Following approval within the Lodge, the following update has been prepared to explain the forthcoming changes to festive board dining arrangements and the introduction of the Lodge’s new advance booking system.
Why are we making these changes?
Over recent years the Lodge has experienced increasing difficulty managing festive board numbers, catering commitments, administration and associated dining costs.
Like many Lodges, we have experienced situations where:
- meals have been booked informally
- members or visitors have cancelled at short notice
- meals have been prepared for brethren who did not attend
- dining numbers have fluctuated significantly close to meeting dates
These arrangements form part of the Lodge’s wider work to strengthen governance, improve financial sustainability and ensure the long-term viability of Lodge dining arrangements.
The intention is not to make attendance difficult, but to introduce a fair, transparent and sustainable process for all brethren and visitors.
Other Lodges within Chester-le-Street Masonic Hall have already moved to a pay for dining and online booking system.
What changes are being introduced?
The Lodge will move to an advance online booking system for festive board dining using the Ticket Tailor platform.
From September 2026 onwards, all members and visitors wishing to dine at the festive board will be required to book in advance.
No payment for meals will initially be required during the transition period. Dining fees will become chargable for all members and visitors from March 2027.
How will the changes impact me?
If you wish to dine at the festive board, you will need to make an advance booking before the published deadline.
If you do not wish to dine, you may still attend the Lodge meeting as normal.
Brethren are reminded that the booking system relates only to festive board dining arrangements and not attendance within the Lodge meeting itself.
The booking system will also allow members to submit their apologies for absence if you are unable to attend the meeting
When do the new arrangements start?
The booking system will commence from the first meeting following the summer recess.
From September 2026 until January 2027 inclusive:
- advance booking will be required
- no payment will be required for meals. Members and visitors continue to dine as normal
The February 2027 Installation Meeting will continue to operate on a payment basis, as has traditionally been the case.
From March 2027 onwards:
- all festive board meals will require advance booking
- all festive board meals will require advance payment
What booking system will the Lodge use?
The Lodge will utilise the Ticket Tailor booking platform.
Many brethren will already be familiar with Ticket Tailor as it is used for a number of Provincial events and functions.
The system is accessible using:
- laptop computers
- tablets
- mobile phones
How do I access the booking system?
The booking system may be accessed directly using the following web link:
https://buytickets.at/progress8259
Alternatively, brethren may access the system via the Lodge website:
Brethren should select the “Book to Dine” option from the website menu. The same web link will be used for all Lodge meeting bookings.
Do I need to create a Ticket Tailor account?
No.
Members and visitors are not required to create a Ticket Tailor account in order to make a booking. However, brethren may create an account if they wish.
What do I need to do when booking?
Brethren and visitors wishing to dine should:
- access the booking link
- select the relevant Lodge meeting
- complete the booking process before the published deadline
Once payment arrangements commence in March 2027, payment will also be completed during the booking process.
What is the booking deadline?
All festive board bookings must be completed and finalised no later than 7 days prior to the published Lodge meeting date. This is necessary to allow:
- final catering numbers to be confirmed
- meals to be ordered accurately
- seating arrangements to be organised
- avoidable food waste and unnecessary costs to be reduced
What happens if I do not book before the deadline?
To ensure fairness to all diners and to allow accurate catering arrangements, the Lodge will operate on the following basis:
“No booking – no meal” and “No refunds for cancellations or non-attendance”
After the booking deadline has passed, additional dining requests may only be accommodated at the discretion of the Secretary and caterers and therefore cannot be guaranteed.
What if I book and then cannot attend?
Brethren unable to attend after booking are still requested to notify the Secretary at the earliest opportunity so that seating and catering arrangements may be updated.
However, once advance payment arrangements commence in March 2027:
- cancellations after the booking deadline will remain chargeable
- members or visitors failing to attend will not receive a refund
Why are refunds not being offered?
The Lodge incurs catering and dining costs based upon confirmed booking numbers.
Once final numbers have been submitted to caterers, the Lodge remains financially liable for those meals irrespective of attendance.
These arrangements are therefore necessary to ensure fairness to all brethren and to protect the Lodge from avoidable expenditure.
How much will meals cost?
Festive board meal charges will continue to be set by the General Purposes Committee. Meal pricing will operate on a strictly not-for-profit basis and will reflect:
- catering and dining costs
- administration costs associated with the booking system
- bank and payment processing charges for card payments
The Lodge is not seeking to generate profit from dining arrangements.
Charges will be reviewed periodically to ensure they remain proportionate and aligned to actual costs incurred.
How do visitors from other Lodges book?
Where dining is required, visitors will be asked to complete the Ticket Tailor booking process before the published deadline.
Visitors should visit the Lodge website and click the ‘Book to Dine’ menu option or use the Ticket Tailor booking link: https://buytickets.at/progress8259
Visitors do not require a separate booking link.
What if I do not have access to a mobile phone, tablet, computer or the internet?
The Committee fully recognises that some brethren may be less familiar or less comfortable with online booking systems. Support will therefore be available throughout the transition period.
Any Brother or visitor unable to access the online booking system should contact:
- the Secretary or Assistant
- the Senior Steward
- another Lodge officer
Assistance can then be provided in making dining arrangements on their behalf.
Will there be any training or guidance available?
Yes. Guidance notes, training materials and short instructional videos will be made available via the Lodge website explaining:
- how to access the booking system
- how to make bookings
- how to manage attendance arrangements
The Committee appreciates the support and understanding of the brethren as the Lodge modernises and strengthens its operational arrangements for the future.
Where can I get answers to questions I may have?
The Committee understands that members and visitors may have additional questions during the transition period. Questions can be addressed to the Lodge Secretary via the Lodge email address – progress8259@gmail.com or by using the ‘Contact Us’ section of the website.
Lodge of Progress 8259 