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Planning a private event: deposits, headcount and the final bill
How private dining, group bookings and catering are quoted, held and invoiced at our restaurants, and what to expect on the final bill.
Private dining and catering are the part of a restaurant's business that is invoiced rather than paid at the table, so the paperwork matters. Here is how it works at the venues in the group.
The quote
You get a written quote with the menu or package, the space or tee time, the estimated headcount, price per person or per package, and the service charge and sales tax. Bar is either a package price or billed on consumption, and the quote says which.
The deposit
A deposit, typically 25% of the estimated total (more for a full buyout), holds the date. It is refundable with 14 or more days' notice, half refundable with 7 to 13 days' notice, and forfeited inside 7 days. Rescheduling with a week or more of notice moves the deposit to the new date at no charge.
Headcount and changes
Final headcount is confirmed 72 hours before the event. If fewer guests come after that, you are billed at the confirmed count; if more come, the extra covers are added at the quoted per-person price. Menu or room changes after the quote are written up and priced before the event.
The final bill
The day after the event, the hosting venue issues an invoice for the balance: the confirmed headcount, bar consumption if not packaged, service charge, sales tax, less the deposit. It comes by email from the venue's company (for example RBS Gressingham LLC for New Orleans events) with a secure link to pay by card, ACH or bank transfer, and it is due on receipt. Corporate accounts can be set up on Net 15 with a purchase order.
Catering orders
Drop-off and full-service catering follow the same pattern without the room: quote, confirmation, delivery window confirmed the day before, and an invoice after delivery. Orders may be cancelled at no charge by noon on the business day before.
Details are on the payments page and in the refund and cancellation policy. To start planning, send us the date and headcount.
Published 2026-08-22 by RBS Dining, an operating group of Radd Payment Solutions. More insights