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Tips for Holding Special Events at Restaurants

Restaurants are easy go-to venues for special events, since so many essential components are already built in, including decor, table settings, food and beverage, and service staff. The following list of useful tips will help you find the perfect restaurant match for your event, and tell you how to fine-tune the experience for your group.

The Right Set-Up

Before you choose the restaurant, you'll need to determine the type of event: i.e., a lunch meeting in a private room, a meeting followed by a sit-down dinner in a separate area, a two-hour cocktail party in the bar/lounge, or a sit-down dinner taking the entire restaurant. Approximate the size of your group and establish if it's necessary to have a separate private room or not. Most restaurants have provisions for accommodating groups one way or another. Some simply open up or section off a portion of the facility, while others have very private meeting/dining rooms to accommodate groups of various sizes. Buy-outs—where restaurants close to the public and allow you to take over the entire space for an event—may or may not be possible. Much depends on how popular the restaurant is, the time of day, day of the week, season, and how much you're willing to spend.

Facilities and Equipment

Size up the public areas your group will be using. Is the space clean, with no off odors? Do you need a large coat-check? Are the restrooms clean and in good order? Are there enough restrooms and are they easily accessible? Is it a problem if any areas your group will use are not on one level? Do you need handicapped accessibility? What about necessary meeting-room equipment such as plasma screens, computer connections, microphones, etc.? How is the sound system for music and dancing, if that's part of the program?

Theme, Décor, Ambience, and Image

The restaurant's theme is generally carried through in décor as well as food and beverage. All of the above factors contribute to the ambience and image of the venue, so consider the tastes and expectations of your group when choosing the setting. Sometimes an informal cozy, ethnic restaurant might be a perfect place for a holiday staff party, while the annual dinner for members of the board requires a fancy, formal fine-dining establishment with an elegantly subdued ambience, white table linens, fine silver, crystal stemware, and impeccable service. A business meeting probably implies the need for a private room, perhaps with A/V equipment and computer hook-ups installed or readily accessible.

If you have a private space, or you're renting the entire restaurant, you can (with management's approval) accessorize the environment by providing some of your own decorations, table cards, florals, etc. You might even negotiate with the restaurant to rent fancier linens, tableware and glasses if appropriate.

The Menu

If you're holding an event in a restaurant, food and beverage is a part of the program, even if a separate meeting is held on the premises. Food may be served during the meeting or afterwards. Be very specific with the management about your food and beverage requirements, how much you are willing to spend, how food will be presented, when the event will start and when it will end, and find out in advance exactly what you'll be getting from hors d'oeuvre through dessert and coffee. Find out about the culinary preferences of your guests, if they have any food allergies, and if the restaurant's menu appeals to them. Usually you can work with management to tailor the menu to your group by tweaking set banquet menus or creating a customized menu with the chef. Usually, restaurants prefer to have pre-arranged menus for groups, although some allow ordering off the menu. Much depends on the size of your group and whether your event takes place during a busy period.

Service

It's important to have enough staff present to meet the needs of your group in a timely and orderly fashion. Service staff are the lifelines or your party, so find out exactly how many servers will be tending to your event and pay for additional staff if necessary. Also, make sure the kitchen can handle the job. (Scout out the restaurant in advance, and dine there on a busy night for a glimpse of what they can do and what the shortcomings might be.) If the event is a cocktail party, determine if there will be hors d'oeuvre and if they will be passed or served buffet style. For sit-down meals will there be a buffet or table service? Will food be plated in the kitchen and brought to guests or served individually at tables, French style? Or, will you have a cocktail party in the bar area and a full sit-down meal afterwards? Work out the timing for both food and drinks.

Beverage Requirements

A big advantage to holding events at a restaurant is built-in bar service with all the accoutrements. You need to determine what restaurant staff will pour and for how long. Will you have an open bar? For how many hours? When does it start and when does it end? Will the area be closed to other customers during that time? Are you offering well drinks or premium brands? Does the restaurant offer any signature cocktails? Will wine be served with the meal? Which wines and how much? After-dinner drinks? Are you paying by the hour, by the drink, or by the bottle?

Costs and Payment Procedures

As with any arrangement, it's best to get a contract or letter of agreement up front, detailing exactly what you'll be paying for, including the specifics of food and beverage, number of service staff, gratuity, taxes, coat-check arrangements, the specific hours your event will occupy the restaurant, etc. Ask if there will be any additional costs. Most restaurants do not require a room charge for events, provided clients meet food and beverage minimums, but some do. Also, find out how your costs will be affected if the number of guests who show up deviates from your projected number, since price is often based on head-count. Don't forget to determine what the cancellation policy is in advance as well. Although payment terms vary, 50 percent down to book the space and the balance due shortly before or on the day of the event is customary.