Restaurant Event Buyout Pricing: How to Price a Full Buyout

A restaurant event buyout—where a single party rents the entire restaurant for a private event—can generate more revenue in one evening than your best Saturday of regular service. A 60-seat restaurant with a $90 average check doing 2.5 turns makes $13,500 on Saturday. A buyout at $200/head for 80 guests is $16,000 from one booking, with less operational complexity.

But you can lose money on a buyout if you price it wrong. Here's how to set your minimum spend, price your menu, and protect yourself contractually.

Minimum Spend: The Right Way to Price Buyouts

The most important decision in buyout pricing is setting the correct minimum spend—the minimum total the party must hit (on food, beverages, and event fees) to book the entire restaurant.

Why minimum spend instead of per-head pricing?

A party that books for 80 guests and shows up with 60 is still your problem. If you priced at $150/head for 80 guests ($12,000 target), you're now looking at $9,000 actual. A minimum spend of $12,000—regardless of guest count—protects you.

How to Calculate Your Minimum Spend

Formula: Minimum Spend = Expected Regular Revenue for the Night x 1.25–1.50

If your average Saturday dinner generates $9,000 in revenue, your Saturday buyout minimum spend should be $11,250–$13,500.

For a Wednesday buyout, adjust downward: if Wednesday typically generates $3,500, a minimum spend of $4,500–5,000 is reasonable.

Pricing the Buyout Menu

Most buyout events use one of three formats:

Prix fixe menu. Set courses at a fixed per-head price. You control food cost by designing the menu. Easiest to manage operationally. Price: 2.0–2.5x your typical average check.

Stations/buffet. Multiple food stations for mingling events. Higher food cost (guests waste more from buffets), easier on service labor. Price: $55–120/head depending on concept and menu.

Full regular menu. Guests order from your menu normally. Unpredictable food cost but familiar to guests. Add a 20–25% private dining surcharge to all menu prices.

Beverage Packages: The Best Margin in Your Buyout

Package	Per-Person Price	Typical Cost
Beer & wine (3 hours)	$40–65	$12–18/person
Full bar (3 hours)	$60–85	$18–25/person
Champagne toast + beer/wine	$50–75	$15–22/person
Non-alcoholic only	$15–25	$5–8/person

A party of 70 guests on a full bar package at $70/head generates $4,900 in beverage revenue. At $22/head cost, your contribution is $3,360—at exceptional margin.

The Buyout Contract: What to Include

A verbal agreement is not protection. Cover these elements in writing:

• Date and time: Including setup and hard out time
• Minimum spend: Explicitly stated dollar amount
• Deposit: 25–50% of minimum spend, non-refundable 30 days before event
• Guest count guarantee: Final count due 72–96 hours before event; you charge for guaranteed count or actual count, whichever is higher
• Menu selection deadline: X days before event
• Additional charges: Cake cutting fee, outside dessert policy, A/V equipment, parking

Whether to Charge a Separate Venue Fee

Some restaurants charge a venue rental fee ($500–2,000) on top of food and beverage minimums. This is appropriate when:

• The event requires significant setup time
• A/V equipment, custom decor, or special furniture is needed
• The buyout starts before your regular service begins

Other restaurants waive the venue fee and ensure the minimum spend is high enough to cover setup costs. Both approaches work—just be explicit in your contract.

Frequently Asked Questions

What if the party wants to bring in outside food or a cake?

Charge a cake cutting fee ($3–5/slice) for outside desserts. Prohibit outside food and beverage entirely for liability reasons, or require advance written approval with a surcharge.

How do I handle a party that goes over the scheduled end time?

Include an overtime fee in your contract—typically $500–1,000/hour. Make start and end times explicit.

Should buyout pricing be listed publicly?

No. Provide pricing only via direct inquiry. This lets you customize by day of week, season, and party size.

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