The short version
If your dining room sits half-empty on weekdays or you're turning away group inquiries, private events are low-hanging fruit for extra revenue. But without the right setup, they turn into scheduling nightmares and lost profits.
Why private events matter for restaurant owners
In a world of rising costs and unpredictable walk-ins, events give you control. Here's the real math:
- Average event spend is 2–3x a regular table (think fixed menus, bar minimums, and add-ons).
- Off-peak fills: Book midweek or afternoons when your space is dead anyway.
- Repeat business: One corporate lunch leads to holiday parties and team dinners.
But the flip side: Poorly managed events mean overbooked kitchens, unhappy regulars, and no-shows eating your prep time. Start small—focus on what your space can handle without a full remodel.
Assess your space: What can you actually book?
Before listing your restaurant as "event-ready," do a quick audit:
1. Room capacity and setup
- Count seats for standing vs. seated (e.g., 20 seated, 35 cocktail-style).
- Check AV needs: Outlets for projectors? WiFi that doesn't crash under 50 users?
- Privacy level: Curtains, dividers, or a full separate room?
2. Kitchen and staff flow
- Can your line handle a 30-person plated dinner without delaying the main floor?
- Bar setup: Dedicated bartender for groups over 20?
- Storage: Where do extra tables/chairs go when not in use?
3. Legal and ops basics
- Noise ordinances or closing times that kill late-night bookings.
- Insurance: Does your policy cover events, or do you need riders?
- Permits: Alcohol service for off-site or large groups.
Quick 3-step setup for your first event bookings
You don't need a fancy CRM day one. Start lean and scale as inquiries come in.
Step 1: Create your event menu and packages
- Fixed-price menus: 3–4 options (app, entree, dessert) to control costs and speed service.
- Add-ons: Open bar minimums ($500+), AV rental ($100), custom decor.
- Pricing: Aim for 25–35% food cost—events forgive higher margins for convenience.
Pro tip: Use your Recipe Cost Card to lock in portion costs before finalizing prices.
Step 2: Set booking rules and contracts
- Deposits: 50% non-refundable to cover no-shows.
- Minimums: Spend guarantees based on day/time (e.g., $1,000 for Friday night).
- Cancellation policy: Full charge within 48 hours.
Step 3: Promote and take inquiries
- Website page: Simple "Events" tab with photos, packages, and a contact form.
- Social: Post "Book your holiday party now" with space pics.
- Partners: Link up with local planners via email outreach.
How to manage bookings without chaos
Once inquiries start, tools keep things from falling apart:
- Calendar sync: Block dates in your POS or Google Calendar to avoid double-books.
- Staff briefing: One-page SOP for setup, service, and teardown.
- Post-event review: What went wrong? Adjust packages based on feedback.
For larger ops, automate with booking software to handle deposits and reminders.
Where the RPS tools plug in
Events boost revenue, but only if the math holds up. Tie them into your RPS stack:
- Break-Even Calculator: Figure out your event minimums based on fixed costs like staff and utilities.
- Recipe Cost Card: Build event menus with locked-in margins—don't guess on plated costs.
- Booking tools in the Tools Hub: Use Tock for reservations, Setmore for simple scheduling, or SimplyBook for custom forms.
- Live Menu Engine service: If events involve custom menus, we can wire them into your live pricing system for auto-updates.
Simple next step for this week
Don't overthink it—start with one event type, like corporate lunches.
- Pick a slow day and block 2–3 hours in your calendar.
- Mock up a simple package (e.g., $35/head for salad, sandwich, drink).
- Reach out to 5 local businesses: "We're booking private lunches—interested?"
Track the spend vs. cost on your first one, then scale. Events build momentum fast once word spreads.