Are you looking to plan a private dinner but not sure where to start? Don't worry - we've compiled all of our tricks and tips into one handy guide that'll see you through the process, from sorting a guest list all the way through to compiling your custom menus.
You may have it in your head that private dining is only for special occasions, and whilst we definitely recommend it for those celebratory moments, it works for a whole host of events. Private dining is the perfect middleground, when you're wanting something a bit more substantial than a restaurant table but aren't quite prepared to go the whole hog and hire out an entire venue. Sometimes it's just nice to do something special, whether that be for a bridal shower or a corporate meeting, an occasion to get the whole group together and let someone else take care of the cooking (and the cleaning!)
As it turns out there are more stages involved in the process than you might first expect. It really all comes down to the advanced planning that goes into each event with all those behind the scenes considerations that can really make or break your dinner. Whilst some of the items below might seem obvious, we’ve gotten down to the nitty gritty to make sure nothing gets missed and allow your dinner to go off without a hitch.
The world of private dining might seem intimidating at first glance, but if you're ready to start then we can help you throughout the process. From setting the budget to finding ways to add a personal touch, read below to find all our tips for planning a private dinner to give your upcoming event the best chance of success.
1. Define your purpose
First things first, it's important to determine the 'why?' No two private dinners will be the same, so you have to consider the point of your event. It may seem simple: you might just want a space to throw a birthday party or an upcoming network event, but the why is crucial to the rest of your planning process. It can help determine the costs, the venue you choose and the types of menus you'll pick.
We’re sure that if you’re here then you already have an event in mind, but sometimes it’s important to think about these little details and really get down to those finer points that can help you facilitate the rest of the planning process.
2. Set your budget
The price of a private dinner can widely vary, with sneaky extra costs that can crop up here and there if you’re not expecting them. That doesn’t mean it has to be expensive though. London boasts a wide variety of spaces for any event, with many affordable private dining options available, if you know where to look. We recommend spending a bit of time to come up with a definitive number so you know roughly how much you want or expect to spend on your private dinner (then try not to go over it!).
Plus, knowing this information in advance will help you make further decisions. You’ll need to consider the potential for room hire costs, whether your venue has minimum spends, what are the menu costs - is it a fixed price per head or can guests choose from an a la carte?
Here, you can define your non-negotiables, ensuring that you stick to your priorities, such as size and location, and can find the appropriately priced room to match. It’s always good to leave a bit of wiggle room, allocating a little bit extra in case of any unforeseen costs. For a general overview of the pricing, check out our guide to private dining costs, to help break this down even further.
3. Select the theme or style of your dinner
This one might not be for everyone, so feel free to skip this step if you’re looking to keep things a tad simpler. But if you have a vision in mind, a themed event can be a great hit. If you're hosting a bridal or baby shower then the theme is likely a given, but you can still consider the decor and backdrop to go alongside this: whether that be a simple, blank canvas space or something a bit more floral and vibrant. More concrete themes could help tie your private dinner together, especially if you're hosting a birthday party. These could include a carnival or circus theme, 20s Gatsby glamour, vintage Hollywood, masquerade and many more.
It's also worth considering the tone you're looking to portray at your event, whether that be casual, corporate, or somewhere inbetween. A venue will set the vibe for your evening, so it's worth having some ideas in mind for when you begin searching for your perfect venue. You might want to keep in mind whether you're looking for a space with musical entertainment, whether that be jazz singers, DJ booths or even a touch of karaoke to bring your dinner to life.
![the private dining room at Azzurra]()
Azzurra offers a sleek and simple private dining room if you're looking for something a bit more stylish.
4. Write your guest list
Before you begin to consider booking a venue, you'll need to finalise the people you're going to invite. This information will help determine your private dining room, with different spaces accommodating for different sized groups. Once your guest list is confirmed, be sure to browse our private dining guides that offer recommendationsfor the perfect sized space. Be sure to browse through the best private dining rooms for 15 people, or perhaps London's best spaces for 30 people if you're looking to invite a few more guests.
You'll also need to convey this information to the venue when discussing minimum spends or minimum numbers for set menus. Certain sites will allow discounted options depending on the number of guests you're hosting, so it's best to know this information in advance.
5. Choose and book your venue
TOP TIP FROM OUR CONCIERGE
'Location, budget and food are all vital in the decision making process, but finding somewhere with the right ambience is key. Decor, lighting and table settings can take your private dinner from zero to hero, it’s just a case of picking the right spot. Be sure to visit your venue before locking it in, pictures can only go so far in properly reflecting the space; this way you’ll be able to get a first hand feel for the ambience to make sure it’s exactly what you had in mind'.
Here are a few things to have in mind when booking your venue:
Date: Certain times of year will be busier than others - Christmas, we're looking at you - with prices changing for peak dates and times. But it's worth having a couple of options when you're searching for the perfect space.
Size: Private dining rooms come in all shapes and sizes, offering spaces for smaller intimate groups all the way up to exclusive spaces for hundreds. Make sure you have a rough idea of your guest list so you can get something that will accommodate everyone.
Location: There are several spots across central London (and beyond), so if you have an area in mind then be sure to narrow your search, or find somewhere with excellent transport links.
Exclusivity: It’s important to decide whether you’re looking for complete privacy for your event, or if you want to be a part of the restaurant buzz with partial exclusivity in a semi-enclosed space.
Layout: You might also want to consider whether the space is adaptable. Are you looking for flexible spaces that can be rearranged to match your event, whether that be theatre, dining or boardroom style. Not all spaces offer complete flexibility so be sure to double check.
Cuisine: It's worth considering the types of cuisine you're looking for as part of your event. Be sure to double check with your guests about any dietary requirements and intolerances they may have.
Ambience: Thanks to London’s plethora of private dining rooms you’ve pretty much got your pick, from casual pubs to glamorous dining. Anyone will tell you that the venue sets the tone of your event, so picking somewhere with the right ambience is key.
Al fresco? You also need to decide if you want your dinner to be indoors or outdoors. A lovely little al fresco dining space could make for a delightful evening (British weather permitting, of course). Lots of outdoor private dining spaces have the potential to be covered and heated so the weather won't necessarily wash out your celebration.
![private dining at Louie London]()
This outdoor space at Louie London makes a delightful al fresco dining spot.
Once you've decided exactly what you're looking for, be sure to browse through our selections of private dining rooms, where you can select various facets to make your search a bit easier. We advise getting in contact with the venue as early as possible. Private dining spaces, especially those at popular restaurants, often get booked up quickly, particularly during peak times. So for the best chance of bagging the dates in mind, you'll want to get sorted asap.
LET US SORT THE VENUE FOR YOU
You may not know, but we have our very own free concierge service who can do the hard part for you. Once you've narrowed down all your specifications, just get in touch and we can help find the perfect place to host your private dinner.
6. Set your menus
Once you're all booked in with the venue, now's the time to get down to the best part - the food. It's not just about the type of cuisine on offer, but the types of menus that are available. Certain places will offer set menus for private groups with others organising sharing platters, canapes or bowls of nibbles that can cater to your event. Or, you might just want to consider a restaurant's a la carte - just make sure to order in advance to avoid chaos and long waits.
Each event will warrant something different, from sit down meals to cocktail and canape receptions that invite guests to mingle. Certain places may already have pre-determined menus for larger groups, but sometimes sites are happy to let you work with the team to curate your perfect menu. Make sure you offer a variety of options to accommodate all different tastes and dietary requirements. These should be verified with guests in advance and then forwarded on to the venue to ensure that they can cater for these.
You might also be given the chance to select your drink options for the event. Working alongside the restaurant team, you can often curate cocktails for the dinner or choose specialist wine pairings for your guests. Don't forget to include a couple of non-alcoholic options for those who may not be drinking.
7. Personalise the experience
Whether you’ve chosen to go themed or not, that doesn’t stop you from adding a few little personalised touches to the dinner. Having customised menus and place cards, for example, can add a bit of pizazz whilst adding a practical element to avoid stress about where everyone is sitting, and ensure your guests know exactly what’s on offer.
![place settings from papier]()
Why not order some personalised place cards from Papier to give your event a nice touch.
If you're looking to keep your event a bit more eco-friendly, then you could even consider sending paperless invitations instead.
It might also be a nice touch to bring some floral arrangements or balloons (there’s a balloon for every occasion) to decorate the space. Or, if you’ve decided on a theme then this is really your time to shine with endless possibilities.
8. Confirm your reservation and final details
It’s always worth a follow up, both with the restaurant and your guests, just a few days before to confirm the reservation and finalise any last-minute details or changes. This way you can double-check the menus, seating arrangements and anything else you’ve got lined up. If you’ve braved outdoor seating, now might also be the time to check the weather in case you need to source a canopy or see about moving your table inside.
9. Enjoy!
On the day of the dinner make sure to arrive early to greet your guests and just give everything one final check, to ensure everything is according to plan. Whilst it’s easy to stress about all the final little details, don’t forget to relax, enjoy the food and a couple of drinks and enjoy your evening.
Looking for some more inspiration for how to decorate an upcoming event? Check out our guide to the best summer party decorations, bound to spark the interior designer inside of you.