Hen Party Planning Checklist for Cheltenham | 2026 Guide

Discuss budget and expectations

Establish a realistic budget per person, considering accommodation, activities, food, and travel to ensure everyone is comfortable.

Discuss whether the budget allows for a luxury spa day at Cowley Manor or a full race day experience at Cheltenham Racecourse.

Finalise guest list and key dates

Confirm the core group size (8-14 is ideal for Cheltenham's venues) and agree on potential dates, having a few options ready.

Crucially, check the Cheltenham Festival dates (March) as prices triple and bookings are essential years in advance. Avoid this week unless meticulously planned.

Choose a hen party theme

Decide on a theme that suits the bride, perhaps drawing inspiration from Cheltenham's Regency heritage or racing culture.

Consider a 'Regency Elegance' theme for an afternoon tea at The Queens Hotel or a 'Race Day Glamour' theme for a visit to Cheltenham Racecourse.

Research accommodation options

Look for large houses, boutique hotels, or serviced apartments that can comfortably host your group.

Explore large holiday homes on the outskirts towards the Cotswolds for more space and parking, or central apartments in the Montpellier Quarter for walkability.

Brainstorm activity ideas

Compile a list of potential activities, including popular Cheltenham choices like spa days, cocktail making, or a Cotswolds tour.

Popular choices include a day at Cheltenham Racecourse, a cocktail class at The Alchemist in the Brewery Quarter, or a private spa package at the Cheltenham Ladies' College Wellness Centre.

Create a provisional itinerary

Draft a loose schedule for the weekend, balancing planned activities with free time for relaxation and spontaneity.

Factor in travel time between the town centre and areas like the Racecourse or Cotswolds villages for day trips.

Start researching dining options

Look into restaurants that can accommodate larger groups and cater to various dietary requirements.

Restaurants like The Ivy Cheltenham or Daphne's on The Promenade are popular and require several weeks' advance booking for groups.

Consider transport logistics

Think about how the group will get to Cheltenham and navigate the town, especially for activities outside the town centre.

Cheltenham Spa station is well-connected. For travel within town or to the Cotswolds, pre-booking a minibus or multiple taxis is advisable, as town centre parking is limited.

Set up a communication channel

Create a WhatsApp group or similar to keep all attendees informed and facilitate easy communication.

Use this group to share links to Visit Cheltenham guides or photos of Montpellier's charming boutiques.

Delegate tasks if necessary

Assign responsibilities to other bridesmaids or key attendees to share the planning load.

One person could research CAMRA award-winning pubs like The Sandford Park Alehouse, another the best routes for a Promenade walk.

Check local event listings

See if any local festivals, concerts, or markets are happening during your planned dates that might add to the experience or cause congestion.

Consult the 'What's On' section of the Visit Cheltenham website to discover any unique events.

Gather dietary requirements and allergies

Collect this information early to ensure all booked venues can cater appropriately.

Many Cheltenham restaurants, particularly in the Suffolk's and Montpellier Quarter, are very accommodating but appreciate advance notice.

Look into unique Cheltenham experiences

Beyond the popular options, research something truly unique to the area.

Consider a private wine tasting at Tivoli Wines in the Andover Road area or a bespoke walking tour focused on Regency architecture starting from Pittville Park.

Investigate group discounts

Many attractions and operators offer special rates for larger groups.

Check the Cheltenham Racecourse official group booking information for potential savings on entry or hospitality packages.

Prepare a flexible payment collection plan

Decide how money will be collected from guests to cover shared costs.

A clear plan helps avoid awkwardness when booking luxury experiences like a tasting menu at 131 The Promenade.

Identify emergency contacts

Compile a list of important phone numbers for the weekend, including local taxis, venue contacts, and emergency services.

Include numbers for reliable local taxi firms like Starline Taxis or FonaCab for late-night returns from the Brewery Quarter.

Consider gift ideas for the bride

Think about a collective gift or individual tokens of appreciation for the bride.

Browse the independent shops in the Montpellier Quarter or The Suffolk's for unique local gifts.

Plan for evening entertainment

Beyond dinner, consider cocktail bars, pubs, or a relaxed evening in the accommodation.

Cheltenham has fewer late-night clubs than larger cities, so focus on quality cocktail bars like Gin & Juice or John Gordon's.

Book accommodation

Secure your chosen holiday home, hotel, or apartments as soon as possible, especially if travelling during peak season.

For larger groups, consider booking via platforms that offer house bookings in areas like Pittville or Charlton Kings, which offer more space than central Montpellier.

Secure key activity bookings

Make definitive reservations for your main activities, such as race tickets, spa treatments, or specific tours.

If visiting Cheltenham Racecourse, book tickets directly through their official website for group deals. For Cotswolds tours, operators like Go Cotswolds offer reliable services.

Book a cocktail making class

Reserve a slot at a popular bar for a fun and interactive cocktail making experience.

The Botanist on The Promenade or The Alchemist in the Brewery Quarter are excellent choices, offering engaging classes suitable for groups.

Reserve spa day/treatments

Book individual treatments or a full spa day package for the group.

Cowley Manor is a luxury option slightly outside town; for central convenience, check out the Wellness Centre at Cheltenham Ladies' College or The Cheltenham Chase Hotel spa.

Make all dinner reservations

Confirm bookings at your chosen restaurants for each evening, reiterating group size and any dietary needs.

Popular spots like Lumiere or Prithvi (Michelin-starred) require bookings weeks, if not months, in advance for large parties. Consider Muse Brasserie for a more relaxed but elegant experience.

Arrange afternoon tea

Book a traditional afternoon tea experience for a touch of Regency elegance.

The Queens Hotel offers a classic setting for afternoon tea, while Ellenborough Park, near the Racecourse, provides a luxurious country house experience.

Organise group transport

Book any minibuses or large taxis required for travel between locations, especially for race days or Cotswolds trips.

Pre-book with local firms like Andy Cars or Cheltenham Spa Taxis, especially if travelling to the Racecourse or villages like Bourton-on-the-Water.

Finalise and distribute itinerary

Send out a detailed, confirmed itinerary to all attendees, including timings, addresses, and contact numbers.

Include a small map highlighting key areas like The Promenade, Montpellier Quarter, and the Brewery Quarter for easy navigation.

Confirm payment collection

Ensure all payments from guests for booked activities and accommodation have been collected.

This is crucial before final payments for high-value bookings like exclusive dining at 131 The Promenade.

Book a local activity/experience

Consider a unique Cheltenham activity like a pottery class or a guided walking tour.

Look for local art studios for a creative workshop or book a bespoke Regency architecture walking tour through Visit Cheltenham verified operators.

Purchase hen party supplies

Buy any decorations, sashes, games, or other fun items for the weekend.

Consider independent shops in The Suffolk's for unique accessories or a local supermarket like Waitrose in the town centre for essentials.

Book a wine or gin tasting

Arrange a sophisticated tasting session for the group.

Tivoli Wines offers excellent wine tasting experiences, or explore gin tastings at Gin & Juice or John Gordon's.

Consider a private dining experience

For a truly luxury experience, book a private room or chef.

Some larger houses near Cheltenham can facilitate private catering, or inquire about private rooms at venues like The Mayflower Restaurant for exquisite Chinese cuisine.

Plan for night-time entertainment

Decide on specific bars or pubs to visit in the evenings.

The Brewery Quarter offers a cluster of bars like Brewhouse & Kitchen, while Montpellier is home to more upscale cocktail lounges such as Memsahib's Lounge.

Confirm all details with vendors

Double-check all bookings, timings, and special requests with each venue or operator.

Reconfirm with Cheltenham Racecourse group bookings or your specific Cotswolds tour operator.

Prepare a welcome pack outline

Start thinking about what to include in a small welcome pack for guests upon arrival.

This could include a small map of the Montpellier Quarter, emergency contacts, and the weekend itinerary.

Book any additional local services

Consider a mobile beauty therapist for in-house treatments or a photographer for a themed photoshoot.

Local photographers often offer 'Regency' or 'Race Day' themed shoots around The Promenade or Pittville Park.

Outline contingency plans

Have a backup idea for bad weather or unexpected cancellations, especially for outdoor activities.

If a Cotswolds walk is rained out, a visit to the Cheltenham Art Gallery & Museum or a leisurely pub lunch at a CAMRA award-winning pub like The Swan could be good alternatives.

Final confirmation with all guests

Send a final email or message to all attendees with the complete itinerary and arrival details.

Remind guests about recommended attire for specific events like the Racecourse or a fancy dinner in Montpellier.

Reconfirm all bookings

Call or email every venue, restaurant, and activity provider to confirm your reservation and group size.

Double-check specific details with The Ivy Cheltenham for dinner and your chosen spa for treatments.

Finalise food and drink shopping list

Plan for any in-house meals, snacks, and drinks, especially if you have a self-catering accommodation.

Supermarkets like Waitrose on Honeybourne Way or Tesco in the town centre are convenient for stocking up.

Prepare a welcome pack

Assemble small welcome bags or a comprehensive information sheet for each guest.

Include a map of Cheltenham, a list of local taxi numbers, and highlights of the best walks along The Promenade.

Print all essential documents

Have hard copies of booking confirmations, itineraries, and emergency contacts.

Print your Cheltenham Racecourse tickets and restaurant reservations for quick access.

Charge all devices and power banks

Ensure phones, cameras, and portable chargers are fully powered for the weekend.

Especially important for capturing moments during a Cotswolds village tour or a day at the Races.

Plan for decorations and setup

If decorating the accommodation, plan when and how this will be done, and who will help.

Consider Cheltenham-themed decorations, perhaps using racing colours or Regency-inspired pastels.

Brief any helpers/delegates

Go over the final plans with anyone assisting you with coordination or specific tasks.

Ensure they know the key venues like The Alchemist or Gin & Juice.

Check weather forecast

Monitor the weather in Cheltenham to adjust outfits or plans as needed.

If rain is expected for a Promenade stroll, suggest alternative indoor activities like browsing the independent shops in The Suffolk's.

Arrange any last-minute transport

Confirm taxi bookings or car-sharing arrangements for arrival and departure.

Reconfirm pick-up times for Cheltenham Spa station arrivals or departures.

Pack smart and efficiently

Advise guests on what to pack, considering Cheltenham's elegant vibe and potential activities.

Suggest comfortable but stylish shoes for walking along The Promenade and through the Cotswolds, alongside any race day attire.

Review contingency plans

Briefly revisit backup plans for unexpected issues like rain or a cancelled activity.

Know the opening hours for indoor attractions like the Pittville Pump Room if outdoor plans are disrupted.

Prepare any games or icebreakers

Have a few fun activities ready for downtime or to kick off the evening.

A Cheltenham-themed quiz about local landmarks or racecourse facts could be a hit.

Confirm arrival logistics with accommodation host

Ensure you know key collection details, entry codes, and any house rules.

Clarify parking arrangements, as town centre parking is limited, especially in areas like Montpellier.

Organise payment methods for shared costs

Decide on how any remaining shared expenses will be split and paid during the weekend.

A shared pot for drinks at a bar like The Daffodil or for a casual lunch in The Brewery Quarter can simplify things.

Send a friendly reminder to guests

A quick message reminding everyone of the excitement and key travel info helps build anticipation.

Mention any specific dress codes for dinner at The Suffolk Arms or drinks at 131 The Promenade.

Download useful local apps

Install any recommended apps for transport, local information, or dining.

Taxi apps for Cheltenham, and the Visit Cheltenham app for local guides.

Final check of emergency details

Ensure all attendees have access to key emergency contacts for the accommodation and local services.

Provide the contact number for local out-of-hours medical services, as appropriate.

Coordinate guest arrivals

Manage the arrival of all attendees, ensuring everyone finds the accommodation easily.

Be prepared to guide guests navigating Cheltenham's one-way systems or finding parking near central accommodation.

Decorate the accommodation

Set up any hen party decorations to create a festive atmosphere.

Focus on areas like the lounge or dining room, especially if hosting an in-house activity, perhaps with a Regency theme.

Provide welcome packs

Distribute welcome packs to each guest upon their arrival.

Point out the local map with The Promenade and Montpellier Quarter highlighted.

Set up welcome drinks and snacks

Have refreshments ready for guests as they settle in.

Consider local Cotswolds gin or sparkling wine for a sophisticated welcome.

Manage the itinerary timings

Keep an eye on the schedule to ensure activities run smoothly and on time.

Allow extra time for walking between venues in the town centre, such as from the Brewery Quarter to The Promenade.

Oversee transport arrangements

Ensure pre-booked taxis or minibuses arrive on time for activities or transfers.

Confirm pick-up locations and times for transport to Cheltenham Racecourse or a Cotswolds village.

Handle any last-minute issues

Be prepared to problem-solve any unexpected challenges calmly and efficiently.

Have backup restaurant options in mind in the Brewery Quarter or Suffolk's area if a reservation falls through.

Capture memories

Encourage photo taking and designate someone to capture key moments throughout the day.

Great photo opportunities include the famous 'Cheltenham roar' at the Racecourse, the iconic Imperial Square, and picturesque spots in the Montpellier Gardens.

Manage group payments

Oversee any shared costs or payments required during the day.

Keep track of spending at CAMRA award-winning bars like The Railway or at artisan food stalls in Pittville Park.

Ensure the bride is enjoying herself

Regularly check in with the bride to ensure she feels special and is having a fantastic time.

Surprise her with a special treat from a local Montpellier boutique.

Confirm evening restaurant reservations

Call ahead to the restaurant a few hours before to reconfirm your group booking.

This is especially important for popular venues like The Ivy or Domaine 16, which are often fully booked.

Guide the group for walking tours

Lead the group through any planned walking tours or scenic routes.

Enjoy a leisurely stroll along The Promenade, admiring the Regency architecture, and through Montpellier Gardens.

Ensure appropriate attire for activities

Remind guests about dress codes for the Racecourse, spa, or elegant dining.

Racecourse visits often require smart attire, while evening dining at places like 131 The Promenade leans towards smart-casual to formal.

Navigate Cheltenham's town centre

Be prepared to guide the group through pedestrian areas and potentially busy streets.

The Montpellier Quarter can be busy, and some streets are pedestrian-only, so plan meeting points carefully.

Secure good spots at bars

Arrive early at popular bars to get a suitable area for your group.

For larger groups, consider arriving at Gin & Juice or The Alchemist in the Brewery Quarter slightly earlier to get a good table.

Keep the group together

Ensure all members of the party stay together, especially in crowded areas or when moving between venues.

Designate a 'back-marker' when walking from Imperial Square to the Brewery Quarter.

Be mindful of noise levels

Remind the group to be considerate of noise, especially in residential areas late at night.

Particularly important if your accommodation is in a quiet Regency street in Pittville or near The Promenade.

Allow for spontaneous moments

While having a schedule, be flexible enough to embrace unexpected fun or detours.

A spontaneous visit to the Cheltenham Art Gallery & Museum or an extra drink at a charming pub in The Suffolk's can be delightful.