Renting Out Your Restaurant For A Wedding: What You Need To Know

Renting out a restaurant for a wedding is a great option for couples who want to prioritise good food and a stylish setting without the hassle of extensive planning and setup. While it may not be the most budget-friendly option, especially for larger parties, it can offer value for money by combining venue, catering, and decoration costs.

Restaurants provide a unique, intimate atmosphere for a wedding, and many couples choose to hire one that is meaningful to them, such as the spot of their first date. The food and drinks are likely to be a highlight, crafted by professional chefs and bartenders, and there may be scope for customisation depending on the restaurant's flexibility.

However, there are some limitations to consider. Restaurants may have spatial constraints, limiting the number of guests and making it difficult to include a dance floor or band/DJ setup. Customisation options may also be restricted due to fire regulations and the need to maintain the restaurant's existing aesthetic.

Overall, a restaurant wedding can be a wonderful choice for couples seeking a cosy, food-focused celebration with a built-in sense of style and sentimentality.

Restaurant wedding costs

Restaurant weddings are a great option for couples looking for a more intimate and budget-friendly wedding. The average cost of a restaurant wedding in the UK is £5,526, which is about 45% less than the average cost of a wedding venue in the UK. In the US, the average wedding catering cost is about $4,000, with most couples spending between $1,800 and $7,000.

Factors Affecting the Cost of a Restaurant Wedding

The cost of renting a restaurant for a wedding depends on various factors, including the size of the venue, its location, the season, the day of the week, the number of guests, the food served, and any customisations requested.

Advantages of a Restaurant Wedding

Restaurant weddings offer a unique, relaxed, and intimate setting with high-quality food and exemplary service. They are also convenient and flexible, allowing couples to have the ceremony, breakfast, and reception in one location.

Disadvantages of a Restaurant Wedding

Restaurant weddings may not have space for a dance floor and might require a ruthless guest list to manage space constraints. Additionally, the restaurant's cuisine might not align with traditional wedding food preferences.

Tips for Choosing a Restaurant Wedding Venue

When choosing a restaurant wedding venue, consider the size of the venue and its capacity, the layout, the availability of ceremony space, extra rental fees, and any rules for decorating. It is also essential to sample the food, meet with the restaurant staff, and discuss all-inclusive fees, minimum spending requirements, and other costs associated with the event.

Sample Budget for a Restaurant Wedding

• Church or venue rental: $400
• License and officiant: $300
• Meals: $2,700 (based on $100 per person)
• Drinks: $945 (based on $35 per person)
• Wedding photographer: $1,500
• Wedding invitations: $125
• Favors or centerpieces: $100
• Wedding clothes: $1,000
• Bouquet and boutonnière: $275
• Grand total: $8,000

Private dining room vs full restaurant buyout

There are several factors to consider when deciding between booking a private dining room or buying out an entire restaurant for your wedding. Here are some key points to help you make an informed decision:

Space and Guest Count:

• Private dining rooms are suitable for smaller, more intimate weddings. They can typically accommodate up to a certain number of guests, depending on the restaurant.
• A full restaurant buyout is a better option if you have a larger guest list and require more space. It allows for a more exclusive and private celebration.

Cost and Budget:

• The cost of a private dining room rental will depend on the size of the room and the number of guests. It may be a more cost-effective option if you have a smaller group.
• A full restaurant buyout usually involves a food and beverage minimum spend, which can be significant. The cost will depend on the restaurant's popularity, day of the week, and time of year. Peak times, such as Friday and Saturday nights, will be more expensive.

Privacy and Exclusivity:

• A private dining room allows the restaurant to operate as usual in the rest of the space while hosting your wedding party in a separate area. This may be a good option if you want a more low-key celebration without disrupting the restaurant's regular business.
• A full restaurant buyout provides more privacy and exclusivity, as the entire space is dedicated to your event. This can be especially important if you want to avoid random customers wandering in or ensure that your guests have access to all areas of the restaurant.

Flexibility and Customization:

• With a private dining room, you may have some flexibility in terms of customization, such as choosing from different menu options or adding decorations. However, the level of customization may be limited compared to a full buyout.
• A full restaurant buyout gives you more control over the space and allows for greater customization. You can work closely with the restaurant to create a unique menu, design the floor plan, and incorporate your desired theme or decorations.

Staffing and Service:

• When booking a private dining room, the restaurant may allocate dedicated staff to your event, ensuring that your guests receive attentive service.
• With a full restaurant buyout, you can expect even more attention from the restaurant staff as they will be focused solely on your event. This can result in enhanced service and a more personalized experience.

Ultimately, the decision between a private dining room and a full restaurant buyout depends on your specific needs, budget, and the level of privacy and customization you desire for your wedding. It's important to consider the size of your guest list, the restaurant's capacity, and your overall vision for the event to make the choice that best aligns with your priorities.

Pros and cons of a restaurant wedding

Pros

• The food will be good. Restaurants are known for their food, so you can be confident that your wedding meal will be top-notch.
• It can be more affordable. While a restaurant wedding may not always be cheaper, it can be more affordable, especially if you opt for a lunch or brunch wedding.
• Less setup and teardown. With a restaurant wedding, you can avoid the hassle of setting up and tearing down decorations, as the venue will already be decorated.
• Built-in catering and decorations. Restaurants come with their own catering and decorations, saving you the time and cost of hiring separate vendors.
• Intimate setting. Restaurant weddings tend to be smaller in size, creating an intimate atmosphere that allows you to connect with your guests.
• Delicious food. Restaurant staff will be working in their own kitchen, so you can be sure the food will taste exactly as it did during your tasting.
• Customization. Restaurants can often accommodate special requests, such as food allergies or dietary restrictions.
• Convenience. Hosting your wedding at a restaurant can be more convenient, as they will handle many of the logistics and details for you.
• Unique and personal. Choosing a restaurant that you and your partner love can add a unique and personal touch to your wedding.

Cons

• Space limitations. Restaurants may have limited space for a dance floor, DJ, photo booth, or bridal party.
• Higher costs. In some cases, a restaurant wedding can be more expensive, especially if you opt for a full buyout during peak times.
• Limited customization. Restaurants may have less flexibility when it comes to customizing certain aspects, such as linens, chairs, or tables.
• Different vibe. A restaurant wedding may have a different vibe than a traditional wedding venue, and may not be suitable for a large party or raging dance party.
• Limited A/V capabilities. Most restaurants do not have the same A/V facilities as dedicated wedding venues, so you may need to bring in additional equipment for things like microphones or slideshows.
• Staffing constraints. If the restaurant continues its regular bar and table service during your event, the staff may be overwhelmed and unable to provide the same level of service.
• Limited control over details. With a restaurant wedding, you may have less control over the little details and may need to work within the restaurant's existing setup and decor.

Planning a restaurant wedding

Know Your Options

Before you start planning, it's important to understand the two main routes for booking a restaurant: a full buy-out or a private section. A full buy-out means the restaurant will be closed to the public, while a private section involves reserving a separate room or partitioned area. The choice depends on the number of guests and your budget. A full buy-out is usually necessary for larger parties and can be more expensive, especially during peak times like Friday and Saturday nights.

Start with the Basics

Begin by compiling a list of potential restaurants, including your favourite spots, places you've always wanted to try, and random finds in your desired neighbourhood. Consider your must-haves, wants, and things you're willing to skip. For example, you might prioritise good food that caters to allergies over a DJ or centrepieces. Create a spreadsheet to gather information on name, contact, location, business history, capacity, date and time availability, and budget.

Follow Up with a Walk-Through

Once you've narrowed down your options, schedule a walk-through at each restaurant. Discuss the schedule, floor plan, cake/dessert options, alcohol, music/sound, menu, styles of service, bathrooms, and hard costs. Ask about their experience hosting weddings or similar events, as this can impact their ability to accommodate your needs.

Finalise the Details

After selecting your restaurant, get the contract in writing. Discuss menu options and meal customisation, as well as liquor choices. Visit the restaurant with friends to get a feel for the space and make notes on any adjustments you'd like to make.

Know Your Headcount

Restaurants have limited space, so it's crucial to have a clear idea of your guest count. Ensure the restaurant can comfortably accommodate all your guests and check in person to avoid any last-minute adjustments.

Be Picky About Food Quality

The main attraction of a restaurant wedding is the food. Choose a restaurant with great food, especially dishes that are popular with your guests. If you opt for a unique menu, consider how you can adjust it to suit everyone's tastes. Discuss with the chef whether the event menu differs from the regular menu and communicate any specific choices or requirements.

Understand the Privacy Options

If possible, consider hiring the entire restaurant for the day to ensure privacy. Many restaurants have small halls that can be booked separately, but this may be more costly.

Discuss Layout and Seating Arrangements

Talk to the restaurant manager about your options for changing the seating arrangements to suit your needs. Understand the comfort level of the layout for your guests, and if possible, take a look at photos of previous events to visualise the space.

Address Extra Costs Upfront

The overall cost will depend on the number of guests, food served, and the day of the week. Discuss extra costs like service charges, gratuity, and any additional fees.

Check Kid-Friendliness

If children are on your guest list, confirm that the restaurant can accommodate their needs, including special meals and seating arrangements.

Research Previous Weddings

A restaurant with experience hosting weddings is ideal, as they will be better equipped to handle last-minute changes and seamless service. Search online for photos and reviews of previous weddings held at the restaurant to get a sense of their expertise.

Understand the Advantages

Restaurant weddings offer built-in catering, a unique atmosphere, and potential cost savings on venue rentals. They are a great option for couples who want to focus on their love of food and creating an intimate, meaningful celebration.

Guest capacity

Restaurant capacities vary, but a typical range for a restaurant wedding is between 35 and 100 guests. Some restaurants may be able to accommodate larger groups, especially if you opt for a partial buyout or utilise outdoor space. However, it's important to prioritise guest comfort and ensure that the restaurant has adequate restroom facilities and nearby parking options to accommodate your full guest list.

When considering guest capacity, keep in mind that adding features like a dance floor, DJ, photo booth, or space for a bridal party will reduce the amount of space available for guest seating. The size of the tables and the desired layout (e.g. long tables or individual round tables) will also impact the number of guests you can accommodate. It's crucial to measure carefully and plan out the floor plan in advance to ensure that your guests have enough space to move around comfortably.

If you have a small guest list or are looking for an excuse to trim your invites, a restaurant wedding could be a perfect solution. A smaller guest list may also help you save on costs, as restaurants typically charge based on the number of guests and the space required.

To determine the ideal guest capacity for your restaurant wedding, consider the following factors:

• The physical size and layout of the restaurant: Can it accommodate your guest list while allowing for comfortable movement and access to facilities?
• The availability of outdoor space: Is there a patio or garden that can be utilised for the ceremony, cocktail hour, or dining?
• The style of dining: Will you have a buffet, family-style service, or plated service? Each option requires a different amount of space and impacts the overall guest experience.
• The presence of a private dining room or separate event space: Can you reserve a dedicated section of the restaurant for your wedding party?
• The day and time of your wedding: Opting for a daytime wedding or choosing a weekday instead of a weekend can often result in lower minimum spending requirements and increased flexibility with guest capacity.

Frequently asked questions