Private Event & Buyout Planning Checklist

A buyout closes the dining room to the public; semi-private uses a dedicated section. Buyouts require a food-and-beverage minimum that covers lost regular-service revenue — pull last year's same-day-of-week sales as the floor.

Standard deposit is 25-50% to hold the date, balance due day-of or net-7. Spell out the cancellation tiers (e.g., full refund 30+ days out, 50% inside 14 days, no refund inside 72 hours) in the contract.

Use the venue's standard event contract — guarantee clause, cancellation tiers, service charge (typically 20%), tax handling, alcohol policy, overtime rate. Do not block the date on the calendar until both signatures and deposit are received.

Coordinate with the executive chef on a 3-course or family-style menu that the line can fire at volume. Avoid à-la-minute proteins (medium-rare steak for 80) unless the kitchen has the station depth. Target 30-32% food cost on the event menu.

Request a per-guest dietary list from the host: gluten-free, dairy-free, vegan, tree nut, shellfish, severe allergies. Tag seat numbers on the BEO so the kitchen can pre-plate substitutions. The allergen-aware manager on shift signs off on the plan.

Options: hosted open bar (full liability), beer-and-wine only, consumption bar (host pays per drink), or cash bar. For hosted bars, set a per-person price tier (well, call, premium) and confirm responsible-beverage-service staffing — TIPS or state-equivalent certified bartenders only.

Tastings are typically Tuesday-Thursday afternoons before service. Limit to 2-4 attendees and the agreed course count. Capture host feedback in writing — preferred sauce on the salmon, swap the side, etc. — and feed it into the BEO.

The BEO is the single source of truth for the kitchen, FOH, and host. Include: arrival time, cocktail-hour window, seating time, course timing, menu with allergen flags, beverage package, AV needs, room layout, vendor contacts, billing instructions.

Account for ADA path-of-travel (36-inch minimum), service aisles wide enough for plate-up, and proximity to the kitchen pass for hot-food runs. For 60+ guests, add a runner station so servers don't crowd the line.

Confirm mic, speaker, projector, screen, uplighting, linens, charger plates, signage, florals. Lock the load-in window with the venue (typically 3 hours before guest arrival). Outside vendors must provide COI naming the restaurant as additional insured.

Industry standard guarantee is 72 hours out — billing is based on the higher of the guarantee or actual headcount. After this point, additions are accepted but reductions are not. Pass the guarantee to the chef so prep quantities are dialed in.

Target one server per 15-20 guests for plated service, one bartender per 75 guests for hosted bar, one runner per 40 guests, plus an event captain. Schedule a 30-minute pre-shift before guest arrival for the lineup.

Walk the kitchen through each flagged seat: dedicated cutting board, fresh gloves, separate fry oil if applicable, plate marked with an allergy pick. The PCFP-certified manager on shift owns the call and signs the BEO allergen page.

Walk the team through the BEO timeline: cocktail hour start, toast moment, course fire times, cake or dessert cue, last-call. Assign sections, identify the host point-of-contact, name the VIPs, review the 86 list.

Two hours before doors: room set per layout, linens pressed, tables numbered, place cards down, AV tested with a live mic check, restrooms stocked and clean, signage placed, HVAC dialed for guest count.

Walk the host through the room, confirm any last-minute changes (toast timing, surprise moment, dietary additions), exchange cell numbers with the event captain. Lock any verbal change in writing on the BEO before service starts.

The captain owns the clock: cocktail hour, seating, course fires, toast pause, dessert, coffee, last-call. Communicate any drift to the chef so the line can hold or push. Don't fire the next course until 80% of plates are cleared.

Itemize food, beverage, service charge, tax, and overage if the host went past the contracted end time. Apply the deposit credit. Have the host sign the closeout slip; capture card-on-file or process the balance per contract terms.

Pull the overtime rate from the signed contract (typically a per-hour or per-half-hour fee covering staff retention past contracted end). Add the line item to the closeout invoice and notate the actual end time on the BEO.

Close the event tab in Toast or your POS, verify the comp/void log against the BEO inclusions, confirm gratuity routing, and check that the F&B minimum was met. Flag any variance over $50 for the GM the next morning.

Personal note from the GM or event manager within 48 hours, plus a short feedback link (Google Business Profile review request, or an internal NPS form). Include a save-the-date offer for a return visit if the host is local.

15-minute debrief at the next manager meeting: what worked, what broke, kitchen timing, server pacing, host feedback, P&L vs. budget. Capture lessons in the events binder so the next BEO inherits them.