When to publish it
Holiday bookings start early. In an August 2026 article, The Access Group, which runs the DesignMyNight booking platform, said its data shows Christmas Day bookings have an average lead time of 50 days. For December 25, that's around November 5. Office parties are often planned earlier still.
If you're reading this in October or early November, here's a rough timeline:
| When | What to do |
|---|---|
| Now | Choose your dates, courses and price. Publish the menu and the booking rules. |
| Early November | Share it with regulars, post it on social media and put a card on every table. |
| Two weeks before each booking | Pre-orders and dietary needs are due. |
| The week before | Confirm final numbers with each organizer. |
| First week of January | Take the holiday menu down and collect its table cards. |
Set the price per person
Price from the most expensive choice in each course, because a whole table might order it.
Here's a worked example for three courses, two or three choices each:
| Course | Food cost of the most expensive choice |
|---|---|
| Starter | $3.50 |
| Main | $8.00 |
| Dessert | $2.50 |
| Total | $14.00 per guest |
Next, pick a food cost target. This example uses 30%; use your own. Our guide to pricing a menu item explains how to choose one. $14 divided by 0.30 is $46.67, so you might set the menu at $47 per person.
Then compare it with three courses from your regular menu and with holiday menus nearby.
Be clear about what the price includes:
- Drinks: none, a glass on arrival, or a wine pairing at an extra charge?
- Coffee, tea or something sweet at the end?
- A service charge for large groups?
- A children's price?
Extras like a cheese course or a better wine can be offered as add-ons with their own price.
Choose the dishes
Two or three choices per course is plenty for groups. More than that slows service and makes pre-orders harder to collect.
- Include a vegetarian choice in each course, not only as a special request.
- Pick dishes that plate quickly in large numbers. Save the dishes that need a lot of last-minute work for quieter nights.
- Plan for common dietary needs. Decide in advance which dishes can be made without gluten or dairy, and only if your kitchen can do it safely.
New Year's Eve often works differently. Some places run fewer choices, a longer menu at a higher price and two sittings: an early one for families and a later one that runs to midnight.
Collect pre-orders and dietary needs
Pre-orders work only if the deadline and the format are clear. Ask each organizer for a list with every guest's name, their choice for each course and any allergies.
Winyard's Gap Inn in Dorset sets out its rules plainly on its Christmas booking terms page: "Your final guest numbers, menu choices and details of any allergies or dietary requirements must be provided at least 14 days before your booking." It also asks guests to "identify the guest concerned" when they mention an allergy.
A few tips:
- Send organizers a simple form or spreadsheet with one row per guest.
- Print a name list or place cards so servers know who ordered what.
- Check every allergy note with the kitchen. Don't promise a dish is free of an allergen unless you can control that in your kitchen.
Deposits and cancellations
Many restaurants ask for a deposit on holiday group bookings. At Winyard's Gap Inn, for example, parties of eight or more pay ÂŁ5 per person to secure the booking. The deposit is taken off the final bill and refunded if the booking is cancelled more than 14 days ahead.
Write your own rules down in one place:
- How much the deposit is and when it's due
- When it can be refunded
- When final numbers are due
- What happens if fewer guests turn up