80 guests. A neoclassical castle. 3 months of preparation. A look back at the organization of an exceptional private gala at the Château de Pourtalès, orchestrated by our concierge from A to Z.
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Case Study · Gala Château de Pourtalès · Strasbourg
A private gala cannot be improvised. It is thought out, repeated, refined — until every detail becomes invisible. Here's how.
In September 2025, a Strasbourg family commissioned us to organize the 50th anniversary gala of their family business. The place: the Château de Pourtalès, in the Robertsau park. The format: 80 guests, cocktail followed by a seated dinner and a dancing evening. The standard: impeccable. Here is the full story of this production, from the first conversations to the last service.
D-90: the founding briefing
It all starts with a two-hour interview with the hosts. Objectives of the evening: celebrate the company without ostentation, create a moment of conviviality between partners, customers and family, and make an impression without falling into excess. The key word comes up three times in the conversation: “elegance”.
From this briefing was born the creative concept: an “Alsatian autumn” gala. Color palette: gold, brown, fir green. Visual references: the autumn festivals of the major Rhine wine houses. Soundscape: string quartet for the cocktail, acoustic DJ for the evening.
D-60: logistics are being put in place
The location. The Château de Pourtalès offers a perfect neoclassical setting: white facade, 24-hectare wooded park, modular reception rooms. But the devil is in the detail: electrical power (checked with the partner electrician), catering access (temporary kitchen installed in the orangery), parking (42 reserved spaces + shuttles from the city center), evacuation plan (validated with the SDIS).
The caterer. Chef selected for his mastery of contemporary Alsatian gastronomy. 5-course menu: appetizers with Crémant, foie gras in variations (semi-cooked with Gewurztraminer, pan-fried with quince, pressed with gingerbread), Rhine pike perch in a hazelnut crust, saddle of Vosges deer with Grand Veneur sauce, frozen soufflé with Marc d'Alsace. Wine pairing selected from 5 partner estates.
The scenography. Our decorator transforms the large living room: Beauville linen tablecloths, centerpieces in autumn dahlias and hydrangeas, candles in Lalique crystal tealight holders, lighting that can be dimmed by zones. Each table of 10 is different in detail, identical in spirit.
D-30: rehearsals
We organize a site visit with the chef, decorator, service team and musicians. Timing minute by minute: arrival of guests 7:00 p.m., cocktail in the park (if the weather is good) or in the hall (plan B), entry into the room 8:15 p.m., first service 8:30 p.m., speech by the host 9:30 p.m. (between the main course and dessert — optimal time), dancing music 10:30 p.m., end of the evening 1:00 a.m.
Each service provider receives a 4-page document: general briefing, schedules, contacts, discretion instructions, location map, dedicated parking area.
D-day: execution
2:00 p.m.: the decoration team installs the floral arrangements, sets the tables, tests the lighting. The chef arrives with his team and sets up in the temporary kitchen.
6:00 p.m.: final rehearsal with the quartet. Checking micro-details: wine temperature (Riesling at 10°C, Pinot Noir at 16°C), fold of napkins, positioning of placement boxes.
7:00 p.m.: the fathersMy guests arrive. Smooth valet service. Welcome with a glass of Crémant and appetizers. The quartet plays in the hall. The atmosphere is exactly what the hosts had imagined: elegant, warm, natural.
8:15 p.m.-11:30 p.m.: dinner, speeches, transition to the dancing evening. Zero hiccups. Each plate comes out at the scheduled second. The host's speech is moving — the microphone works perfectly, the lighting dims slightly while he speaks.
1h00: the last guests leave. The shuttles take them back to the city center. The cleaning team takes over. At 3:00 a.m., the castle was returned to the exact condition we found it.
The numbers
Duration of preparation: 90 days. Number of coordinated service providers: 14. Staff mobilized on the day: 32 people. Points of contact with the client during preparation: 12 (including 3 face-to-face). Unexpected on the day: 0 visible (2 micro-adjustments managed behind the scenes).
“The host's message the next morning: "We didn't have to do anything. We just had our evening." This is exactly what we are looking for. »
Frequently asked questions
Can we organize a similar event in another location?
Yes. We have access to many exceptional places in Alsace: castles, wine estates, museums, mansions. Each location is selected based on the event.
What is the minimum preparation time?
For a gala of this level, 2 to 3 months minimum. For more intimate events (20-30 people), 3 to 4 weeks may be sufficient.
Do you also manage corporate events?
Yes. Seminars, corporate galas, award ceremonies, product launches. Same level of requirements, same tailor-made approach.
