Planning a private dining event? Whether you're organizing a corporate dinner, team celebration, or intimate gathering, we've got the insider knowledge to help you pull it off flawlessly in Montreal's best venues.
When Should You Book Your Private Dining Room?
Here's where most people get it wrong: they wait too long. The best private dining rooms in Montreal fill up quickly, especially during peak seasons and around holidays. You should contact your venue as soon as you have a rough idea of your event timeline—ideally 2-3 months in advance if possible, though some venues can accommodate shorter notice depending on availability.
Why this matters? You'll have more flexibility with date and time options, and you won't end up disappointed when your first choice is already booked. Plus, venues appreciate early bookings because it helps them plan their staffing and kitchen resources. Have a few backup dates in mind too—flexibility shows you're an organized planner, and it increases the chances of securing your ideal space.
How Do You Know If a Private Dining Room Is Actually Right for Your Event?
This one requires an in-person visit. Yes, websites have photos, and yes, they look amazing. But you need to see the space yourself. Ask yourself: Is there enough room for all my guests to move around comfortably? Does the atmosphere match what I'm trying to create? Can the layout work for how I want to structure the event?
While you're there, test the food and beverages. This isn't just about whether it tastes good—it's about whether it represents your brand or your guests' preferences accurately. A private dining experience lives or dies on the quality of the food, so don't skip this step. Talk to the restaurant staff about their service style too. Are they attentive without being intrusive? Can they handle special requests smoothly?
What's the Best Way to Handle Dietary Restrictions and Guest Preferences?
One of the biggest misconceptions about private dining is that you have to choose a set menu and stick with it. That's not true—great venues offer flexibility. Here's what you should do: When you're initially planning, ask your guests about dietary needs, allergies, and restrictions. Don't just send a vague email; make it easy for them to respond. Include options like vegetarian, vegan, gluten-free, nut allergies, and religious restrictions.
Then, communicate all of this to the restaurant well in advance. Good venues aren't just willing to accommodate these requests—they expect them and have the expertise to handle them seamlessly. This creates an inclusive environment where everyone feels welcomed and can actually enjoy the meal, which honestly makes or breaks the guest experience.
How Should You Structure Communication With Your Restaurant?
Clear communication is everything. From the moment you book, establish a single point of contact at the restaurant. This should be someone who can answer questions about setup, menu options, A/V needs, timeline, and any last-minute changes. Here's a communication timeline that works:
At Booking: Confirm date, time, guest count estimate, and basic event type. Discuss the private dining room options available and any specific needs you have upfront.
2-4 Weeks Before: Finalize your guest count, go over menu selections, discuss service style, confirm any special requests, and ask about setup requirements.
1-2 Weeks Before: Walk through the space again if possible, confirm parking arrangements, discuss the event timeline, and lock in any final details.
3-7 Days Before: Provide your absolute final guest count, confirm all vendor arrival times, and do a final check-in on any special setup needs.
What Details Are Easy to Overlook but Actually Matter?
Event planners who've been through this know there are some details that seem small but create huge problems if you miss them. First, confirm the room's audio-visual capabilities. If you need to display a presentation, show a video, or have someone speak, you need to know what's available. Don't assume the restaurant has what you need—ask specifically about microphone quality, projection capabilities, and sound system reach in the room.
Second, understand the parking situation. Your guests shouldn't spend 20 minutes looking for a spot before coming to your carefully planned event. Ask about reserved parking, valet options, or nearby public parking. This is especially important in Montreal's busier neighborhoods.
Third, plan your event timeline in detail. Work with the restaurant to map out everything from when guests arrive through cocktail hour, dinner service, and any planned activities or speeches. This keeps energy moving and prevents awkward lulls.
How Tomahawk Group Can Transform Your Private Dining Event
At Tomahawk Group, we understand that private dining events are more than just meals—they're carefully orchestrated experiences designed to create lasting impressions. We've built our entire collective around creating distinct moments in Montreal's most sought-after venues, and our private event expertise is built on years of hosting everything from intimate team celebrations to large-scale corporate activations.
Each space in our collective is uniquely designed with private events in mind. Whether you're drawn to the vibrant energy of Santos in Old Montréal—where Latin-inspired cuisine and DJ-driven evenings create an electric atmosphere—or the sophisticated elegance of Mignon Vieux Montréal, we have spaces that match your vision and your event's purpose.
Our portfolio spans different vibes and neighborhoods. Planning a seasonal team activation? June Buvette offers a cosy, neighbourhood feel with seasonal local dishes perfect for intimate gatherings. Need upscale cuisine in a refined setting? Mignon Petite Bourgogne delivers premium dining in a sophisticated environment. Looking for something trendy and contemporary? Felix blends modern cuisine with chic ambiance. Want Mediterranean flavours in a relaxed, sociable setting? Taverne Grecque Máti brings that warmth and authenticity.
One of our biggest advantages is seamless corporate and event-hosting services. This means from the moment you contact us, you're working with a team that's done this before and knows how to execute flawlessly. We handle the details so you can focus on your guests. Our staff understands timing, pacing, and service excellence. We're equipped to accommodate dietary restrictions, manage A/V needs, and create customized experiences that align with your event's purpose.
Ready to bring your private dining event to life? Reach out to any Tomahawk venue directly or contact our corporate events team. Tell us about your vision, your approximate guest count, and your date range. We'll walk you through our available spaces, discuss menu options, and create a plan that fits your needs.
