Make sure your private dining event goes off without a hitch with these insider tips from Event Manager Elisa Rego DaSilva
Private dining is the ideal way to hold a confidential meeting while having everything tailored to suit your guests? tastes and needs. It is also great for networking events and social gatherings for when you prefer to have an area exclusively for use by your group.
It?s not a simple task to plan a private dining event. There are many factors that go into the organisation process that can get overlooked. It?s easy to get overwhelmed by your manager?s demands, last-minute changes, or some other details you thought you had covered, only for everything to be thrown up in the air during the final stages of preparation.
That?s not to say planning a private dinner isn?t fun; it?s simply that there are certain steps to be taken to ensure the whole process runs as smoothly as possible. The first thing you ought to consider is writing down everything you want to achieve. This gives you a good basis to work from; if you find things are getting more complicated as the process goes on, you?ve always got something to fall back on. It?s also helpful to get down on paper how many guests will be attending, what type of food will be involved and what kind of entertainment will be needed. This goes a long way to helping maintain an element of control.
Secondly, it?s time to start thinking about how exactly you?re going to implement the arrangements; getting in touch with entertainment companies, if appropriate, thinking about decoration for the room, and so on. You should also set out a time frame and work in phases.
The venue is likely to be the most important aspect of planning your event ? and which venue you choose should not be decided lightly. A place with a good reputation and a reliable event manager goes a long way to making your life easier and could be the difference between a sleepless night and a peaceful one. As far as the venue is concerned, research is extremely important. Don?t just go for it because you?ve been wowed by some eye-catching d?cor and think it?s the right fit aesthetically. Make sure you read up about it thoroughly and check reputable sites such as TripAdvisor to see what other end users have said.
Planning an event can be expensive, so if you can save some money on certain things then that?s always a bonus. But when it comes to food and beverage make sure you?re offering good quality. The catering can really make the difference between a decent private dining experience and a fantastic one.
Work to self-imposed deadlines; this is a really good way to make sure things don?t get out of control and you?re always one step ahead. If you?re organising suppliers, set a deadline that lets you achieve the best results in a timely manner, then you can move on to the next part of the project. For a successful event, it?s important to have a menu choice ready to be served at a specific time. Having table plans, name place cards and special dietary requests all noted in advance are key for an efficient and smooth service on the evening.
As well as all the things you can do, there are definitely some options you ought to steer clear of when it comes to planning a private dinner. You really shouldn?t have more than one planner, as this can get confusing ? if staff aren?t exactly sure about what their responsibilities are you could find the wrong decisions are made. You should also stay away from using too many third-party suppliers, given that you can encounter problems with miscommunication. Try and have as much of the process as possible controlled by your venue?s event manager to limit any confusion.
Lastly, remember that allocating your entire budget too early can leave you short of cash later on. When you?re planning initially, make sure you leave money aside for any last-minute changes that may arise further down the line.
By taking all this into account, you?re giving yourself the best possible chance to plan a successful and memorable private dining event for your guests and one that will be a suitable reward for all your hard work.
Elisa Rego DaSilva is the Associate Director of Events at the Andaz Liverpool Street hotel in the City of London, which is part of the Hyatt group. Find out more at london.liverpoolstreet.andaz.hyatt.co.uk/en/hotel/home.html
Venue guide
Andaz Liverpool Street
40 Liverpool Street, London EC2M 7QN
andazliverpoolstreet.com
Spaces available: The Studio private dining room symbolises the Andaz style, with an open-plan kitchen providing a focal point to engage interaction. Delegates can choose menu combinations from any of the venue?s five restaurants, which specialise in sushi, modern British cuisine and seafood, as well as bistro-style eats and hearty pub fare. Meanwhile, the Grade I-listed Masonic Temple, dating back to when the hotel was built, is styled with opulent marble, mahogany and gilding.
Hire rate: From ?2,000 per room, based on a minimum spend.
Unique selling point: The Studio is flooded with natural daylight, thanks to floor-to-ceiling windows, while the Temple is the only remaining original Freemasons? meeting lodge in the City.
Dukes Hotel
St James?s Place, London SW1A 1NY
dukeshotel.com
Spaces available: Dukes has a selection of private dining rooms that can accommodate groups of all sizes. The Marlborough Suite is the largest and can host 100 people for a cocktail reception, or 60 seated. The Sheridan Suite and the Montrose both offer a more intimate environment, catering for up to 15. Alternatively, the Drawing Room, the stylish PJ Champagne Lounge and the hotel?s restaurant, Thirty Six by Nigel Mendham, each provide a stunning backdrop for lunch and dinner.
Hire rate: From ?100, depending on the room.
Unique selling point: Dukes has been awarded AA Hotel of the Year London two years running and England?s Leading Hotel 2014 at the prestigious European Travel Awards.
Gaucho Piccadilly
25 Swallow Street, London W1B 4QR
gauchorestaurants.co.uk
Spaces available: The private dining room at Gaucho Piccadilly in London has been refurbished to showcase its unique historical tiles. The space can seat up to 14 people and features an exclusive group dining menu. There?s also a further three spaces across the restaurant?s four floors. Further private rooms are available at eight of the steakhouse group?s other venues.
Hire rate: No hire rate; parties must dine from the group menu.
Unique selling point: The historic-listed tiles that line the walls of Piccadilly?s main dining space were a gift from the king of Spain in 1929 to the Martinez brothers, who opened the first Spanish restaurant in London on the same site. Gaucho is renowned for its dedication to giving its diners the true essence of Argentine life through its food and wine.
Hilton Garden Inn Glasgow City Centre
Finnieston Quay, Glasgow G3 8HN
hiltongardeninn3.hilton.com/en/hotels/united-kingdom/hilton-garden-inn-glasgow-city-centre-GLACCGI/index.html?WT.mc_id=zELWAKN0EMEA1GI2DMH3LocalSearch4DGGenericx6GLACCGI
Spaces available: The private dining rooms at the property can host up to 60 people seated, or 100 for a reception and have French doors opening out on to the venue?s riverside patio. The Finnieston Suite is ideal for intimate dinners and features large windows that allow natural daylight to fill the room. With a range of catering options available, there?s something to suit all requirements and budgets.
Hire rate: From ?250, depending on the event.
Unique selling point: The Hilton Garden Inn is situated next to Glasgow?s Scottish Exhibition & Conference Centre (SECC). The Finnieston Suite offers stunning views of the River Clyde and the twinkling lights of Glasgow.
Jesmond Dene House
Jesmond Dene Road, Newcastle upon Tyne NE2 2EY
jesmonddenehouse.co.uk
Spaces available: Jesmond Dene House is a genuine boutique hotel in Newcastle, set in gorgeous landscaped gardens. Three small, intimate rooms are able to accommodate up to 30 guests, while the Great Hall, with its minstrels? gallery, wooden floor and original fireplace, can be laid out to host dinner for up to 100, or a standing reception for 150. The venue offers a wide choice of menus, or the team can create bespoke menus to suit your budget.
Hire rate: From ?35 per person, depending on the type of meal; the Great Hall from ?500.
Unique selling point: The hotel is a striking 19th-century arts-and-crafts building nestled in the wooded valley of Jesmond Dene, only five minutes from the hustle and bustle of Newcastle?s city centre. It offers award-winning food, stylish guest rooms and friendly hospitality for its corporate clients.
Kettner?s
29 Romilly Street, London W1D 5HP
kettners.com
Spaces available: Kettner?s features eight private dining spaces that can be adapted to suit any type of event and budget. Individually, the rooms can accommodate up to 120 people, or an entire floor of the venue can be hired if a larger capacity is required. The seated menus include modern European brasserie-style dishes and an extensive wine list.
Hire rate: Available on request; menus from ?35 per person.
Unique selling point: Originally opened in 1867, Kettner?s is one of the oldest venues in London?s Soho and has a long history of hosting show-stopping events. Formerly a series of Georgian townhouses, the Grade II-listed building retains much of its original architecture, while a recent refurbishment has restored the spaces for a modern audience. Its location makes it easy to get to for both those within the city and those coming from around the UK.
The Lowry Hotel
50 Dearmans Place, Chapel Wharf, Manchester M3 5LH
thelowryhotel.com
Spaces available: Among The Lowry?s many features is its private dining room, which is suitable for up to 24 people. Hire of the space also includes exclusive use of the attached library for a drinks reception. A number of catering options can be provided, from healthy lunches to three-course dinners. The team sources the best ingredients from around the country to create delicious dishes that suit all tastes and dietary requirements.
Hire rate: ?350 plus food and drinks.
Unique selling point: The space features a terrace overlooking the River Irwell that is ideal for drinks before and after dinner in the summer months. The five-star hotel is situated on the border between Salford and Manchester, making it easily accessible from destinations around the UK.
Moti Mahal
45 Great Queen Street, London WC2B 5AA
motimahal-uk.com
Spaces available: Moti Mahal is spread across two floors, with the main part of the restaurant offering unique views of the kitchen, along with space for up to 75 people seated and 170 standing. The basement room provides a private area for business guests, with room for up to 45 seated and 80 standing.
Hire rate: Minimum spend depends on the day and number of guests; full rates are available on request.
Unique selling point: The restaurant is ideally located in the heart of London?s Theatreland. Executive Chef Anirudh Arora and his team offer authentic Indian dishes, healthy and light lunches, pre- and post-theatre set menus, outdoor catering and monthly vegetarian and traditional cooking classes. Plus, the staff are on hand to help PAs organise their events.
