Five Tips for Planning a Dinner

Dinners can be important events, which require the right setting, from the ambiance and comfort of the surroundings, to a location that is convenient for guests to get to.

Here are five key elements to consider when planning a dinner:

1. Capacity and Layout

The first element to discern before looking for a venue, is your guest numbers. This will narrow down your search, as you can just consider the venues which can comfortably accommodate the number of guests you expect.

The layout of the space is also an important factor to deliberate on, you could go for classic round tables, long tables for a banqueting look, or for a more unusual set up, consider herringbone style.

Speak to your venue to see if they can draw up a floorplan of where the tables will be placed, the area for the drinks reception and the bar. This will help you envisage the space, and ensure it works for you logistically. If you are having a registration desk, see if there is an area the venue would recommend for this, and check where the cloakroom is in proximity to the event space. Additionally, going to see the venue before and after you book is a good idea to ensure you get a full sense of the layout of the rooms, and will give you a chance to discuss the event in detail with your planning contact.

2. Budget

During your search for a venue for the dinner, be sure to inform the venues of your budget upfront if it is fixed, so that the offering can be tailored as required.

Ask a venue for a full proposal and outline everything you need, for instance: the venue rental, the catering, audio visual and any extras. A lot of venues include equipment, staffing and linen within the cost of venue hire but it is a good idea to double check this, for instance dry hire venues will charge in addition, and check if there are any other extras such as service charges to avoid unexpected costs. Also, be clear on the timings you require the hire to start from and end as this could affect the price. If you are planning theming and décor, you may want to set a aside a certain percentage of your overall budget for this.

3. Atmosphere and Ambiance

The ambiance of the venue sets the tone for the evening so choose a venue that has the right mood you want for the dinner and then add to that with decorative touches.

See if your venue offers extras such as lighting to create the desired atmosphere or theme. Diming the lights and using candelabras along the dining tables, tealights on the poseur tables and lanterns in the windows will create a cosy yet dramatic atmosphere.

Look at different suppliers to enhance the event such as florists, who can decorate the tables, for instance choosing flowers which reflect your company colours or your chosen theme. If you are looking for entertainment, see if there are any DJ’s or bands, and dancefloor suppliers that your venue recommends.

For certain dinners, such as a Christmas Dinner, acts such as a magician or circus performances can be really effective.

4. Catering Options

When looking at venues, ask for the sample menus so you can see the type of catering options they offer. You could also see if your venue can offer a tasting so you can try the food beforehand and tweak the menu if needed. The right catering is very important to a successful dinner.

Additionally, be sure to ask all guests for any dietary requirements and inform your venue of these by the deadline so that everyone can be suitably catered for.

5. Location and Accessibility

Choose a venue that is conveniently located for your guests, considering factors like proximity of public transport, parking availability and accessibility. Providing information on local hotels is also helpful if you event is likely to attract guests from many different locations. Convenience of travel to a venue and the option to stay the night locally are  important considerations.

Considering these factors, you can select a venue that is right for you, meeting the needs and logistical requirements of your dinner but also contributing to a positive and memorable experience for your guests.

At The Inner Temple, we have a number of rooms suitable for dinners depending on your numbers. You can choose from our traditional first floor rooms, ranging from a capacity of 40 guests in our Drawing Room to 240 in our Hall. Or for a more modern look, select from the rooms on our fourth floor which can seat up to 30 guests on one long table, which is great for a more intimate dinner.

Enquire today at The Inner Temple on 020 7797 8230 or email venuehire@innertemple.org.uk for availability.