjoy a more casual meal.
Incorporating comfortable furniture into big-ticket event set-ups is a great way to pamper and please guests. Karen Baxter, Food and Beverage Director at the Roaring Fork Club, created a laid-back vibe when she removed couches, chairs and coffee tables from the clubhouse's great room to set it up for a large party. She set up the furniture in a covered veranda outside, complete with candles and greenery. The result was a makeshift outdoor cocktail lounge. "We served cocktails out there and once the band started playing inside, it offered them a quiet place to go sit and talk," she says. "It looked like a little nightclub out there, and they loved it."
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