How to run Mundo Lingo events like an absolute Pro.
- New Managers, keep this open on your phone during your first events!**
🚲 Arrival
Arrive 20 minutes before the event. Because:
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The bar should be clean, staffed, fridges stocked, fruits cut and furniture set-up according to our agreement. However we don’t take it for granted. Arrive early to assist the host in checking readiness.
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Occasionally, things go wrong. We arrive early to accommodate it. Parrallel events, water leaks, power cut, pigeon behind the bar… you name it.
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We need to set up the Reception table before the first people arrive. Trying to focus on set up while simultaneously keeping the first arrivals is difficult and stressful.
👋 Greet the Staff
Greet every single bar staff, security, glass collectors, shift manager, ignore nobody. Seriously.
📐 The space
Flow
Push the tables to the walls so that people can’t get between the table and the wall, this allows groups to naturally move, mingle and flow.
🪑 Chairs
It’s a standing event. Seating for no more than 10% of participants.
🍋 Bar
Check the bar areas are clean, fridges are stocked, cut fruit, toilet paper in the bathrooms and everyone ready for an invasion.
🌡Temperature
Check the venue is ready for 200 hot bodies. Crank the AC and fans.
🎸 Music
Fun bar volume. Night out. Not silence. Not Night club.
Reception Table
Location
Near the entrance or somewhere participants must pass on their way to the bar. You want them to put on flags before reaching the bar.
Flags
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Count local flags for the attendance tally.
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Setup the full Table Plan.
Team
The reception table is open for 3 hours, staffed exclusively by trained Flaggers. Before the event start time check your team have everything they need including drinks and bathroom breaks.
💦 Drinks on the Reception table.
Maybe not today, maybe not in 100 events, but one day that drink someone just rested on the table for ‘just a moment’, will be knocked over - not even by the same person who put it there – destroying your flags and throwing you into a crisis (and emergency flag order).
Say: “Excuse me, would you mind resting that drink on a different table”.
✅ Reception Table Checks
During the event, return to the Reception at least every 20 minutes to
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Offer team drinks / allow bathroom breaks
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Check there’s full sheets of each ‘popular’ design on the table
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Remove empty flag sheets from the table.
Rotation
Managers should spend at least one hour as a Flagger at the reception, as well as rotate between acting as an Ambassador and performing Manager Checks. No Manager is ‘above’ any role. A 20-minute rotation between the reception table and the floor works best for most.
Once the reception table is set and the team is in place, get out on the floor. Talk to people, learn their names, ask why they’re here, how they found out about Mundo Lingo, and suggest connections for them. Keep conversations under 20 minutes (you’re working!) let them know, “I have to step away to do my rounds,” when transitioning to your Manager Checks.
✅ Ambience Checks
Every 20 minutes stop what you’re doing; drop everything including your conversation. Choose 3 or 4 random points around the venue and go to each one making these checks. Avoid eye contact, come back to the people later.
✅ Flow - See any bottlenecks? Remove chairs, push tables to the sides.
✅ Broken things - Look for broken glasses, spilled drinks, rubbish on the floor. Toilets should have toilet roll especially in the Ladies.
✅ Waiting Time - Are people waiting a long time at the bar? Make sure access to the bar isn’t obstructed by bar stools or people socialising at the bar.
✅ Music, Lighting, Temperature - Music loud enough to hear without shouting in your ear. Lighting like a romantic candle-lit date.Temperature like a spring meadow.
✅ Shy People - Look for people standing alone, if you see one, send an Ambassador or a Cupid if you have one.
✅ Random Survey - Approach someone you don’t know, perhaps someone stood alone, and ask what they think of the music, the ambience, bar waiting time, anything they would improve. If they don’t know you, they will be brutally honest (great right?!)
✅ Speech - Listen to your Flaggers as they greet guests. Don’t be obvious, but check they’re getting the key points of ‘The Speech’
Reception Close
The event continues, but Reception closes after 3 hours.
Why? Those who arrive on time or early often find themselves standing alone in the middle of an empty bar with flags on their chest, feeling awkward. Those people will come back much later next week to avoid repeating this feeling. Problem is, a new set of 20 people now enter the awkward moment. This cycle compounds over time with people arriving later and later, leaving new arrivals standing alone for ever increasing times. Set a 3 hour limit on the flag availability and tell late comers that they should arrive earlier in the future. It may feel counter-intuitive to refuse people the flags, but it works long term and avoids the infamous “Magic Roundabout”.
The Magic Roundabout
When 20 people arrive at 7pm, feel a bit awkward, so 10 leave in the same time that 10 more arrive. The process repeats for hours with larger numbers arriving after 10pm to avoid the Awkward Time. Even though 200 people come, you never have more than 100 there at any one time as people leave quickly.
Close Attendance Tally Count those local flags before closing, figure out how many people came. More info.
Collect Receipts
When the bar stops serving or if there are less than 10 participants left you can ask the manager to close. Collect the till receipt, take a photo for your Telegram group. Collect the corresponding cash.
Last to Leave
Mundo Lingo is always staffed with a Manager until there are less than 10 people left in the bar. Your public is your duty. If the bar ask for help asking them to leave, you’re not obliged to help but it can be a nice gesture.
Aftercare Routine
✅ Post the receipt in this group with # of guests like this (War Room Link)
✅ Submit your finance report to mundolingo.org
✅ Follow up Photographers so they post their albums to your Embassy today
✅ Filter photos down to the best 25 to 30
🟦 Publish them on the ML FB Page
🟦 Share that album to the Local FB Group
🟦 Post the photos to Meetup Event page
Now what?
Next up, it’s time to learn Stock Management
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