7 Smart Tips for Planning Your Intimate Event at a Restaurant

Planning a smaller event at a restaurant requires just as much work as planning a large-scale conference or meeting, while presenting you with a whole different set of challenges. Before booking that bistro, consider this culmination of advice on choosing a restaurant and planning your intimate event from two highly-respected industry pros:

1. Inner Space Chances are, with fewer guests, you’ll have a head count early on. When choosing your restaurant, make sure the space can accommodate all of your guests in a single area. If you’re hosting a mingling hors d’oeuvres-type affair, determine if the restaurant has high cocktail tables or if you can bring in rented furniture. Finally, make sure you’re not landlocked by booths, making interaction between your guests awkward and nearly impossible. 

2. Can I Help You? Ask the restaurant if their staff is experienced in serving “larger” groups, e.g., more than the customary four to six people they might typically serve. Don’t be shy about asking how many of the waitstaff will be assigned to your group to ensure your guests’ needs are met. Even if there’s an extra charge for added staff, it’s well worth the investment for good service.

3. Life’s a Beach One of the easiest and most fun ways to enhance an event is to plan a themed menu. Work with the chef to create something original and fun, from a Tropical Island Getaway to An Evening in Paris. For daytime meetings, incorporate healthier versions of your themed menu to avoid afternoon sugar slumps. If your guests are launching a new product or brand, incorporate color or graphic components in food presentation and table linens, napkins and centerpieces to complement the brand and generate excitement. 

4. Come to Your Senses To entice your guests, try to focus on engaging all of the senses through sound, textures, flavor and presentation. If the restaurant allows it, engage your guests’ sense of touch by bringing in linens or table runners with texture, e.g. silk, burlap or muslin. Find out if food can be served in unexpected ways, such as family style. If you’re in a private room, ask if you can bring in a sound system to play music of your choosing. Consider bringing in centerpieces that reflect your theme, the season, or the clients’ brand.

5. Most Wonderful Time of the Year The time of year your event takes place should play a large role in determining the food and beverages on your menu. Select items that incorporate in-season ingredients, for example artichokes or apricots in the spring, strawberries or melon in the summer, apples or squash in the autumn, or mushrooms or pomegranates in early winter.

6. A Bottle of Red, A Bottle of White Meet with your chef and culinary team well in advance to plan. And don’t forget to rely on their expertise with wine pairings to complement the meal. If they don’t offer what you’d like, find out if you can bring in the vintage of your choice for a reasonable cork fee. Be forewarned though – a surplus of tempting choices could entice you to go overboard. Make sure you stick to your budget.

7. Go Local or Global Do your guests live local to your event or are they from another state, perhaps even another country? Choose a restaurant with menu selections that showcase popular dishes from your area. For example, if your event takes place in New Orleans, offer popular Creole dishes or fresh seafood. Or, go “green” with foods grown locally. You can also expand your guest’s horizons by thinking globally. Pick a place that serves international cuisine with a menu featuring foods from locations around the world. 

8. The Final Tally One of the most important (though not always the most fun) issues to discuss are the costs. Know your budget going in, then ask all the necessary questions before booking. Will there be a separate venue/buy out charge? Is there a food and beverage minimum? How long can your group occupy the space? Is there a set gratuity? Can your guests feel free to retire to the lounge or bar after the event has ended? Is there a cost for parking? Is there valet service?

Maria Hutera, CMP, Meeting and Event Specialist | 3M | maria.hutera@gmail.com

A Minnesota native, Maria Hutera, CMP, has over 13+ years of event experience in the Twin Cities area. She is currently the Meeting and Event Specialist, for 3M. She is an active member in the Minnesota chapter for both Meeting Professionals International (MPI) and International Special Events Society (ISES). In 2011, she was awarded the Minnesota Meeting + Events’ Hall of Fame “Up and Coming Meeting Planner” award.