How to organise a chef’s table dinner

A chef’s table works best when the menu, guest list and kitchen capacity are fixed early. Start with the number of seats and courses, then build the budget, invitations and supplier bookings around them. Dietary requirements must be collected before you finalise ingredients or prep. In the final 24 hours, focus on chilled storage, mise en place, table setup and a realistic service sequence so cooking does not stall once guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set menu and budget
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm suppliers and bookings
6
Create final guest list
7
Arrange the table layout
8
Check the shopping list
9
Buy fresh groceries
2 people
10
Purchase drinks and non-perishable goods
11
Check dishes and glassware
12
Check kitchen equipment
13
Store meat and fish chilled
14
Wash and cut vegetables
2 people
15
Prepare sauces and dressings
2 people
16
Prepare dessert
2 people
17
Set up mise en place for each course
2 people
18
Set up tables and chairs
2 people
19
Set the tables
2 people
20
Place decorations and menus
21
Chill drinks
22
Set up workstations and warming units
2 people
23
Prepare welcome drink and amuse-bouche
2 people

Event

24
Welcome guests
2 people
25
Serve welcome drinks
2 people
26
Serve amuse-bouches
2 people
27
Prepare and serve the starter
3 people
28
Prepare and serve the starter
3 people
29
Prepare and serve the main course
3 people
30
Refill wine and water
31
Prepare and serve dessert
3 people
32
Serve coffee and tea
2 people
33
See off guests

Aftercare

34
Pack leftovers safely
2 people
35
Wash dishes and glassware
2 people
36
Clean the kitchen
2 people
37
Clear tables and chairs
2 people
38
Sort and dispose of waste
39
Remove decorations
40
Return rented materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Dining tablesqty 3
Chairsqty 14
Side tablesqty 2

Tableware

Dinner platesqty 18
Deep platesqty 18
Dessert platesqty 18
Appetizer spoonsqty 18
Dinner cutlery setsqty 18
Dessert cutlery setsqty 18
Coffee cupsqty 14
Water glassesqty 18
White wine glassesqty 14
Red wine glassesqty 14
Champagne glassesqty 14
Serving plattersqty 8
Serving bowlsqty 8

Kitchen

Chef's knifeqty 3
Cutting boardsqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tweezersqty 3
Serving tongsqty 6
Ladlesqty 4
Spatulasqty 4

Equipment

Induction hobsqty 3
Food warmersqty 3
Immersion blendersqty 2
Kitchen scaleqty 2
Coolersqty 3
Coffee maker

Decorations

Table runnersqty 3
Napkinsqty 30
Menusqty 14
Candlesqty 24
Candle holdersqty 8

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 3
Trash bagsqty 30
Cleaning glovesqty 4
Dish brushesqty 3
Microfiber clothsqty 12
Paper towelsqty 6
Toilet paperqty 12

Catering

Groceries

Tips

Set the menu and budget before sending invitations. Count one portion per guest for every course, then add roughly 10% extra for ingredients that are difficult to portion or replace at short notice.
Close registrations at least 7 days before the dinner and collect allergies and dietary requirements at the same time. Use the final guest list to confirm quantities, seating and supplier orders.
Do the equipment and tableware check 2 days ahead, not on the afternoon itself. Count plates, cutlery, glasses and serving pieces by course, then check that the induction hobs, warmers and coffee maker work.
Buy fresh groceries as late as practical: usually 1 day before service for vegetables and 1–2 days for meat or fish, depending on the product. Store meat and fish chilled immediately and keep drinks separate so the cold storage is not overloaded.
Prepare sauces, dressings, dessert and chopped vegetables ahead, but leave the final cooking and plating steps clearly assigned. Set up one workstation per active course and chill welcome drinks before guests arrive, allowing at least 30 minutes for the final setup.

Frequently asked questions

How far in advance should I plan a chef’s table dinner?: Start the menu, budget and guest list 3–4 weeks ahead. Confirm suppliers and bookings at least 2 weeks before the dinner, then close registrations about 7 days before service.
How many guests can one chef serve at a chef’s table?: Use the kitchen layout and number of burners as your limit, rather than the table size. For a multi-course dinner, one chef should usually plan for about 8–12 guests unless another person handles prep, clearing or plating.
When should I prepare the food for a chef’s table?: Prepare sauces, dressings and dessert 1 day ahead where food safety allows. Wash and cut vegetables and build the course-by-course mise en place on the day, keeping meat and fish chilled until they are needed.
How much drink do I need for a chef’s table dinner?: Plan roughly 2–3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Add water for every guest and match wine quantities to the number of courses you are serving.

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