You are planning a group dinner with family and friends or dinner or business lunch with colleagues? Finding a private dining room (PDR) to host such an occasion can be difficult, no matter if it’s just a small lunch in a meeting room at a hotel or an extravagant celebration or a gathering of the family All of them require a great deal of planning to ensure that the occasion runs smoothly.
Whatever the event, hosting your event inside a private space will be much easier with our Private Dining Guide. Our checklist will help guide you through the planning process and guide you ask the appropriate questions and be aware of the mistakes to make sure that your event is a huge success.
Private events of any kind.
It’s a crucial aspect, but the kind of event that you’re hosting will determine the type of room you require. You wouldn’t intend to host a business meeting in a private space above the bar with no technology or Techie product launch in a location that doesn’t have AV equipment neither would you wish to organize an event like a celebration for a wedding or birthday celebration in a business-like setting. There are obviously numerous options as are private rooms however it’s important to keep this aspect in mind before becoming overwhelmed by the options.
Also, are you seeking a casual dining experience in a private dining room or something more formal like an “event”. Do you want to have an after-dinner reception, entertainment or maybe dancers and bands?
Your age at the time of your guests will determine the kind of venue that you have to consider. Luxury and casual dining are very different to the generation of baby boomers as well as mine (Generation X) and even younger generations (Generation Generation Y). In simple terms, you shouldn’t have to necessarily choose a nightclub kind of setting for a 50th anniversary celebration.
Also, keep in mind the types of people who will be who will attend your event and the food offered at the venue – meat-based feasts are not recommended for vegetarians, and shellfish restaurants are do not work for Jewish events, etc.
Things to be aware of:
Businesss vs leisure
The age and demographic of guests
The size of the room. Are you having dinner or a the pre-dinner reception, and entertainment?
Food type
Where can you hold an event for private dining
It is likely to be an approximate location of where you want to host your event, whether that’s Soho or Richmond however, you should you should refine your search prior to beginning your search. The location of the venue can enhance the overall atmosphere of your event, therefore you might want to think about whether you want to go with a the hotel or restaurant or club. suburbia vs city or chain vs independent park or river views vs landmark views penthouse vs basement and semi-private vs private.
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Consider, first, whether you’d prefer the private room to be part of an establishment like a restaurant, hotel pub, club, or bar?
Do you require to be close to the tube or public transport to allow guests to travel?
Have your guests been in a cubicle all day ? Perhaps they could get some sunshine as well as views of the green areas as well as perhaps the Thames and are foreigners who like to see the view of a London iconic landmark?
Do you wish to hide away in a basement? Or do you prefer to live the life of penthouses?
Do you want total privacy for your event ? and are those simply a door to a private space that shut completely, or have a separate exclusive entrance and exit?
Things to be aware of:
What type of venue
Access
Change of scene
Penthouses or basements
Privacy
When will you hold your private dining party?
The date you plan to hold your event can also decide on the restaurant you decide to choose. If you’re planning to hold an exclusive dinner or reception for your wedding in December, a cozy space or venue that is located in a basement or with sunlight could be the best option because the weather isn’t likely to add to the overall ambience of your celebration, however the interior surroundings can add to the atmosphere. If your occasion is held at the height of summer it is possible to set up a private space with balconies, access to the garden or a conservatory area that will allow your party to take advantage of the weather.
Things to think about:
Seasons
What is the best price to pay for private restaurant?
Make a realistic budget in relation to the quantity of guests and the type of celebration you’re hosting. It is contingent on whether the event is an exclusive dinner that is paid for by the corporate account or a tab that is split amongst friends, or given to one person as a gift. The cost can range between a few hundred bucks up to tens of thousands of dollars for the exclusive use of the most prestigious London venue It is advisable to know the amount you’re prepared to spend prior to beginning.
Things to think about:
Who’s paying?
How much?
Room hire vs. minimum spend
There are three kinds of “hire” to rent private spaces. There is one that does not charge a hire fee and there is no minimum spending or minimum amount of guests to be accommodated in the room. There is also an amount that is a minimum expenditure – this is the amount that the bill has to be in order, or else the host has to make the cost. The third is the room hire cost, to the beverages and food.
The first two categories are generally dependent on the average expenditure of guests who attend the venue and are primarily used in order to make sure that the guests do not have a room that is private for 10 people with just two there sharing a platter of sandwiches. If you believe that the minimum amount is excessive you should discuss it with the venue, particularly in the event that your event falls at an off-peak time for the venue.
Room rentals are often available for negotiation. Always bargain a room hire fee when you’re hosting your event in a time that is not peak because, based on the venue type and the time of the event, the venue may be able to accommodate your needs.
Be aware that the minimum expenditure is for beverages and food however, room rental is an additional expense that is not included in the total bill, and thus must be budgeted for.
Things to be aware of:
Minimum number of guests who attend
Minimum spend
Room to hire
Consider negotiating specifically for events off peak hours.
Room hire cancellation policy
The majority of venues require a deposit for room hire to reserve a dining space. The deposit will usually not be refundable in case of a cancellation.
Venues’ longstanding and unwavering policy of not refunded deposit on room hire is now being challenged following the Covid-19 pandemic, with a number of venues acknowledging that it’s unjust to enforce if the government’s restrictions on lockdowns prevent the private dining event booked to take place.
Therefore, we would always suggest that cancellation policies due to Coronavirus should be discussed with venues when scheduling private dining rooms. This should include an electronic copy of the restaurant’s cancellation policy for pandemics to be given to the person who is booking PDR. PDR ahead of the reservation being confirmed.
What time will you be hosting your event?
Are you planning an informal breakfast, a working lunch, dinner before the show afternoon tea, or an dinner at night? The events will cost you different amounts and you may think about alternative times for your event if the first option turns out to be too expensive. For instance, if a private room for dinner at 8pm is too expensive at a certain venue however it’s the one you’re looking for to go, why not inquire about the cost of lunch or a meal in the early evening and then shift your party to a different location (a nightclub or bar) following dinner. This could be a fantastic idea to celebrate parties or celebrations and make for a great evening.
Things to be aware of:
Multiple Food Options
Semi-private/private dining
Are you planning to hold a secret meeting to discuss an extremely sensitive business merger? Are you planning to host an event with a lot of famous people who aren’t camera shy? Are you planning to have speeches at the end of a party or do you wish to host a dinner in a quiet room but still feel the atmosphere of the place? All of these require different degrees of privacy, ranging from doors that are private, to doors that completely shut and glass doors that block out all noise, but not view and curtains, beads and other dangly partitions that are strictly aesthetic partitions.
Make sure you have absolute privacy, to determine where the toilets are located in proximity to your personal area and whether guests need to go across the dining space to access them, as this might not be suitable for your event.
Things to think about:
Private entrance
Partitioned in half from main location or completely separated
Access to toilets
What’s the ideal design for a private dining occasion?
There are millions of options for tables, however most of them will have long tables, round tables, U-shape or seminar/theatre-style. Certain venues have custom-designed tables that cannot be altered or moved, and your dinner arrangement will have to revolve with the tables.
Other restaurants have completely customizable dining options based on the preferences of the guests and the number in the space. If you’re able to choose take into consideration your hearing ability (if they are elderly and have hearing impairments, it may be more beneficial having two smaller rounds rather than one big square to ensure that they are able to hear more easily). Also, having a single table for meals instead of two tables could make more space in your private space to host a dinner reception prior to the meal.
Things to be aware of:
Can the table be moved or changed?
What are the options for configuration?
Table decorations for private dining
Most venues provide basic flowers in their regular offerings however it’s worthwhile to inquire about what the standard setup is. Basic flowers are only changed once every week and if the event falls on the 6th day of the cycle, you might be thinking about adding more or ordering a different bouquet.
Flowers come in many sizes and shapes. However, keep in mind that these could increase your budget, particularly when you’re hosting the event for a large number of people. “Long and low” is generally preferred for tables that are boardroom-style as opposed to ’round’ which is definitely better for tables with a round shape. However, you don’t need to use traditional display options at your table. A single flower can be equally striking and is much less expensive than other alternatives like tea lights, candles or even ornaments could seem attractive, but are also more affordable. Certain of them may be free to the venue so it’s worth asking about the options available.
Things to think about:
The floral cycle for the Venue
“Long and low” displays display versus ‘Circular’
Singles or multiples
Other alternatives
Table layout and seating plans for the private dining event
A lot of venues offer table cards as part the deal, however some cost extra for this. Make sure to check the details when you make your reservation because it’s better to prepare in advance. It’s common to ask for the cards and then write them yourself , or inquire at the venue whether they have staff that write in calligraphy. Larger venues usually have someone who is able to write beautifully.
If you’ve got an agenda for your table that includes table cards, you might also require large seating plans for strategic locations to allow guests to know which seats they will be in prior to the meal. Otherwise, you could have guests who are wandering around a room looking for which seat they are in. (It helps in preventing people from moving seating arrangements if they do not like their seating location).
Things to think about:
Do table cards come with the package?
Who’s the one who’s writing them?
Strategically placed plans for large seating
Seating
If you are hosting an all day meeting, and dinner is scheduled in the same space be sure to ensure whether your chairs fit comfortably. Certain venues have different kinds of chairs availableand, in particular, if they’re bigger. It could be possible to switch chairs if that your guests would feel more comfortable. Don’t be scared to sit in the chair and test the chairs. An evening meal will not be as relaxing sitting on benches made of hard wood however, you do not need to conduct a meeting on a sofa – everyone is likely to be asleep!
Standard banqueting chairs can be decorated in a variety of designs and colours. They only need to be ordered in advance. For weddings or special anniversary dinners, it is a great idea to add a personal touches to have chairs decorated with a matching color scheme or the right color for the year (gold/silver and so on). The colour of the seating pads can be incorporated into banqueting chairs.
Things to think about:
What kind of chair is appropriate for the occasion?
Can the chairs be coordinated to the color scheme of the event?
Food Style
A private room for hire usually involves meals and refreshments. There are a variety of alternatives available nowadays that can be picked to fit all budgets and budgets, from a tea biscuit and coffee reception prior to the start of a meeting or seminar, to the option of a buffet lunch or working lunch and a cocktail reception the multi-course menu, or silver-service dining.
The type of event you are planning and your budget will dictate what kind of food you can serve however, don’t forget that there are alternatives as well. For example, a buffet reception could also incorporate bowl-style food (more large portions, but guests will still be standing) or a lunch for working people can be served in a separate room in the same room as the meeting, to offer guests an opportunity to change the scene while a dinner can be as simple as a meal plan or a tasting menu.
Take into consideration the type of food you will be serving at the venue and if it will please your guests. Women tend to prefer light menus over ones that are heavy with meat or offal and older guests may prefer traditional dishes that are less spicy, and younger groups may need more contemporary designs.
When it comes to spreads it might sound like a simple idea but you should try to create menus that are suitable for everyone’s tastes. For example, only one fish, one meat one option for vegetarians is an excellent choice for starters and mains. For desserts, a combination of one chocolate-based, one fruit-based and one based on cream or cheese offers a great combination.
Things to be aware of:
Type of meal: canape/buffet/working meal/menu or silver service
Food type vs. kind of guest
The variety of choices for food
Menu
Nowadays, menus are more flexible. There’s no longer a need for the traditional three-course set menu and this is especially true when it comes to Asian and contemporary European dining becoming more well-known. Smaller plates and sharing menus are all the rage because they offer a greater variety of dishes and offer a more casual dining environment as opposed to a traditional private dining arrangement. A few guests will appreciate this idea because it can break down the barriers and creates a discussion point that is ideal for business dinners when guests might not know one others, but also for friends who be together and share their love of food.
Set menus can be a single-choice menu, with specific dietary requirements being addressed independently, but based upon the scale of your party certain venues may offer set menus that include a variety of choices which could be an option with a limited selection of the a la carte menu or private dining menus and can be selected beforehand or during the evening.
A similar trend in recent times is the introduction of gourmet or tasting menus that include a variety of dishes, which are great for dinner. Because the menus are usually an unexpected surprise however, it is crucial to inquire with your guests to determine if there’s something they’re sensitive to or prefer not to consume prior to the dinner to provide the chef with a direction when preparing his meals.
Things to be aware of:
The menu style is sharing: small plates, multi-choice tasting
What is your choice?
The preferences of guests and dislikes
Special Diets
There’s a good chance that a member of your group is likely to have a specific diet – whether it be vegetarian, coeliac lactose, or Kosher it is crucial that these diets are cared to properly and not just ignored by making a half-hearted effort.
Always ask your guests who are on the rsvp if they have any special dietary needs and, similarly, when you book the venue, check out the menu and don’t hesitate to ask for examples of dishes such as an omelette with salad, you might not be sure it’s suitable for your guests.
Notice: Kosher could require to be booked separately and can be more expensive than other guest meals due to this fact.
Things to be aware of:
Make sure guests’ requirements are checked on the rsvp
Confirm the location can accommodate
Celebration Cakes
If your event is celebrated for a celebration, you might need candles or cakes as an appetizer. A lot of chefs can make a special cake for you – with an additional cost and could be requested as a dessert or an additional. Chefs might also be able to decorate a platter for the person who is celebrating the occasion – whether it’s wishes for a happy birthday or congratulations written in chocolate, or something similar to the food they have ordered. Some venues permit you to bring your own cake, but you must confirm the venue’s staff prior to your event because some venues have a rule against this.
Things to think about:
Cake-making location
Decorate your plate
Cakes can be brought in by the baker.
Drinks
At certain parties and events it is possible that the cost of drinks could quickly exceed the food costs and it’s essential to think about the type of drinks you’ll be offering and what you’re charging prior to the occasion. If you’re hosting an event with a reception prior to the main course, do you need champagne or would Prosecco be just as delicious? You could offer an alternative cocktail or just beer, wine as well as soft drinks? If you’re offering an entire bar, do you wish limit it to “house spirits” instead of the more expensive premium brands?
In the course of your meal, set an amount of wine before the meal is set with the staff like half an ounce or one bottle per person and request them to let you know when the limit is reached prior to opening any more. It is often possible to organize an wine-pairing event with your meal in order that guests are served each course a different glass of wine for each course? This can be an interesting conversation point for guests and also provide an opportunity to limit guests’ choices.
Following the meal, you might wish to serve a drink or invite guests to the bar at the venue and in this scenario, do you wish to serve the first drink to the host, or do you want to make a tab to pay the whole bill?
If the wine selection at the venue isn’t suitable for you, it might have the option of bringing your own wine, however, most venues will require a corkage fee. It’s usually possible to negotiate, particularly for larger gatherings which is why it’s always worth asking. It’s always best to request the caps or corks of the bottles that were used when the party is over night or when the venue is able to return any bottles that are not being used. So you will be able to confirm that the bottles were consumed or returned.
Things to think about:
Reception drinks
Limits to wine
Wine Pairings
Bar Bills
BYO & Corkage
Tea, water and coffee
A lot of venues offer the tap water for free or at an agreed-upon cost per person for water that is filtered. Think about what is appropriate to your guests. A lot of people aren’t bothered these days and bottled water could become expensive as an additional cost. Half-way homes could be to provide tap water as an alternative and sparkling water in bottles upon request.
Coffee and tea may or might include coffee or tea in the set menu price , and can be offered in individual cups or offered in pots. It is possible to choose the tea and coffee in pots instead of a cup due to cost or time-efficiency reasons. It’s quicker serving guests in an actual pot, rather than making separate tea and coffee orders.
Things to be aware of:
Tap water/filtered Water Bottled Water
Teapots or Cups and Coffee