Eatery Event – Things to Consider When Selecting a Restaurant Venue

Q. What must a planner consider when selecting a restaurant venue for a corporate meeting or event?

A. As the busy season approaches, you may want to consider hosting your corporate meeting or event at a restaurant rather than a traditional events facility. Restaurants offer your guests some delicious options and unique surroundings that often exceed your guests’ expectations.

However, before booking that eatery, you need to consider the key differences between an “events” facility that caters to large groups and a restaurant where a typical party is often no more than two to six people. Here is some food for thought …

Layout

First ensure you have a fairly accurate guest count. What does the layout accommodate in a single area? Are you comfortable with splitting your group? If you’d like to create a mingling hors d’oeuvres evening, do they have high cocktails tables? Can you bring in rented furniture? Is the furniture movable? Are you landlocked by booths? Is there a separate cocktail area?

Atmosphere

If you’re not buying out the entire space, consider the acoustics if you’re sharing spaces in the dining room. Is there live music or a sound system? Is it possible to add music? What are the AV amenities available and is there a fee? Do they have additional linen color choices? Are you allowed to bring in rentals? What is the table centerpiece? Can you bring arrangements?

Menu

Don’t be afraid to meet with the chef and plan something unique. This is one of the biggest allures of hosting events in a restaurant – so take advantage! Most establishments are happy to accommodate. Take some time with wine pairing. Use their sommelier or if you’re a connoisseur, ask if you can personally bring in your wine choice for a reasonable cork fee. Come prepared with a budget and keep a close eye on what you spend. If the chef inspires you, you may find yourself getting carried away by all the possibilities.

Service

Servicing a large group is very different from waiting on a table of four. Some restaurants have experienced event staff for groups. However, many do not. Be very clear about the guest count and don’t be shy about asking how many servers will be assigned specifically to your group. While there’s no exact equation, the more complicated your menu, the more servers needed. There may be an additional charge but good service is half the experience. It’s always fun to be at the hip new spot. However, it’s important to consider server experience, or lack thereof, when booking a fresh new spot.

Cost

Will there be a separate venue/buy out charge? Is there a food and beverage minimum? Ask specific questions about the length of time you have the space. Restaurants turn their tables several times per evening. Events require a different time schedule. A set gratuity is typically added to the bill. Make sure you check before over/under tipping. If the gratuity is not set, and significantly expensive wine is selected, tipping can be adjusted lower on that portion of the bill, i.e., 20% down to 10 or 15%. Although there is no specific chart, tipping on the wine purchased is different from your food bill. Depending on your after dinner plans, inquire about the use of the bar/lounge. Is there a cover charge for entry into that area? Check on parking. What is the cost of valet? Is there self parking? If you have a large party, do you need to add or increase valet service?