How to host a private dining event

Nov 20

Hosting a private dining event can be a rewarding venture that allows you to showcase your culinary skills and create memorable experiences for your guests. Whether you're hosting a small, intimate gathering or a larger event, careful planning and attention to detail are essential. Here’s a step-by-step guide to help you successfully host a private dining event.

Step 1: Determine your seating capacity

The number of guests you invite will shape many aspects of your event, from the venue to the menu.

Small gatherings: For a cozy and intimate atmosphere, aim for 8-12 guests. This number allows for engaging conversations and a personal dining experience. It's also possible to host multiple small events in an evening, providing variety and flexibility.

Larger events: If you're planning to host more than 12 people, be prepared for some changes in dynamics. Larger groups might need multiple tables or seating arrangements to keep conversations manageable. While bigger events can be more challenging in terms of coordination and resources, they can also offer a grander experience. You’ll likely need more staff to ensure smooth service and guest satisfaction, as well as additional flatware and table settings to accommodate everyone.

Step 2: Choose a venue

The venue you choose will set the tone for your event and impact the logistics.

Home dining: Hosting at home offers a cozy, personal touch but requires enough space and the ability to handle food preparation and service. However, keep in mind that home dining is not approved by the Department of Health and Mental Hygiene, so if you want to turn this into a long-term option, it’s not a viable choice.

Rented space: Consider renting a space that fits your event's style. Venues like private dining rooms in restaurants, event spaces, or even outdoor locations can provide the right ambiance. Platforms like Peerspace can help you find the perfect venue for your event.

Host at Nimbus: Our studio kitchens are the perfect venue for private dining. They feature luxury kitchens and are adjacent to back-of-house commercial kitchens, making operations seamless. Our event space in the Lower East Side provides an intimate environment for small groups and our in Downtown Brooklyn can accommodatelarger groups up to 75 people

Step 3: Determine the service style

How you serve the food will influence the flow and interaction at your event.

Buffet style: Guests serve themselves from a spread of dishes, making it great for casual, informal events. This style allows guests to choose what they want and how much, catering to various tastes and appetites.

Family style: Dishes are placed in the center of the table, and guests serve themselves. This encourages sharing and conversation, creating a warm and communal atmosphere.

Plated service: Each course is individually plated and served to guests. This is ideal for formal events and allows for precise portion control and elegant presentation, giving a sophisticated dining experience.

No matter which service style you choose, ensure you have enough flatware, including plates, bowls, utensils, and glasses, to accommodate your guests. Guests will need clean plates for each course, so plan accordingly and make sure you have someone available to wash dishes if you’re reusing flatware over the course of the night. Hosting at Nimbus can simplify cleanup, as we provide commercial dishwashers in the back-of-house areas to handle all the dishwashing efficiently.

Step 4: Plan the menu

Your menu is a critical component of your event. Consider the following when planning:

Guest preferences and dietary restrictions: Ask guests about any allergies or dietary restrictions in advance to ensure everyone can enjoy the meal.

Seasonal and local ingredients: Use fresh, seasonal ingredients to create flavorful dishes and support local farmers and producers.

Course structure: Decide on the number of courses. A typical fine dining experience includes appetizers, a main course, and dessert, but you can add more courses for a more elaborate experience.

Step 5: Make a prep list

Organize your tasks to ensure smooth execution.

Planning and ordering: Plan and order your ingredients in advance to ensure you have everything you need. This includes sourcing quality ingredients and coordinating delivery times. If you choose to host at Nimbus, you can order all your ingredients to our location and store them in our dry, cold, and frozen storage, making your preparation process seamless and efficient.

Threading ingredients: Use similar ingredients across multiple dishes to reduce costs and minimize waste. For example, if you’re using fresh herbs, incorporate them into several dishes.

Accurate pars: Calculate the quantities of each ingredient needed based on your menu and number of guests, leaving room for slight variations. Ensure you order slightly more than needed to account for any unexpected changes.

Step 6: Pricing your event

Accurate pricing ensures you cover costs and achieve profitability.

Cost calculation: Start by listing all potential expenses. This includes:

Ingredients: Calculate the total cost of ingredients based on your menu and the number of guests.
Venue rental: Include the cost of renting the venue, whether it's your own space or an external location.
Labor: Account for your time, as well as any additional staff needed for preparation, cooking, serving, and cleanup.
Additional services: Consider costs for waitstaff, rental equipment (tables, chairs, linens, etc.), and any special equipment or decorations.

Markup: Once you have the total cost, apply a markup to ensure profitability. The markup can vary, but a common approach is to multiply the total cost by 1.5 to 3 times, depending on your market and the exclusivity of your event. This ensures you cover all costs and make a profit.

Deposits and payments: Consider requiring a deposit (typically 25-50% of the total cost) to secure the booking and cover initial expenses. Provide clear payment terms to your guests, outlining when the final payment is due and acceptable payment methods.

Step 7: Prepare for service

Proper preparation is key to ensuring a smooth and efficient dining experience.

Plan your prep time: Depending on how much food you’re cooking, you’ll need to prep in advance. If you’re using Nimbus, you can book our back-of-house shared kitchen space to get everything ready.

Ingredient preparation: Get all your ingredients prepped ahead of time. Chop vegetables, marinate meats, measure out spices, and pre-cook any necessary components. This will let you focus on cooking and plating during the event, making everything run smoothly.

Organize your station: Keep your ingredients neatly in containers on your workstation, with extras stored nearby for easy refills. Make sure your station is set up with all the tools you need and enough space for cooking and plating. Being organized helps keep things running smoothly and reduces stress.

Utilize Nimbus storage: If you’re hosting at Nimbus, you can order all your ingredients to our location and use our dry, cold, and frozen storage. This keeps everything fresh and ready to go when you need it.

Step 8: Create the ambiance

The right ambiance enhances the dining experience.

Table settings: Choose tableware, glassware, and cutlery that match your event’s theme. Simple, elegant settings can elevate the dining experience.

Lighting: Use soft, warm lighting to create a welcoming atmosphere. Candles and dimmable lights are excellent options.

Music: Background music can set the mood without overpowering conversations. Choose a playlist that fits the theme and pace of your event.

Step 9: Execute the Event

On the day of the event, focus on execution and guest experience.

Timing for Different Service Styles:

Plated Dinner: Each course should take about 20-30 minutes for guests to enjoy. Allow about 10-15 minutes between courses to clear plates and serve the next course.
Buffet Style: Ensure the buffet is set up and ready for guests as they arrive. Keep an eye on the food levels and replenish as needed. Plan to have a second round of main dishes about 45 minutes after the first.
Family Style: Coordinate the serving of dishes to the table, ensuring all guests have access. Allow about 30-40 minutes for each course, with time to refresh dishes if needed.

Service Coordination:

With Staff: Brief your staff on their roles, the menu, and the timing of each course. Make sure they know how to interact with guests and handle any requests.
Without Staff: If you're serving alone, practice efficient service techniques. Use tools like serving trays to streamline the process and ensure you can attend to guests promptly.

Guest Experience:

Engagement: Interact with your guests to ensure they’re enjoying the food and experience. Your presence and interaction add a personal touch.
Feedback: Pay attention to guest feedback throughout the event. Make adjustments as needed to improve the dining experience.
Ambiance Maintenance: Ensure the ambiance remains consistent throughout the event. Adjust lighting and music as needed to maintain the desired atmosphere.

Handling Issues:

Food Delays: Have a plan for minor delays in food preparation. Consider having small appetizers or drinks ready to keep guests engaged.
Guest Requests: Be prepared to handle special requests or dietary needs promptly and gracefully.

Post-Event:

Cleanup: Plan for a smooth cleanup process. If you’re at Nimbus, take advantage of our commercial dishwashers to handle the dishwashing efficiently.
Follow-up: After the event, follow up with guests. Send thank you notes and request feedback to improve future events.

Step 10: Follow-up

After the event, taking the time to follow up with your guests can leave a lasting impression and provide valuable feedback for future events.

Thank You Notes: Send personalized thank you notes to express your appreciation for their attendance. A heartfelt message can go a long way in making your guests feel valued and special.

Feedback: Solicit feedback to understand what worked well and what could be improved. You can send out a short survey or ask for feedback in a follow-up email. This information is invaluable for refining your future events.

Photo Sharing: Share photos from the event (with permission) on social media to promote your services and build your brand. Highlighting the success of your event can attract future clients and guests.

Stay Connected: Maintain a connection with your guests. Add them to your mailing list (with their consent) to keep them informed about future events or special offers.

Hosting a private dining event involves a significant amount of behind-the-scenes work. From meticulous planning and ingredient preparation to creating the perfect ambiance and ensuring flawless execution, every detail counts. While the process is undoubtedly fun and gratifying, it's essential to recognize the value of your efforts and price your services accordingly. The amount of staff you hire can greatly impact the workload – you might choose to hire a chef and servers to help, or, if you're highly experienced in hospitality, you might handle everything yourself. Regardless of your approach, the dedication required deserves proper compensation. If you're interested in hosting an event, click here to tour our event spaces.