Table for 12? Plan ahead for those special occasions

It could be Graduation Day or a Big Birthday. Maybe it's a gathering of your book club, softball team or gourmet group. Perhaps you're planning a farewell lunch for an office mate or a night on the town for relatives from out-of-town. Your mission: to score a restaurant reservation for a large party. That way, you won't show up at 7 p.m. begging, "Uh, table for 12?"

In the best of all worlds, there will be a warm welcome and a comfortable table waiting for you, whether you've planned that meal out two months ahead — or two days ago. But don't count on it.

Instead, count on these tips from area restaurant pros to help you get that table, make the most of your visit and leave saying, "Hey! That was fun!"

Heed the call

Advance reservations mean different things at different venues. What that means to you depends on where you hope to dine. At Bonefish Grill's Lake Union location, it's not impossible to book a large group on short notice. "On any given night, we'll get parties of six up to 18 and are usually able to accommodate them," says manager Matt Slater.

Of course, he says, "it's nice to have them call at least a couple of days or a week in advance." Two weeks' notice is a reasonable amount of time to book ahead at Tango, or its sister-restaurant Bandoleone, says owner Danielle Philippa, who notes it's never too early to reserve for a special event. "We have reservations now for next Christmas."

At Ponti Seafood Grill, two weeks' notice is the suggested minimum — especially for weekend nights, says dining coordinator Jessica Edwards, whose words of wisdom include: Be flexible. "Everyone wants to come in at 7 p.m. If you can make your reservation earlier, or later, you'll be avoiding the big rush."

Recognize that large parties need more time to assemble, and the restaurant may expect to turn your table(s).

"Some people show up on time or early, others will arrive a half-hour late," says Edwards, who suggests reserving 15 minutes later than you think it will take to convene the group. Restaurants may refuse to seat a table until it's complete. Know before you go. And don't forget to inquire about parking.

The numbers game

Date and time are of utmost importance but so, too, is the number of guests. While it's not always possible to have an accurate head-count, it's not uncommon for customers to call with a vague number of guests.

And that, says, Philippa, can drive a reservationist nuts. "I get callers who say, 'It's between 10 and 20 people.' With a finite number of seats and table-configurations, that difference is substantial.

"We encourage people to call with the exact number" or, failing that, give the lowest count, Philippa says. "If they say it's going to be 20 and only 10 show up, then we've turned away 10 potential guests." Conversely, "If a reservation bumps up from 10 to 18, as long as we know ahead of time, we can try our best to accommodate."

Dana Lancaster, GM at Anthony's HomePort in Des Moines, urges diners to call before you show up — even at the last minute — to alert the restaurant to changes in the number of guests, as space is often at a premium. "I have booths I can't move, round tables that you can't put together." Will there be guests who use wheelchairs or need high chairs? That may influence how your table is positioned, so do tell.

Details, details, details

"People frequently call when they're multi-tasking," says Philippa. "And they don't want to discuss the details." Big mistake. She suggests that callers instead find a convenient time to spend on the phone with the restaurant, working details out in advance.

Before reserving, says Slater, it's not a bad idea for the host or party planner to pay an earlier in-person visit. "That way, they can make sure they're comfortable with the surroundings and like the menu."

If you're bringing a cake for your celebration, don't assume that's OK with the restaurant: Ask. Or you may be surprised when your waiter tacks on a "cutting fee" ($25 at Tango). As for that gorgeous cake your sister spent the day baking and decorating? Verboten, unless she prepared it in a licensed facility.

In compliance with Washington state law, according to Hilary Karasz of Public Health — Seattle & King County, "Food made in a private home (i.e. not a permitted facility) is not allowed in restaurants, even if a person brings in, for example, a cake intended only for that person and his or her private party."

Oh, and regarding that discounted case of wine or magnum of champagne you were thinking of bringing along to make the party more festive or less expensive: Discuss. Corkage fees may apply.

Time to eat

Depending on party size or budget, menu choices may be limited.

"I encourage people to view it not as 'limiting,' but as an easing-up on the choices available," says Philippa. "Limiting the menu eliminates that wasted time in the beginning, when you could be visiting and finding out what's happening with Uncle Joe, not worrying about what you're going to eat."

"We have a basic rule of thumb at Ponti," says Edwards. "Groups of up to 16 can order off the standard menu." Larger parties, or those on a budget, are given a choice of several entrées and desserts. After hearing guests complain that ordering in advance of arrival is difficult to pull off, Ponti preprints customized menus, allowing patrons to decide swiftly and easily what they'd like to order — once they're in-house.

Restaurants should know about dietary restrictions in advance.

Will there be vegetarians in the group? Patrons with food allergies? Young children? The smart host (you?) calls the day before to re-confirm that special needs have been relayed to the kitchen.

Stay in your original seat if you expect to be served what you ordered. Furthermore, says Anthony's Lancaster, when a server approaches the table to ask if anyone needs a drink, speak up. "Ordering drinks one-by-one slows down the process," she says, occupying your server, who ends up spending more time waiting at the bar and less time waiting on your table.

Leave us alone!

Private dining rooms and semi-private areas (such as a mezzanine or lounge) are available at many restaurants. Ask what's available and if there's a food/beverage minimum or "room fee."

Securing a private room has its privileges. Say you've got a party of 20. At Ponti, explains Edwards, $50 buys the room for the night, a private party-planner and a dedicated staff. Once yours, you may determine arrival and departure times, decorate as you see fit and not have to worry about annoying the tables around you: all that for an extra $2.50 a head? Priceless.

Think outside the box. Consider reserving, for example, the elegant tatami room at Fuji Japanese restaurant in old Japantown, the kitschy Pope's Room at Buca di Beppo in Lynnwood or the big communal table at Pair, in Ravenna.

Consider restaurants that normally don't take reservations; they might gladly take them for a large party. And call that tiny neighborhood joint closed on Sundays or Mondays: They just might make an exception for you and yours.

Check, please!

With the advent of new computer systems, it's easier than ever to provide customers with separate checks. Right? Not necessarily.

While many restaurants have the technological ability to create separate checks, it's still time-consuming for restaurant personnel. Most agree that the "one-check" rule is the best way of dealing with large parties. If separate checks are needed, let the restaurant know in advance. Most will oblige by coupling people up and taking several credit cards.

Do not wait till the end of the meal to ask for separate checks. By the time you start playing, "She had the chicken salad, I had the iced tea" it's too late. As for that tip, it's likely a fixed amount (18 percent is common) and included in the final tally. Check before (over) paying.

Nancy Leson: 206-464-8838 or taste@seattletimes.com.

More columns are available at seattletimes.com/nancyleson