I've cooked for hundreds of clients over the years from intimate dinners for two to corporate events for 50+. The difference between a good experience and a perfect one usually comes down to planning.
Not "planning" in the stressful sense. You're hiring a private chef so you don't have to stress. But there's a sweet spot where clear communication meets realistic expectations, and that's where magic happens.
This guide walks you through the whole process what to think about, what to tell your chef, and what'll happen on the day. Whether you're booking for the first time or the tenth, here's how to get it right.
Timeline: When to Book
Short answer: 2-4 weeks ahead for most events. Longer for peak dates (Christmas, New Year's Eve, weddings).
Peak Season (May-October in Portugal)
- Weekends: Book 3-4 weeks ahead
- Weekdays: 2-3 weeks is usually fine
- Special dates (birthdays, proposals): As early as possible
Off-Season (November-April)
- Most dates: 1-2 weeks is workable
- Christmas/NYE: Book by early December at the latest
Can you book last-minute? Sometimes. I've pulled off dinners with 48 hours' notice. But if your date is flexible, give yourself breathing room. Last-minute bookings mean less menu customization and higher stress for everyone.
The Enquiry: What to Tell Your Chef
When you reach out, here's what helps me (and any good private chef) give you an accurate quote and proposal:
1. Date, Time & Location
Why it matters: Availability and travel logistics. A villa in Sintra needs different planning than an apartment in central Lisbon.
Example: "Saturday 21 September, 8pm arrival, apartment in Santos."
2. Number of Guests
Why it matters: Pricing scales with guest count. A dinner for 4 is very different from a party of 20.
Example: "8 adults, possibly 2 kids (we'll confirm closer to the date)."
3. Occasion & Vibe
Why it matters: A 60th birthday, a proposal, a corporate dinner these all have different energy. Tell me what you're celebrating and how formal (or relaxed) you want it.
Example: "Anniversary dinner, want it romantic but not stuffy. Love trying new flavours."
4. Dietary Needs & Preferences
Why it matters: This is non-negotiable info. Allergies, intolerances, vegetarians, vegans, religious restrictions I need to know upfront.
Example: "One guest is coeliac (strict), one vegetarian. Rest eat everything. Love seafood."
5. Budget Range (Optional but Helpful)
Why it matters: I can tailor the menu to fit. A €75pp dinner looks different from a €150pp tasting experience. Both can be amazing just different.
If you're not sure, that's fine. I'll propose a few options at different price points.
Ready to Start Planning?
Get a personalised menu proposal and quote usually within 24 hours.
Get Your Free QuoteAfter You Enquire: The Menu Proposal
Once I have your details, I'll send back a menu proposal. This usually includes:
- 2-3 menu options (e.g., 3-course, 4-course, or tasting menu)
- Dish descriptions what's in each course
- Price per person all-inclusive (groceries, labour, travel, equipment)
- Optional add-ons canapés, cheese course, wine pairing
What happens next: You pick a menu, or we tweak it. Maybe you love the starter but want to swap the main. Maybe someone mentioned they hate cilantro (fair). This is the time to speak up.
I'll revise until you're happy. Once the menu's locked in, I'll send a booking confirmation and invoice.
The Week Before: Final Checks
About 5-7 days before your event, I'll reach out to confirm:
Guest Count Lock-In
If numbers have changed (they often do), let me know. Small adjustments are easy. Adding 6 people the day before? Less easy.
Kitchen Access & Arrival Time
I'll need to arrive 2-4 hours before service (depending on the menu). Make sure I can get in, and let me know if there's parking, building access codes, etc.
Equipment Check
I bring most of my own gear, but I'll use your:
- Oven, stove, fridge
- Basic pots, pans, knives (I bring backups if needed)
- Plates, cutlery, glassware
If you don't have enough plates or wine glasses, I can arrange rentals (small extra cost).
Event Day: What to Expect
Arrival & Setup (2-4 Hours Before Service)
I'll show up with groceries, equipment, and a game plan. You don't need to entertain me I'll get straight to work.
Your kitchen will look busy. Organized chaos. That's normal.
During Service
Once guests arrive, I'll plate and serve each course. Depending on your preference, I can:
- Stay visible: Bring dishes to the table, explain what's on the plate, chat a bit
- Stay invisible: Place courses quietly and let you enjoy your guests
Most people like a bit of both I'll introduce each dish, then disappear.
After Dessert: Cleanup
This is important: I clean as I go. By the time you finish dessert, most of the mess is already sorted.
When I leave, your kitchen will be:
- Dishes washed (or loaded in the dishwasher)
- Counters wiped
- Rubbish bagged and taken out
- No evidence I was ever there (except maybe some leftovers in your fridge)
You should be able to pour another glass of wine and relax not scrub pans.
Common Questions & Honest Answers
Can I change the menu after booking?
Small tweaks? Sure. Swapping a side dish or adjusting spice levels is easy. Completely rewriting the menu two days before? That's trickier. Give me as much notice as possible.
What if a guest has a last-minute allergy?
Tell me ASAP. If it's something simple (no nuts, no dairy), I can usually adapt on the fly. If it's a severe allergy to a core ingredient, I might need to rethink a dish.
Do you bring wine?
Not usually. I can recommend pairings and give you a shopping list, or I can arrange wine delivery (I'll add the cost to your invoice). Some clients prefer to choose their own bottles totally fine either way.
Can kids eat the same menu?
Depends on the kids. If they're adventurous eaters, yes. If they're picky, I can make a simpler version (plain pasta, grilled chicken, etc.). Just let me know in advance.
What happens if I need to cancel?
Life happens. If you cancel more than 7 days before, you'll usually get a full refund minus a booking fee. Less than 7 days, it depends I may have already bought groceries and turned down other bookings. Check the terms in your booking confirmation.
Do I tip?
It's not expected but always appreciated. Standard is 10-15% if you had a great experience. Some clients add it to the final payment, others hand over cash. Entirely up to you.
The Secret to a Perfect Private Chef Experience
Here it is: communicate early, trust the process, then relax.
The more detail you give me upfront guest preferences, dietary needs, vibe you're going for the better I can tailor the evening. But once the menu's set and the date's locked in, let go. That's what you're paying for.
I've done this hundreds of times. I know what works. Your job is to enjoy your guests, drink good wine, and let someone else handle the kitchen for once.
That's the whole point.
Ready to Book?
If you're planning an event in Lisbon, Cascais, Sintra, or anywhere in the greater Lisbon area, let's talk. I'll walk you through the whole process no stress, no guesswork.
Get a free quote here. Tell me your date, guest count, and what kind of vibe you're after. I'll send back a menu proposal within 24 hours.
Simple as that.
Book Your Private Chef Experience
From €75pp · Lisbon, Cascais, Sintra & Beyond
Call +351 961 805 701 or get a quote online.
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