Leaving drinks and team afterwork
Staggered arrivals after work and a short speech.
The Journal · Practical guide
How to book out a bar for an evening: the step-by-step guide (format, timing, questions to ask)
Leaving drinks, team night, cocktail reception or friends’ party: here is the method, in order.
In short
First choose the level of exclusivity: whole venue, a reserved area or a large group table.
Book three to four weeks ahead for a small weekday group, two to three months for a big group, a weekend, summer or the festive season.
Then pick the drinks and food formats per guest, and ask the same questions before signing.
A bar comes with its mood, its team and its drinks already in place, unlike an empty rented hall.
“Booking out” can mean the whole venue, a reserved area or a large table. Here is how to decide.
Exclusivity
Full hire, partial hire or a simple group booking: what is the difference?
This first choice shapes budget, timing and freedom on music and speeches.
Booking the whole venue
Full exclusivity, ideal for big groups and speeches; book early and get the terms in writing.
Reserving an area
A terrace or part of the room: lighter to organise, but check noise and layout.
Is a large table enough?
Fine for a dozen guests; consider headcount, privacy, music and speeches.
Three families
What kind of evening can you host in a bar?
The format sets the time, the drinks and the space you need.
Company evening and cocktail dinner
Standing, mingling, food served in waves.
Friends, hen and stag nights, reunions
Flexible, starting early and ending late.
See our afterwork page.
For team meals, see company dining.
For birthdays, read how to organise a birthday at a restaurant.
Timing
When to book and which day to choose?
Dates, not budgets, are what usually derail a private hire.
Lead times by group size and season
Three to four weeks for small weekday groups; two to three months for summer and the festive season.
Weekdays versus weekends
Weekdays offer more availability and flexibility.
Think about hours
A bar open 7 days a week until 2 am avoids moving everyone mid-evening.
At the counter
Drinks: open bar, tokens, cocktail list or signature cocktail?
Comparing the usual formulas
Time-limited open bar, tokens, pay-as-you-go or bottles: each has pros and pitfalls.
Going seasonal
A seasonal list such as the Colors collection, cocktails from 10 to 13 euros, makes the night memorable.
Alcohol-free options
Ask for real mocktails and crafted soft drinks.
See our seasonal cocktails, the Colors collection and how to choose your cocktail.
Alongside the glasses
Food: boards, tapas or a cocktail dinner?
The right format depends on the time and length of the evening.
Estimating quantities
Boards for an apéritif; a real cocktail dinner if the evening overlaps dinner time.
Why homemade matters
Le Caribou’s kitchen is 100% homemade.
Read how to recognise homemade cooking and discover our tapas bar.
Before signing
The 12 questions to ask the bar before signing
Send them in writing and keep the answers.
Standing or seated capacity
Limits differ by format.
Exclusivity
Will the public still be there?
Minimum spend
Is there one, and what does it include?
Deposit and cancellation
Amount, deadline, refund terms.
Start and end times
Actual end time and extensions.
Music and DJ
Own playlist or outside DJ?
Decoration
What is allowed.
Accessibility
Step-free access and toilets.
Terrace and weather
Covered? Plan B?
Dedicated staff
A bartender for your group?
Company invoice
In the company’s name.
Access and parking
Transport and nearby car parks.
No surprises
Budget: building it without nasty surprises
Build it item by item, then per guest.
Each venue has its own policy: ask for a detailed quote.
Drinks
Set a clear formula or cap; cocktails at 10 to 13 euros give a benchmark.
Food
Ask for a per-guest estimate.
Extras
List DJ, decoration and extensions up front.
A specific question? Contact the team.
On the night
The big day: the organiser’s checklist
Everything planned ahead should now run without you.
- Confirmed guest list sent to the bar.
- One contact on each side.
- Speech timed, photos assigned, a plan for getting home.
The right location
Choosing the location: why the Vieux-Port is handy for a crowd
Central, served by the metro and car parks, and lively late into the night.
For example, Le Caribou at 38 place Thiars has a covered, air-conditioned terrace, the largest back bar in the region and was ranked 41st in France at the French Bar Awards 2025.
See what to do at the Vieux-Port at night and our covered terrace.
Good to know
Booking out a bar for an evening: FAQ
How far ahead should you book?
Three to four weeks for small weekday groups, two to three months for big groups or busy seasons.
Can you book out a bar for part of the evening?
Often yes; get the exact hours in writing.
Is a minimum spend mandatory?
It depends on the venue; ask at the first contact.
Can you bring decoration or a cake?
Usually, but check the rules and announce the cake in advance.
Can a company get an invoice?
Yes; send the company details when booking.
Further reading
Private hire on the Vieux-Port
Formats, spaces and organisation on place Thiars.
Related pages
Planning a private evening on the Vieux-Port?
Discover our private hire options, or send us your date and headcount.