Owner of Toast Productions LLC and The Sample Circuit.
By Tara Rea
Toast Productions LLC & The Sample Circuit
Restaurant Venues
Q. What must a planner consider when selecting a restaurant venue?
A. A restaurant can be a very unique choice for an event. You do need to be aware that there are key differences between hosting an event at an “events” facility and a restaurant that is typically used to seating parties of 2- 6 people. Here is some food for thought…
Layout
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Before shopping for the perfect restaurant, assess your guest count. What does the layout accommodate in a single area? Are you comfortable with splitting your group?
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If you would like to create a mingling-hors d’ oeuvres evening, do they have high cocktails tables? Can you bring in rented furniture?
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Is the furniture movable? Are you landlocked by booths?
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Is there separate cocktail area?
Atmosphere
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If you are not buying out the entire space, consider the acoustics if you are sharing spaces in the dining room.
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Is there live music or a sound system?
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Is it possible to add music? What are the AV amenities available and is there a fee?
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Do they have additional choices of linen color? Can you bring in rentals?
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What is the table centerpiece? Can you bring arrangements?
Menu
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Don’t be afraid to ask 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.
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Along those same lines, take some time with the pairing of the wine. Use their sommelier or if you’re the coineseur most restaurants will allow the client to personally bring in wine for the evening for a reasonable corkage fee.
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Come prepared with a budget because the sky is the limit, especially when you’re inspired by the chef.
Service
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Service of a group is very different than a table of four. Some restaurants have experienced event staff for groups- many do not.
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Be very clear about the guest count and don’t be shy about asking how many servers will be specifically assigned to your group. It’s hard to give a specific equation but, the more complicated your menu, the more servers needed. There may be an additional charge but service is half the experience.
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It’s always fun to be at the hip new spot, take into consideration the experience or lack there of when booking a fresh new spot.
Cost
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Will there be a separate venue/buy out charge?
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Is there a food and beverage minimum?
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Ask specific questions about the length of time you have the space. Restaurants turn their tables several times per evening. Events are a different time schedule.
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A set gratuity is typically added to the bill. Make sure you check before over/under tipping.
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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 a bit different than your food bill.
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Depending on your after dinner plans, inquire about the use of the bar/lounge. Is there a cover charge for entry into that area?
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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?
With your careful consideration of all of these components, you will find the restaurant best suited to serve up the ideal event for your unique requirements.
