A strategically planned corporate lunch can become a powerful tool for team building, client appreciation, or just relaxing from the usual workday routine.

However, where you’re hosting, the meal can either make or break the entire experience. While a regular table reservation may be fine for a small group of people, restaurants with private event space might be more appropriate for arranging larger gatherings and lunches with a specific agenda.

These particular restaurants are equipped with controlled, peaceful conditions for presentations, meetings, or conversations with co-workers. Nevertheless, you need to find the right restaurant first. There are many kinds of restaurants out there but you need to choose one that’s just right for your corporate event and also meets your company’s needs.

So let’s explore what you need to ask restaurants with private event space before you book them.

Space and Capacity

First, you need to ask the restaurant a bit about the private rooms themselves. Here are a few important aspects to factor into your queries:

1. Room Size and Layout

It is important to know the room dimensions. Will it accommodate your guests easily without feeling too cramped? Inquire about the room—whether it is a rectangular-shaped area that would be ideal for presentations or a round one perfect for a more informal meeting.

2. Maximum Capacity

The number of attendees should never be underestimated. Ask about the maximum number of people that can be accommodated in the private space. Leaving some breathing room could help to increase comfort as well as ease of movement. Also, ask whether they have extra seating, in case more people join at the last minute.

3. Ambiance

Think about what kind of atmosphere you want for the event. Is the private space designed to be bright, cheery, and airy, or is it a rather more intimate and subdued ambiance? What kind of lighting would you prefer—natural or only artificial? Let the restaurant know if the lighting is comfortable for you or if it needs any adjustments.

4. Accessibility

Make sure the restaurant is not a barrier for any of the guests. Ask about the availability of wheelchairs; for instance, ramps, elevators, and accessible restrooms.

Logistics and Setup

Next, you’ll need to inquire about the equipment, furniture, and decor:

1. AV Equipment

Is the available space equipped with audio-visual equipment such as a projector and screens that have microphones? If the venue can’t provide the required technical equipment, will it be possible to bring your own? If this is the case, ask about power specifications and any additional fees.

2. Furniture Arrangements

Is the furniture arrangement flexible enough for you? Can the tables and chairs be arranged in such a way that it will accommodate your needs? Will the restaurant staff handle the set-up and dismantling of the decor for you or will it be an additional cost? These are all important questions that you need to ask the restaurant before you book them.

3. Décor

Ask if the private space will be decorated. Also, ask if the restaurant can make the interior design fit your company’s theme or brand. If not, see if they will allow you to bring your own tablecloths, ornaments, and other decorative pieces.

Food and Beverage

The next most important thing that you need to ask about is, of course, the food. Here’s what you should ask them about:

1. Catering Options

Do they have set menu plans or can they help you tailor a menu for private parties? If this is the case, make sure to ask about the menu options and the pricing.

2. Dietary Restrictions

See if the restaurant has procedures in place to accommodate dietary restrictions. Also, ask them if they have vegetarian, vegan, or gluten-free food on their menu and if there are options for guests who are allergic to certain foods.

3. Beverage Service

Ask if beverages are offered. If yes, ask about what types of drinks will be served (coffee, tea, soda, or water). Also, ask whether or not corkage fees will apply in the event of bringing your own wine or beer.

4. F&B Staff

Finally, you need to ask the restaurant about the food and beverage staff. Ask if the private rooms will be assigned staff members and if there will be a certain number of staff members who will be included in the package based on the number of guests.

Financial Considerations

While finding the perfect restaurant with private spaces is important, you also need to consider your budget and how your company can make payments.

1. Minimum Spending Requirements

Many restaurants have minimum spending amounts that are required to use their private event rooms. Find out what the minimum spend amount is and if it applies only to food and beverage or covers other charges like room rental or service fees as well.

2. Pricing Structure

Make sure that you are well aware of the pricing structure. Is it a fixed charge for the room, or is it per person? Inquire about any additional charges such as service charges, taxes, or tips.

3. Payment Methods

Finally, ask if the restaurant takes credit cards or other forms of payment. Also, ask if you will finance the bill in advance or if it will be settled on the day of the event.

Additional Considerations

Here are some additional considerations that you should look into:

1. Cancellation Policy

Ask them about the cancellation policy in advance. How much time will they give you before you need to cancel or reschedule your event? Are there any cancellation fees that are triggered by late cancellations? Knowing the cancellation policy will help you plan your budget and limit unexpected costs.

2. Parking

Does the location provide sufficient parking for your visitors? If there’s no parking or it’s inconveniently placed, your visitors might have an unpleasant first impression.

Frequently Asked Questions

Here are some additional questions that you should consider:

1. How early should I make reservations?

For a large corporate event, you may want to make reservations at least a month in advance. This way, you’ll have enough time to plan out other aspects of the event and book one of the private spaces before anyone else does.

2. Will the restaurant offer any discounts for booking in advance?

This depends on the restaurant. Sometimes, the restaurant may offer a discount like this as part of a seasonal event. Call the restaurant and ask them if they’re currently offering any discounts.

3. Will the restaurant staff help my team set up audio-visual equipment?

They may, but the restaurant could charge an additional fee if the equipment was brought in by your company.

Looking for restaurants with private event space? Make sure you find the right one

The right restaurant with the right atmosphere can do wonders for a corporate event. It can motivate employees, impress company guests, and even help your staff members come up with creative ideas during meetings. So get in touch with a restaurant with private event spaces and a good banquet menu today.