5 Private & Group Dining Event Tips from Truluck’s Event Planners

What to Know Before Hosting an Event

Private and group dining events can be a wonderful way to celebrate and connect with family, friends and colleagues–whether gathering as a group for a special occasion or the occasion itself is the fact that everyone can get together!

At Truluck’s, we understand the key to a successful private or group dining event lies in the ambiance, menu, drinks, and those memorable touches of elegance. Most importantly, we believe the host should enjoy the event without lifting a finger. Let’s face it, with so many details requiring attention, events can be intimidating to plan.

To help ease this process, we turned to our expert Truluck’s event planners for their top tips to ensure your next event is seamless, stylish, and stress-free.  Here’s what they shared.

1. Start early.

When planning a private or group dining event, starting early is one of the most important steps to ensure your event goes smoothly. Allowing yourself ample time—typically six months to a year in advance for on-site conferences or 45 to 60 days for off-site events—enables vendors and venues to accommodate your group easily and helps bring your vision to life exactly as you imagined.

Location and venue play an important role in setting the mood for your event and serve as the foundation for the rest of your event planning. Elizabeth Nourse, sales and event manager across all Truluck’s Florida locations, encourages guests to “visit the location in person to avoid any setup or logistic issues on the day of the event” and ensure it aligns with your overall vision.

That said, we also know that last-minute events have become more common, whether it’s a spontaneous celebration or a meeting that pops up unexpectedly. Our seasoned event planners are well-versed in working with short lead times and can help create a flawless experience, even on a tight schedule.

Of course, not all details can be hammered out early—and that’s okay. Consistent communication and keeping your event planner in the loop as information becomes available will keep things on the right track.

“Communicate with the event staff, and make sure to tell them what’s important to you during the event,” says Monica Leibowitz, sales and event manager at Truluck’s Dallas. “If the toast is the main focus, let your team know so that we’re prepared. If welcome drinks are super important to you, let your team know so that we’re ready for you. The more we know, the better. And ask for what you want! You never know what’s available until you ask.”

2. Know your budget.

“Before any event details can be locked in, it’s important to determine your budget. If you’re unsure what your budget is, consider your guest count,” says Amber Scheer, CPCE of Truluck’s The Woodlands, Texas. She continues, “Also, think about the larger vision of the event. What do you need to make your private event shine?”

Remember, a big budget does not determine a great event. It’s about knowing what you have to work with and refining the details from there.

“Review your budget carefully, and no question is too trivial,” says Amanda Chambers, sales and event manager at Truluck’s Washington, D.C. “Do you have a $125 all-inclusive budget per person? Most food and beverage minimums must be met before tax, gratuity, and additional service charges, so make sure to factor in all fees to know if you’re within budget. Check menu prices to ensure the menu plus fees will fit within your budget as well–don’t sign the agreement until you know that both menu options and food and beverage minimums align with your budget!”

When it comes to signing an agreement, Monica reminds every guest to review all the details thoroughly. “Make sure you know what you’re signing. Planners have seen guests who sign contracts for the wrong date, the wrong location, or agree to terms and conditions that they don’t agree with,” she says. The good news is that when working with a Truluck’s event planner, we are meticulous in our organization and collaboration! We always bring ideas to your vision and flag any watchouts for your event and guests throughout the entire planning experience.

 3. Decide what’s most important to you.

Food, beverage, décor, entertainment—they all work together to create a showstopping event. However, depending on your budget, you may not be able to splurge on each category, and that’s perfectly OK.

“We all wish we had an unlimited budget,” says Cassandra Mroz-Pancheva from Truluck’s Rosemont, Illinois. “With your set budget, choose your three to five must-haves for the event and try to stick to them.”

So, think about where you are most flexible. If delectable food and custom cocktails are the priority, maybe décor is an area where you can spend less.

“A themed event helps with the beginning stages of creating the color scheme and overall ambiance. From an enchanting forest engagement party to a rock-and-roll themed birthday, no idea is too big!” Cassandra says. Having a theme may also help guide you on which event elements take priority. That enchanting forest event wouldn’t be the same without floral and greenery to set the scene, while a music-themed birthday bash would benefit from great music and a band.

There is no wrong decision—it all comes down to priorities and what is most important for your event.

 4. Determine your guest list.

Knowing the number of attendees will help determine many of the details of your private event, from location to food.

But it’s not just about numbers. “Whether it’s a corporate gathering, birthday celebration, or rehearsal dinner, knowing the goal helps tailor the ambiance, menu, and service of the guest experience,” says Vanessa Sbraga, sales & event manager at Truluck’s Southlake and Plano, Texas, locations. From welcome cocktails to personalized menu design and floral arrangements, understanding the goal will help add custom touches to your event.

It’s also essential to “alert your planner of any children in the group, allergies, elderly guests who may need assistance or other special considerations,” says Misty Montague from Truluck’s Austin and Houston, Texas locations. Your event team can make adjustments to best serve every guest, but knowing about any special accommodation in advance is helpful.

 5. Know your vision, but be open to your planner’s ideas, too.

At the end of the day, your private event is about your goals and attendees, and your event planner wants nothing more than for it to go off without a hitch. In some instances, they may offer recommendations to help the event run more efficiently. Be open to their expertise.

“Events are fluid—have a plan in place and work that plan, but sometimes things happen beyond your control,” Monica says.

Misty agrees: “Listen to your event planner when they make suggestions—they do this every day!”

Hosting a private or group dining event? Raise a glass—and your expectations—for what private and group dining can be at Truluck’s. Explore our stunning locations and let our team help you plan an unforgettable experience today.