Full Restaurant Buyout Recipe

Confirm details

Finalize guest count, event date, start and end times, and overall budget. Use these to inform availability, staffing and menu planning. Confirm any dietary restrictions and allergy notes at least 14 days prior to the event.

Provide a lead contact (client-side) for day-of communications and an emergency contact for the restaurant.

Reserve space & staffing

Block the full venue and assign dining rooms according to the confirmed guest count. Reserve the listed number of tables and chairs and order linens and place settings. Schedule service staff (servers, captains, bussers) and bartenders based on guest count and service style (seated dinner vs. cocktail reception).

Layout and back-of-house

Create a floor plan with table assignments and access routes for servers and the kitchen. Allocate prep and plating zones in the kitchen and schedule an on-site event manager to coordinate between kitchen, floor and client.

Set up coat check/host station near the entrance and provide signage for restrooms and exits.

Menu design

Work with the client to choose hors d'oeuvres, family-style starters, two entrée options and a vegetarian entrée. For weddings/corporate events, provide a tasting (if requested) three to four weeks before the event. Confirm final counts and any special dietary needs 14 days prior.

Quantity planning

Plan for 6 passed hors d'oeuvres per guest during cocktail hour, 3 family-style starters per table to circulate at seating, and plated entrées based on guest selections (or family-style entrées scaled to table size). Allocate 1 dessert and 1 coffee/tea serving per guest. Estimate wine and beer quantities based on hours of open bar and average consumption; adjust with client preferences.

Kitchen execution timeline

Create a production timeline for the kitchen: prep beginning 8–12 hours prior (depending on menu complexity), on-site cooking and assembly starting 3–4 hours before service, and final plating or family-style setup immediately before seating. Assign stations for appetizers, entrées and desserts and confirm service order with the floor team.

Prepare a children's meal for the confirmed number of kids and hold separately labeled meals for dietary needs. Keep desserts plated or boxed and staged for service or pickup depending on the client's preference.

Coordinate with bartenders to stock spirits, mixers, garnishes and glassware for the duration of the open bar; create a signature cocktail menu if requested.

AV & entertainment setup

Confirm AV requirements with the client (microphone for speeches, background music, projector for slides). Arrange for speaker placement and test microphones and playback before guests arrive. Reserve time for soundcheck during load-in.

Decor placement

Deliver and place floral centerpieces and any client-provided decorations according to the floor plan. Ensure centerpieces are low enough for conversation and secured so they won’t obstruct service.

Set ambient lighting and check dimmers to create the desired atmosphere; coordinate with vendors for any additional lighting or staging.

Compliance & documentation

Obtain or verify event insurance certificate and any required permits. Confirm liquor licensing for the event and ensure bartenders have necessary certifications. Keep copies of all documentation with the event manager on-site.

Load-in and parking

Create a schedule for vendor load-in that minimizes disruption to daily restaurant operations. Assign a point person to oversee deliveries and coordinate valet or parking plans for guests.

Prepare a contingency plan for weather (if any outdoor components), accessibility needs and emergency procedures; share this with staff and client in the final meeting.

Final client meeting

Hold a final walkthrough with the client 7–10 days before the event to confirm timeline, menu, floor plan and special requests. Review service timeline, speeches/timings and any AV cues.

Day-of timeline

Event manager arrives 4–6 hours before guest arrival to coordinate setup. Kitchen preps begin per production timeline; bartenders set up 2–3 hours before service. Servers attend a pre-shift briefing 60–90 minutes before doors open. Conduct a final check of seating, place settings, lighting and sound 30 minutes before guest arrival.

During the event

Event manager and client lead communicate via radio/phone. Service staff execute hors d'oeuvres, starters and entrée service per timeline. Bartenders monitor bar consumption and rotate staff as needed. Document any incident reports, dietary issues or service notes.

Post-event

Coordinate clean-up and vendor pickup. Do a post-event walk-through with client if available. Compile final invoices, gratuities and any incident reports. Solicit client feedback within 48–72 hours.