How to Plan a Private Dinner Party at a Restaurant in Lake Havasu City

Planning a private dinner at a restaurant takes the stress out of hosting.

No cooking, no cleanup, no scrambling for extra chairs.

Just good food, good company, and someone else handling the details.

Whether you’re celebrating a milestone birthday, hosting a rehearsal dinner, or bringing your team together after a big project, Lake Havasu City has options for private dining that most people don’t know about.

This guide covers everything, from booking the space to handling that one uncle who always shows up uninvited.

What Kind of Event Are You Planning?

Before you start calling restaurants, get clear on what you’re actually hosting. Different events have different needs.

Social Celebrations

Birthday parties range from intimate dinners to full-blown bashes. Milestone birthdays (40th, 50th, 60th) often call for something more upscale than the usual spot.

Anniversary dinners tend to be smaller maybe 10 to 30 people and benefit from a private room where you’re not competing with the bar TV.

Reunions (family, high school, military) need space for people to mingle and catch up. These often run longer than typical dinners plan for 4 to 5 hours.

Retirement parties blend the professional with the personal. You’ll probably want space for a few speeches without shouting over background noise.

Business Events

Corporate dinners and team celebrations work best in spaces where you can actually hear each other. If there’s a presentation involved, ask about AV equipment upfront.

Client entertainment demands good service and quality food. This isn’t the time to cut corners.

Life Milestones

Rehearsal dinners typically happen the night before a wedding and include 20 to 50 guests. Book these 6 to 9 months out Lake Havasu wedding season fills up fast.

Engagement parties, graduation dinners, baby showers these all benefit from a dedicated space where your group isn’t mixed in with Friday night bar traffic.

Memorial dinners following services require compassionate, attentive staff who understand the room might get emotional. A private space matters here.

How Far in Advance Should You Book?

This depends on your group size and when you’re planning the event.

Event Size	Lead Time
10-15 guests	3-4 weeks minimum
15-30 guests	1-2 months
30+ guests	2-3 months
Rehearsal dinners / weddings	6-9 months
Holiday parties (Thanksgiving, Christmas, NYE)	3-6 months

Weekend dates book faster than weekdays. If you’ve got flexibility, a Thursday dinner might get you into a space that’s already booked solid for Saturday.

One of the most common mistakes? Waiting too long. Popular private dining rooms especially ones that seat 30+ can be reserved months in advance.

What to Have Ready When You Call

Don’t wing it. Have this information ready:

• Your preferred date plus 2-3 backup options
• Approximate guest count (a range is fine: “25 to 30 people”)
• Type of event (birthday, corporate dinner, rehearsal dinner, etc.)
• Budget range be realistic so you don’t waste time on venues that don’t fit
• Known dietary restrictions (vegetarian, gluten-free, allergies)
• Special requests (presentations, decorations, specific timing)

The more prepared you are, the faster the conversation goes.

Questions to Ask Before You Book

Don’t assume anything. Ask these questions upfront to avoid surprises.

About the Space

• What’s the maximum seated capacity?
• Is the room fully private or semi-private?
• Can other diners see or hear us?
• Is the space wheelchair accessible?
• What table configurations are available?

About the Menu

• Do you offer a set menu for groups, or can we order off the regular menu?
• How do you handle dietary restrictions?
• Can we do a tasting before finalizing the menu?
• Is there a kids’ menu option?

About Drinks

• What bar options do you offer (open bar, limited bar, cash bar)?
• Can we bring our own wine? What’s the corkage fee?
• Do you have a drink minimum?

About Costs

• Is there a food and beverage minimum?
• Is there a room rental fee? Is it waived if we hit the minimum?
• What’s the gratuity policy? Is it automatic?
• Are there overtime charges if we run long?

The Question Most People Forget

“What happens if fewer guests show up than we guaranteed?”

Most restaurants charge you for the guaranteed headcount, not who actually shows. If you guarantee 30 and only 22 arrive, you’re paying for 30.

Choosing a Menu Format

You’ve got three basic options.

Prix Fixe (Set Menu)

Everyone gets the same multi-course meal at a fixed price per person. Usually includes an appetizer, entrée, and dessert with 2-3 options per course.

Pros: Predictable costs, easier for the kitchen, food arrives together
Cons: Less choice for guests, picky eaters might struggle

Best for: Formal events, groups over 20, budget-conscious hosts

Limited Menu

A condensed version of the regular menu maybe 8-10 items instead of 40.

Pros: More variety than prix fixe, still manageable for the kitchen
Cons: Costs less predictable, requires more coordination

Best for: Groups of 15-30 with varied tastes

Full Menu

Everyone orders whatever they want off the regular menu.

Pros: Maximum flexibility
Cons: Slower service, unpredictable costs, can overwhelm the kitchen

Best for: Small groups under 12, informal gatherings

Plated vs. Family-Style vs. Buffet

The service style sets the tone for your event.

Plated Service

Individual plates served to each guest. Formal, elegant, controlled portions.

Best for: Corporate dinners, milestone celebrations, events where you want a polished feel

Family-Style

Large platters come to the table. Guests serve themselves and pass dishes around.

Best for: Reunions, rehearsal dinners, casual celebrations where you want people talking and sharing

Buffet

Guests walk to a station and serve themselves.

Best for: Very casual events, groups with wildly different food preferences, cocktail-style gatherings

Handling Dietary Restrictions

This is where hosts often drop the ball.

Collect the information early. Add a dietary question to your RSVP or ask when guests confirm.

Give the restaurant specifics. Don’t just say “a few vegetarians.” Tell them exactly: “3 vegetarian, 1 vegan, 2 gluten-free, 1 severe nut allergy.”

Do this at least a week in advance. Springing dietary needs on the kitchen the day of creates chaos and disappointing meals.

Common restrictions to plan for:

• Vegetarian / Vegan
• Gluten-free
• Nut allergies (often severe)
• Shellfish allergies
• Dairy-free
• Kosher / Halal

For groups with lots of picky eaters, family-style service works well people can take what they like and skip what they don’t.

Bar Options Explained

Open Bar

You pay for all drinks. Most hospitable option, but also most expensive.

Typical cost: $25-60 per person depending on what’s included

Limited Bar

You cover beer, wine, and maybe a signature cocktail. Spirits are cash bar.

Typical cost: $15-25 per person

Cash Bar

Guests pay for their own drinks.

Best for: Very casual gatherings where everyone understands the arrangement upfront

Hybrid Approach

Open bar during cocktail hour (first 1-2 hours), then transitions to cash bar. Balances hospitality with budget.

Pro tip: Plan for 2 drinks per guest in the first hour, 1 drink per hour after that.

Understanding the Costs

Food and Beverage Minimums

Many restaurants require you to spend a minimum amount to reserve a private space. If your bill falls short, you pay the difference.

Example: $2,000 minimum. Your group spends $1,700 on food and drinks. You owe an extra $300.

Always ask: Does the minimum include tax and gratuity, or is it based on the subtotal?

Gratuity and Service Charges

For private events, expect 18-22% automatic gratuity. Some restaurants add a separate service charge on top of that.

Important: Ask if the service charge goes to the staff or stays with the restaurant. If it doesn’t go to staff, you may want to tip additionally.

Hidden Costs to Ask About

• Sales tax
• AV equipment rental
• Cake cutting fee (if you bring your own dessert)
• Overtime charges
• Valet or parking fees
• Coat check

Budget rule of thumb: Take your food and beverage estimate and multiply by 1.4-1.5. That’s closer to your real total after all the fees.

Creating a Timeline

2-3 Months Out

• Book the venue
• Send save-the-dates for out-of-town guests
• Start discussing menu options

1 Month Out

• Send invitations with RSVP deadline
• Finalize menu and bar selections
• Plan seating if doing assigned seats
• Coordinate any decorations or special requests

1 Week Out

• Provide final guaranteed headcount
• Confirm all details with the restaurant
• Follow up with guests who haven’t responded
• Prepare cash tips for staff

Day Of

• Arrive 30-60 minutes early to check the setup
• Designate someone else to handle logistics so you can enjoy the event
• Have transportation options ready for guests who’ve been drinking

How Long Should the Event Last?

Event Type	Typical Duration
Cocktail party	2 hours
Lunch event	2-3 hours
Dinner party	3-4 hours
Birthday / anniversary celebration	4 hours
Rehearsal dinner	3-4 hours
Reunion	4-5 hours

Most private dining rooms book in 3-4 hour blocks. Going over usually means overtime fees ask about the rate in advance.

Common Mistakes to Avoid

Booking too late. Start early, especially for weekends and holidays.

Not reading the contract. Understand cancellation policies, minimums, and what’s actually included before you sign.

Ignoring the final headcount deadline. That number is what you’re paying for. Get RSVPs locked in before the deadline.

Forgetting about dietary restrictions. Collect this information with RSVPs, not the week of the event.

Underestimating total costs. Your food and beverage number is just the start. Add tax, gratuity, and fees.

Not doing a final walkthrough. If possible, visit the space a day or two before to catch any setup issues.

Trying to manage everything yourself. Delegate to a friend or family member so you can actually enjoy your own event.

Handling the Unexpected

No-Shows

Build 5-10% buffer into your planning. Send reminder messages 2-3 days before with parking details and timing.

Unexpected Plus-Ones

Your invitation should be clear: “Jane Smith” means just Jane. “Jane Smith and Guest” means she can bring someone. Follow up on unclear RSVPs before the deadline.

Guests Who’ve Had Too Much

This happens. Work with the restaurant staff they’re trained to recognize when someone needs to be cut off. Have rideshare information ready. Never let someone drive home impaired.

Medical Emergency

Know where the first aid kit is. Know the address of the venue (for 911). The restaurant staff will help coordinate, but stay calm and clear the area around the person.

Difficult Family Dynamics

Strategic seating is your friend. Put feuding relatives at different tables with diplomatic family members as buffers. If things escalate, pull people aside privately rather than letting it play out in front of everyone.

Making It Special

Personal Touches That Matter

• Custom menus with the event name and date
• Signature cocktails named after the guest of honor
• Place cards at each seat (even informal events feel more intentional)
• A photo area with good lighting for group shots
• Party favors something small guests take home

Speeches and Toasts

Best timing: After the main course, before dessert. Guests have eaten, attention is high, kitchen gets a break.

Keep them short. 30-60 seconds for a toast, 2-3 minutes max for a speech. Brief speakers in advance on time limits.

Test the mic before guests arrive if you’re using one.

Working with the Chef

If you want something special a family recipe incorporated, a meaningful dish from the couple’s first date, a cultural tradition honored ask early. Chefs appreciate the chance to create something unique, but they need time to plan.

The Restaurant’s Perspective

Understanding what makes their job easier gets you better service.

What Restaurants Appreciate

• Hosts who respond to emails and calls promptly
• Clear decisions made on time
• Realistic expectations about budget and capabilities
• Respect for their staff at every level
• Final headcounts delivered when promised

What Frustrates Them

• Constant changes to the menu or guest count
• Last-minute dietary restrictions sprung on the kitchen
• Hosts who second-guess every recommendation
• Haggling over standard policies
• Disrespectful treatment of servers or coordinators

Last-Minute Changes Hurt

The kitchen orders ingredients and schedules staff based on your final numbers. Changes within 48 hours create food waste, staffing problems, and stress. You’ll likely be charged for the original count anyway.

Building a Relationship for Future Events

If this goes well, you might want to come back for the next birthday, the next team dinner, the next celebration.

After the event:

• Thank the staff personally
• Tip generously for exceptional service
• Leave a positive review mentioning specific staff by name
• Send a follow-up email to the event coordinator

Restaurants remember good clients. That relationship can mean easier booking, occasional perks, and staff who genuinely want your next event to be even better than the last.

Private Dining in Lake Havasu City

Lake Havasu might be known for the London Bridge and the lake, but there are hidden gems for private events if you know where to look.

When you’re searching for a space, consider:

• Location: Restaurant Row on Swanson Ave offers walkable options. The London Bridge area has spots with views but can get tourist-heavy.
• Capacity: Make sure the room actually fits your group comfortably not just technically.
• Cuisine: Mexican-American, steakhouse, Italian match the food to your crowd.
• Vibe: Some spaces are upscale with chandeliers and leather chairs. Others are casual and loud. Pick what fits your event.

What to Look For

A truly private room (not just a roped-off corner) makes a difference. You want doors that close, dedicated service, and a space where your group isn’t competing with the Friday night crowd.

Some Lake Havasu restaurants have banquet rooms that seat 30+ guests perfect for rehearsal dinners, milestone birthdays, or corporate gatherings. These book up during peak season (October through April when snowbirds arrive), so plan ahead.

Ready to Start Planning?

The best private dinner parties happen when you’ve done the homework upfront. Book early, communicate clearly, and trust the professionals you’ve hired.

Then relax and enjoy the celebration. That’s what this is all about.

Planning a private event in Lake Havasu City?

Locos Bar & Cocina on Swanson Ave has a private banquet room that seats up to 36 guests, complete with elegant chandeliers, leather seating, and a full menu of Mexican-American favorites, plus steaks and burgers for the non-Mexican-food crowd.

Perfect for rehearsal dinners, milestone birthdays, corporate dinners, and family celebrations.

Call Locos to start planning: 928.732.0522

Locos Bar & Cocina – Swanson
150 Swanson Ave, Lake Havasu City, AZ 86404
Open Daily 11AM-9PM