Behind the Draaiboek: How Our Coordinators Ensure No Detail Is Missed

Planning an important meeting, wedding, or party can feel overwhelming—unless you have a watertight draaiboek. At De Heeren van Montfoort, our experienced coordinators build a clear, shared draaiboek (event run sheet) and make sure the entire team carries it—so nothing is overlooked. From guest arrivals and AV checks to dietary needs and weather plans, we translate your goals into a precise, smoothly executed day.

In this article, you’ll learn what a draaiboek is, how our coordinators create and run it, and the practical steps that keep your event seamless at our centrally located, full-service venue.

What is a draaiboek?

A draaiboek is a detailed, time-ordered plan that outlines the who, what, where, and when of your event. It synchronizes teams, suppliers, spaces, and services so every moment runs to plan.

Our approach: a draaiboek carried by the whole team

Our promise is simple: personal contact, fast responses, and a comprehensive run-through—backed by a team that knows your plan by heart. Here’s how we make that happen.

1) Discovery that turns goals into a plan

• Personal intake with an experienced coordinator to clarify objectives, guest profile, timing, and ambiance.
• Quick, clear communication so decisions move forward without friction.
• Tailored room setups and styling to fit your purpose, from compact meetings to larger events.

2) Logistics designed for effortless arrivals

We map arrivals and departures into the draaiboek so guests start relaxed and on time.

• Central access: just 5 minutes from the A12/A2; 15 minutes from Utrecht; 30 minutes from Amsterdam, Rotterdam, and Den Bosch.
• Public transport: bus lines 107 and 207 stop about 400 metres away with connections to Utrecht and Gouda.
• Parking: 60 on-site spaces, plus the option to rent 50–60 additional private places with dedicated parking attendants.
• EV-ready: four electric vehicle charging stations.
• Shuttle service: can be arranged to streamline group transfers.
• By water: guests arriving by boat can moor close to the venue.

All of this is captured in your draaiboek—who parks where, which entrance to use, and how VIPs or suppliers are scheduled.

3) Space planning that flows

A strong draaiboek choreographs your spaces to support the story of your event.

• Flexible locations: 7 rooms and areas for 10–350 guests, with indoor and outdoor options.
• Indoor examples: Terraszaal (30 m²) for 2–14 people; Commanderijezaal (100 m²) for up to 120 people.
• Outdoor options: a 500 m² garden/terrace for up to 150 guests and the 6,000 m² Hoge Waard garden for up to 400 guests.
• Additional outdoor choices: sheltered inner courtyard and a bookable roof terrace for receptions, breaks, or informal sessions.
• Integrated event hub: combine De Heeren van Montfoort with De Commanderije van Sint Jan and Tuin De Hoge Waard—hold a plenary session in one and use the others as sub-rooms a short walk away.
• Weather-smart: covered outdoor areas ensure continuity in case of rain, and the rustic garden terrace is heated for colder days.
• Compliance and comfort: full-scale parties take place indoors (they may continue until 01:30), while background music is permitted outside for welcoming atmospheres.

We also make sure spaces match your theme: a historic setting restyled with modern comfort, described as classic and romantic.

4) Catering that’s in-house, seasonal, and tailored

Our draaiboek aligns service moments with a culinary plan designed to delight.

• In-house only: to guarantee quality and consistency, we provide all food and drinks ourselves.
• Local and seasonal: gastronomic options such as brunch, high tea, barbecues, and bespoke menus that minimize food waste.
• Dietary assurance: allergies and dietary requirements are always perfectly arranged; attractive vegetarian and vegan alternatives are available.
• Organic where possible: a biologically oriented approach with organic ingredients whenever feasible.
• Wine experiences: a dedicated wine list and optional wine-pairing arrangements to match courses.
• Off-site catering: hosting elsewhere? We also provide complete catering at external locations.

5) AV and connectivity you can count on

We design the technical arc of your event so presenters and performers feel supported.

• Included essentials: a basic AV set, microphones, and fibre-optic internet.
• Wi-Fi: complimentary throughout the property.
• Extra assurance: an external AV specialist can be arranged if required.

These details are locked into the draaiboek—sound checks, presentation handovers, and backup plans.

6) Risk management and contingencies

Great draaiboeken plan for the expected—and the unexpected.

• Weather backups: immediate switches between outdoor and indoor or covered spaces.
• Timing buffers: smart sequencing to absorb minor delays without impacting the program.
• Accessibility: all areas are wheelchair accessible, with clear routing in the plan.
• Late-night clarity: indoor celebrations can continue until 01:30—your timeline reflects this.

7) A team that lives the plan

Our draaiboek is carried by the entire team. Everyone, from kitchen to floor and tech, works from the same script. You’ll notice it in our service: friendly, flexible, professional—and consistently generous.

A sample draaiboek outline

Every event is unique, but the structure below shows how we build clarity and momentum. Use it as a checklist when you brief us.

1. Event overview
   • Objective and audience
   • Key contacts and escalation path
   • Final guest count and seating notes
2. Logistics
   • Arrival windows (guests, VIPs, suppliers)
   • Parking allocation; EV charging plan; shuttle timings
   • Public transport and mooring information for guest communications
3. Spaces and setups
   • Room allocations by session (plenary, breakouts, private dining)
   • Outdoor areas (garden/terrace, roof terrace, inner courtyard) and weather backups
   • Signage, décor, and accessibility routing
4. Technical plan
   • AV inventory (mics, screens, basic set) and fibre internet needs
   • Run-through schedule and content handovers
   • Contingency for technical changes
5. Catering timeline
   • Service points (coffee breaks, lunch/dinner, high tea, barbecue, reception)
   • Dietary list and allergen-safe handling notes
   • Wine service and pairings by course
6. Program timeline
   • Session-by-session timings and responsibilities
   • Entertainment cues (DJ/band) and noise-compliance notes (background music outside)
   • Indoor late-night window (until 01:30)
7. Staffing and service
   • Roles and coverage by zone
   • Briefing times and handover moments
   • Contact sheet and radio channels (if applicable)
8. Wrap-down
   • Guest departure flows and shuttle loops
   • Supplier load-out windows
   • Lost-and-found, post-event follow-up

Frequently asked planning questions

• How do I preview the venue remotely?

  • Book a guided 360-degree virtual tour of all rooms and facilities.

• Can we bring our own catering?

  • No. To guarantee quality and consistency, all food and beverages are provided in-house.

• What outdoor options are available—and what are the limits?

  • You can book the garden/terrace, roof terrace, and inner courtyard for receptions, breaks, and informal gatherings. Full-scale parties must be indoors; background music is permitted outside.

• How late can indoor celebrations run?

  • Until 01:30.

• Is the venue accessible and connected?

  • Yes. All areas are wheelchair accessible, fibre internet and complimentary Wi-Fi are available, and microphones are provided. An external AV specialist can be arranged.

• What are the transport and parking options?

  • We are 5 minutes from the A12/A2; bus lines 107 and 207 stop about 400 metres away. There are 60 on-site parking spaces, plus 50–60 additional private places with attendants available to hire. Four EV chargers are on-site, and a shuttle service can be arranged. Guests can also moor near the venue by boat.

• Can you support multi-day events and overnight stays?

  • Yes. Multi-day meetings and events are supported. Hotel Montfoort is a one-minute walk away.

• How do you handle dietary needs?

  • Allergies and dietary requirements are always perfectly arranged. Vegetarian and vegan options are available, and we use organic ingredients where possible.

Practical takeaways to make your draaiboek shine

• Define your single success metric (e.g., decisions made, leads generated, guest satisfaction) and share it with your coordinator.
• Confirm your guest mix early (VIPs, accessibility needs, families) to fine-tune room layouts and service style.
• Provide dietary details two weeks out; we’ll tailor safe, attractive alternatives.
• Share presentation files and entertainment cues in advance to lock AV checks into the timeline.
• Decide your weather posture 24–48 hours before the event; we’ll set covered and indoor backups.
• Stagger arrivals when possible, and consider the shuttle for peak times.
• Use our garden/terrace or roof terrace for fresh-air breaks, then return inside for your main celebration.
• Build small buffers between sessions; your program will feel calmer and stay on time.
• Add a wine-pairing arrangement for dinners to elevate the experience.
• For multi-day agendas, consider Hotel Montfoort and our meeting arrangements to keep logistics simple.

Conclusion: Your plan, our team—nothing missed

A great draaiboek turns ambition into ease. With personal coordination, a team that carries the plan, in-house gastronomy, robust AV, and smart logistics, De Heeren van Montfoort ensures your meeting, wedding, or party runs flawlessly. It’s why we’re trusted by thousands of guests and hold an average score of 9.7 on an independent platform.

Ready to see how your draaiboek could look?

• Explore our Zalenoverzicht for room options.
• Peek behind the scenes with our 360-degree Tour.
• Discover menus and pairings on Eten & Drinken and Wijnkaart.
• Plan practicalities via Adres & Route and Overnachting.
• Arrange a Feest/borrel or tailor-made Vergaderen Arrangementen with our team.

Contact us—no extra costs for booking directly:

• Phone: 0348 47 12 29
• Email: info@deheerenvanmontfoort.nl

Let’s craft your draaiboek and deliver an event where every detail is right, first time.