GATHER SHOT: RESTAURANT BUYOUT INQUIRY EMAIL
Updated September 22, 2026 | Editable template, not a sent message
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Subject: Wedding buyout inquiry: [date], [guest count] guests

Hello [events contact],

We are considering [restaurant] for our wedding on [date], with
[number] adults, [number] children and [number] vendor meals.
Our alternate dates are [dates]. We are planning [seated dinner /
standing reception] from [start] to [end], plus setup and cleanup.
We [do / do not] need ceremony space and a dance area.
Our venue, food and beverage budget including fees and tax is
[amount and currency]. Our menu and bar preferences are [details],
with these dietary/access needs: [details].

Could you share availability, a proposed floor plan and an itemized
estimate for the same guest count and menu on each available date?
Please confirm:

1. Does the quote cover a full buyout or a private room? Which
areas stay shared? What is the seated capacity with our layout?

2. What is the food-and-beverage minimum? Which meals, drinks and
upgrades count? Do children's and vendor meals count? Are any
items, charges or taxes excluded from the minimum?

3. If we spend below the minimum, how is the shortfall billed?
Can we use it for menu upgrades, and by when? Please provide sample
invoices below and above the minimum, without adding the minimum
again on top of eligible food and drink purchases.

4. Are room, setup, ceremony or buyout fees separate? What furniture,
linens, tableware, staffing, setup and cleanup are included?

5. What service/admin/surcharge rates apply, and to which amounts?
Do they apply to the shortfall, room fees or extras? Does any portion
go to staff? Is gratuity mandatory, included or optional?

6. What taxes apply to each line, including shortfall, service fees,
gratuity and rentals? Please show tax rates and calculation bases.

7. Please list charges for corkage, cake cutting, rentals, equipment,
overtime, extra staffing, security and payment processing. How is
bar consumption tracked/capped, and who approves extra spending?

8. What are your policies for outside vendors, insurance, music,
noise limits, loading, storage, setup and departure times? Please
confirm accessible routes, restrooms and transport/parking options.

9. When are the headcount guarantee, menu and payments due? When do
prices become fixed? Which deposits reduce the final balance, and
which fees do not? What are cancellation and postponement terms?

Please show the total estimated invoice, amounts due at booking,
remaining balance, exclusions and quote expiry. We understand that
availability and pricing are not confirmed until agreed in writing.

Thank you,
[names and contact details]