5 Factors to Choosing a Restaurant for Work Meetings

If there’s one thing every in-person meeting may have in common it’s food. Sometimes, the meal is the entire meeting, like a quick working lunch, but other times meals are planned outside of the main agenda. 

Before choosing a restaurant, understand what you’re planning for: lunch or dinner. Lunch is usually about efficiency or convenience, which often means ordering in or choosing a spot just a short walk from the meeting space.

Dinner, on the other hand, is usually more relaxed and social. It can take place farther from the meeting venue and is often chosen for the experience as much as the food. Attendees might fly in, drop their bags at the hotel, and have time to freshen up before heading out. Or, after a full day of meetings, they might hop in a cab or rideshare to a restaurant a few miles away allowing for a fun environment for team-building and camaraderie. 

Whichever meeting you are planning for, choosing a restaurant is a crucial step in the meeting planning process. A great restaurant can strengthen team bonds and leave a lasting impression. The wrong one? It can throw off the whole vibe. 

What to consider when choosing a restaurant for a group?

Here are five considerations to help you choose the right restaurant for your attendees.

1. Capacity and seating

Once the meeting venue is locked in, you can begin researching which restaurant is best for your meeting purposes and attendees. But first, understand the following to narrow your search:

• Can the restaurant accommodate the size of your group? 
• Do they offer private rooms? How many people to a room?
• Can you rent out the entire restaurant or a part of it? 

Find out if the restaurant offers large, communal tables to accommodate your group. Or maybe you’re looking for smaller tables to allow for more interaction. It’s important to know what the capacity and seating is like before everyone heads to the restaurant.

Don’t forget to ask about reservations! If you can book ahead of time, what’s the earliest you can make a reservation? Placing a reservation also ensures your attendees can dive in and enjoy their meal instead of waiting around for a table. This can save you a lot of back and forth and allow for a smooth planning process.

Pro Tip: Noise levels can really impact a meal! Make sure that the atmosphere and tone is right for your meeting type. Even if you’re booked into a private room, ensure that conversations can still be held comfortably, no one wants to be shouting over each other. 

2. Proximity to hotel or meeting space

If you’re heading out for lunch or dinner, is the restaurant within walking distance? Or do you need to organize transport? If transport is involved, how many vans or cab-shares do you need to book for the size of your group? Configure this into your budget to ensure you don’t go over. 

Moreover, be sure that you’re considering accessibility for any attendees that may require support. The last thing you want is for anyone to feel uncomfortable or like their needs weren’t considered. 

TROOP makes it easy to track accessibility considerations so that you can ensure all attendees are comfortable and accounted for, every time.

3. Dietary restrictions

It’s important to be mindful of any specific dietary restrictions ahead of time. Send a pre-meeting survey to capture all food allergies and dietary restrictions. With this information, review the restaurant’s menu online or call the restaurant before making a reservation and see if they offer vegetarian, vegan, gluten-free, or allergy-friendly options. Also check whether they provide  pre-fixed menus, customizable group options, or even a la carte ordering.

With TROOP, you can easily capture dietary requirements and restrictions when they RSVP for your meeting. This information is saved to their profile so you can ensure they receive the best experience at every meeting.

4. Budgeting 

Budget is always a key factor when choosing a restaurant for work meetings. The goal is to choose a place that fits within your allotted spend so the final bill doesn’t come as a surprise.

Know the average cost per person (including drinks, tax, and a tip) and it’s okay to round up. It’s better to overestimate and come in under budget versus being over budget.

For larger groups, check if the restaurant requires a food and beverage minimum, especially if you’re booking a private room or full space.

If the bill payer is attending the meeting, confirm that their credit card has a high enough limit to cover the cost and that they know they’re responsible for payment. Alternatively, you can ask if payment can be made via invoice or remotely if you don’t want anyone to be responsible for this onsite.

5. Culture and ambiance

The last factor to consider when choosing a restaurant is its purpose in the context of the meeting. Is it to host the meeting itself? Is it a break from the meeting? Is it to network or host a client or partner? Your goal for the meal should shape your decision when choosing a restaurant.

If your attendees are coming in from out of town, consider highlighting a local favorite. Look for iconic spots or popular cuisines that give guests a feel for the city or region as a simple way to elevate the experience.

If you can visit the restaurant or do a virtual tour, it’s a great way to easily gauge the culture and ambiance for yourself. And always check online reviews to confirm if the service, food quality, and overall experience align with your expectations.

Pro Tip: Don’t forget to tap into your network. If you have colleagues from the area, ask them for local restaurant recommendations. And lean into your EA community: there’s often that one EA who always knows the perfect spot, no matter the city. Crowdsourcing suggestions from fellow EAs can be just as helpful as online reviews, and often even more reliable. After all, who better to ask than someone who’s been in your shoes?

Choosing a restaurant for a work meeting is easy

Don’t overlook how important it is to choose the best restaurant for your next in-person meeting. The right restaurant can enhance the overall experience and keep attendees happy and satisfied. Apply the five factors we shared above the next time you’re choosing a restaurant for your work meeting.