How to plan a private dinner people talk about for years

I have planned more than 900 private dinners at Olive & Ember, from eight friends at the Boulder chef's counter to a 60-guest rehearsal dinner in the Olive Grove. The events people remember are rarely the most expensive. They are the ones where the host was relaxed, the food kept coming at the right pace and a few thoughtful details made guests feel expected. Here is how we get there.

Start eight to twelve weeks out

Friday and Saturday evenings in our private rooms book two to three months ahead, especially in May, June, September and December. If your date is flexible, a Tuesday to Thursday dinner often has a lower food and beverage minimum and the same menu.

• 8 to 12 weeks: pick a room, date and rough guest count, and place a deposit.
• 4 weeks: choose the menu package and any wine pairing.
• 2 weeks: share dietary needs and any special requests, like a cake or slideshow.
• 5 days: confirm the final guest count, which sets your minimum spend.
• Day of: arrive 20 minutes early so we can walk the room with you.

Understand the minimum spend

Most private rooms have a food and beverage minimum instead of a room fee. That means if your food and drinks total at least that amount before tax and service, there is no extra charge for the room. For example, the Cellar Room in RiNo starts at $1,800. Eighteen guests on our Hearth menu at $75 per person is $1,350, and a reasonable drinks tab brings you over the minimum.

Budget math that avoids surprises

Plan on your menu price, plus about $25 to $40 per guest in drinks, plus Colorado sales tax and a 22 percent service charge. The service charge goes to the team working your event. We send a full estimate before you sign anything so there are no surprises at the end of the night.

Choose a menu format that fits the mood

Family style suits almost every group. Platters land in the middle of the table and people pass them, which breaks the ice faster than any toast. Plated tasting menus feel more formal and work beautifully for milestone birthdays or small, serious dinners. For mixed crowds who want to mingle, we can start with 45 minutes of passed bites before everyone sits.

The host who arrives early and relaxed sets the tone for the whole room.

Small details that make a big difference

• Printed menus with the event name or the couple's names, which we include with the Chef's table package.
• A welcome drink in hand within two minutes of arrival.
• A short word from Chef Nadia or the chef de cuisine about the fire, which guests always love.
• Toasts timed between mains and dessert, when the room is full but not restless.
• Take-home gifts like a small bottle of our Messinia olive oil or a box of baklava.

Plan around dietary needs early

Collect allergies and diets with your RSVPs rather than on the night. We can prepare separate portions for anyone with severe allergies and mark their place card discreetly so nobody feels singled out. Our menus are naturally friendly to vegetarian and gluten-free guests, which makes this easier than you might think.

On the night, let us carry it

Your only job on the day is to enjoy your guests. Your event lead handles timing with the kitchen, cues the toasts, tracks the bar tab against your budget and makes sure the last guest leaves with their coat. If you want to start planning, send us your date and headcount and I will reply within one business day with availability and an estimate.