How to Make Reservations Like a Pro: Insider Tips from Restaurants

Julio Neves
September 17, 2024

If you’ve ever tried to book a table at a popular restaurant, you know the frustration that comes with long waitlists, fully booked weekends, or being told there’s nothing available until next month. While making a reservation might seem straightforward, getting the table you want at the time you want can be an art form.

Whether you’re booking for a special occasion or just a spontaneous night out, here are insider tips from top restaurants on how to make reservations like a pro.

1. Plan Ahead, but Don’t Overplan

One of the most obvious tips: book in advance. Many top-tier restaurants start taking reservations up to a month ahead, and some even more. If you know you want a table for a holiday or special occasion, setting a reminder to book as soon as slots open is a great strategy.

However, flexibility is also key. If your desired time isn’t available, consider off-peak hours, like earlier in the evening or during the week. Restaurants tend to be busier on weekends, so aiming for a Tuesday or Wednesday night can work to your advantage.

For example, Chef Marcus from a Michelin-starred restaurant in New York notes, “Our weekday lunches are often easier to book, and you still get the full dining experience, sometimes with even more attention from our staff.”

2. Leverage the Power of Restaurant Apps

Gone are the days when you had to call a restaurant repeatedly hoping to get through to someone. Reservation platforms like OpenTable, Resy, and Tock have made the process smoother. These apps not only show availability but also let you set alerts for when a table opens up at your favorite spot.

Some platforms even offer exclusive access or last-minute availability to diners who frequent their services. It’s always worth checking your preferred reservation app multiple times throughout the day—restaurants sometimes release tables as cancellations come in.

Chef Amara from a boutique restaurant in San Francisco says, “We release a few same-day reservations in the morning, which many regulars know about. The app is your best bet for snagging those coveted spots.”

3. Make the Most of the Waitlist

For those truly hot-ticket restaurants where reservations are like gold dust, don’t shy away from waitlists. Some restaurants manage cancellations through apps, and tables can free up even on the day of your planned visit.

Call the restaurant directly to ask about the waitlist policy. If you show genuine interest and can be flexible with your arrival time, there’s a good chance you might get a last-minute call back. Being polite and appreciative goes a long way, too. “We try to accommodate waitlisted guests when we can, and if they’ve been patient and kind, we remember that,” says Sarah, a host at a renowned Chicago steakhouse.

Additionally, some restaurants keep a “VIP” or regular guest list that they turn to first when last-minute spots open up. This leads to the next tip…

4. Build a Relationship with the Restaurant

Restaurants, especially high-end ones, appreciate loyal customers. If you find yourself frequently dining at certain spots, take the time to build a rapport with the staff. Regulars often get special privileges like early access to reservations or prime table selections.

Leave good reviews, be a courteous diner, and thank the team for their service. Over time, you’ll notice a shift—perhaps that impossible reservation is suddenly not so impossible anymore.

Chef Marie from a fine dining restaurant in Los Angeles explains, “We always try to prioritize guests we know and love. If you’ve treated our staff well and have been supportive of our restaurant, we do our best to return the favor.”

5. Don’t Underestimate the Power of the Concierge

If you’re staying at a hotel, particularly a luxury one, use the concierge service to help with reservations. Many concierges have direct relationships with top restaurants and can pull strings that go beyond the average diner’s reach. Even if you think you’re trying to book an impossible reservation, there’s no harm in asking.

Concierge services can also sometimes secure a spot by putting in a personal call to the restaurant or requesting to hold a table that would otherwise be released.

A hotel concierge in Miami shares, “Our guests are often surprised when we’re able to get them a reservation that was previously unavailable online. It’s all about relationships.”

6. Last-Minute Tactics for the Spontaneous Diner

What if you decide you want a table at the last minute? Don’t give up hope just yet. Here’s what you can do:

• Call early in the day: Some restaurants don’t update their availability online until after they’ve opened for the day. A direct call to the host around noon might catch them before they release any last-minute slots.
• Check cancellations throughout the day: As people change plans or weather impacts dining out, cancellations happen. Be persistent, and keep refreshing apps or calling to inquire about openings.
• Arrive early and politely ask: While it’s not guaranteed, showing up early and kindly asking about table availability can sometimes work in your favor, especially if you’re willing to wait at the bar until something opens up.

7. Special Occasions? Mention It

If you’re celebrating something special, don’t hesitate to let the restaurant know. While it won’t guarantee a reservation, mentioning a birthday, anniversary, or other special occasion could make the difference. Restaurants often go the extra mile for celebratory events, which might help secure a spot or give you a better table.

Chef Daniel from an upscale bistro in Seattle says, “We always try to make special occasions memorable for our guests, whether it’s a surprise dessert or a little extra attention.”

8. Mind Your Timing

Certain times of the year—holidays, restaurant weeks, or when the restaurant has just been reviewed—can make reservations nearly impossible. If you know a busy season is coming up, book as early as possible.

Similarly, if you’re eyeing a newly opened spot, aim for a reservation on weekdays during its initial weeks when crowds haven’t fully flocked yet. That way, you’ll beat the rush and still experience the new restaurant buzz.

9. Follow Up Before Your Reservation

Confirming your reservation ahead of time is always a good idea, especially for high-demand spots. Some restaurants require a reconfirmation, while others might appreciate the courtesy. A quick call or email a day before will ensure your table is ready when you arrive, and shows the restaurant you’re serious about keeping your booking.

10. Be Respectful of Cancellation Policies

Lastly, if you need to cancel or adjust your reservation, do so as early as possible. Many top restaurants have strict cancellation policies, and last-minute no-shows can result in fees. Being respectful of their time and business will keep you in their good graces for future reservations.

Final Thoughts

Mastering the art of making restaurant reservations takes a bit of strategy, patience, and courtesy. By planning ahead, being flexible, and building relationships, you’ll find yourself securing coveted tables at your favorite spots with ease. And remember, dining out is as much about the experience as it is the food—so enjoy the journey from the moment you make the call to when you’re seated at that perfect table. Happy dining!