How Far in Advance Should You Book a Private Chef on 30A?

Marrow Private Chefs
Dec 23, 2025
5 min read

You're planning a 30A vacation and thinking about hiring a private chef for one special evening. The dates are set, the rental is booked, and now you're trying to figure out when to reserve the chef.

Here's what you need to know about timing, availability, and how far in advance you should actually book.

Group selfie indoors, seven people smiling under a woven hanging light. One person wearing "Marrow" chef shirt. Bright, cozy atmosphere.

The Short Answer: It Depends on the Season

Peak Season (March-September): Book 4-6 weeks in advance

Off-Season (October-February): Book 2-3 weeks in advance

Major Holidays: Book as early as possible — 6-8 weeks if you can

That's the quick version. But the real answer is more nuanced, and understanding the factors that affect availability will help you time your booking correctly.

Why Timing Matters

Private chef services on 30A operate differently than restaurants. You can't just show up or call the day before and expect availability.

Here's why:

Staffing and Scheduling

When you book a private chef, you're not just reserving a time slot — you're reserving specific chefs and support staff. Once we confirm your date, we block out that evening for your event. We don't double-book. We don't overcommit. Your evening gets our full attention.

That means availability is finite. During spring and fall seasons, weekends fill up fast. If you wait too long, your preferred date may already be taken. During the summer, the whole calendar fills up fast. We’re just as busy on a Tuesday as we are on Saturday.

Menu Planning and Customization

All menus must be finalized 10 days before your event. That gives us time to order ingredients, coordinate with suppliers, and prep components in our commercial kitchen.

If you book within that 10-day window, menu flexibility is limited. We work with what's already ordered and prepped for other events. The further in advance you book, the more time we have to accommodate customization requests.

Ingredient Sourcing

We source fresh Gulf seafood and premium ingredients through local suppliers. Some items — like specific cuts of beef or seasonal produce — need to be ordered days in advance.

Last-minute bookings can still happen, but your menu options may be limited based on what's available on short notice.

Peak Season: Spring and Summer on 30A

March through September is high season on 30A. Families book vacation rentals months in advance. Restaurants are packed. Private chefs are in demand.

What Happens During Peak Season

Weekends (Friday-Sunday) fill up first, sometimes 6-8 weeks out
Mid-week availability lasts longer but still books quickly
Major holiday weekends (Memorial Day, July 4th, Labor Day) are often fully booked by early spring

How to Secure Your Date

If you're planning a peak season vacation and you know you want a private chef, book as soon as your rental is confirmed. The earlier you book, the more flexibility you have with menu selection and timing.

Waiting until a week or two before your trip is risky. You might get lucky and find availability, but you might also find that every private chef in the area is already booked.

Off-Season: Fall and Winter

October through February is quieter on 30A. Vacation rentals are easier to book. Crowds thin out. Private chef availability opens up.

What Changes in Off-Season

Weekends still fill first, but with more lead time available
Mid-week dates have plenty of availability
Last-minute bookings (within 7 days) are more feasible

The 2-3 Week Window

For off-season events, booking 2-3 weeks in advance is usually sufficient. You'll have your pick of dates, time to finalize your menu, and enough buffer for any adjustments.

That said, if you're planning something for Thanksgiving, Christmas, or New Year's, treat it like peak season and book early. Holiday weekends fill up regardless of the time of year.

Major Holidays: Book Early or Risk Missing Out

Certain dates on the calendar are always in high demand:

Thanksgiving week
Christmas and New Year's
Memorial Day weekend
July 4th week
Labor Day weekend

Why Holidays Fill Fast

These are the weeks when extended families gather, friend groups reunite, and people plan big celebrations. Everyone wants the same thing: a stress-free meal that brings people together without the hassle of cooking or going out.

Private chefs book up for these weeks months in advance. If you're planning a holiday event, don't wait. As soon as you know your dates, reserve your chef.

Holiday Cancellation Policies

Keep in mind that major holidays and holiday weekends are non-refundable once booked. We turn away other events to hold your date, so late cancellations leave us with no way to fill that spot. If there's any chance your plans might change, consider booking travel insurance.

Last-Minute Bookings: Sometimes Possible, Never Guaranteed

Can you book a private chef with less than a week's notice? Sometimes, yes. But it's not something to count on.

When Last-Minute Works

Off-season, mid-week dates
Smaller groups (under 10 guests)
Flexibility with menu selection

When It Doesn't

Peak season weekends
Large groups requiring additional staffing
Events with complex dietary restrictions or custom menus

If you need a last-minute booking, reach out and ask. We'll do what we can to accommodate, but availability isn't guaranteed.

The Menu Finalization Deadline: 10 Days Out

Here's the timeline that matters most: all menus must be confirmed 10 days before your event.

Why the 10-Day Cutoff

Once your menu is finalized, we order ingredients, prep components, and schedule staff. Changes inside that 10-day window are difficult and may incur fees.

The earlier you finalize your menu, the more flexibility you have. If you book 4-6 weeks out, you'll have plenty of time to make adjustments. If you book 2 weeks out, you'll have less wiggle room.

Guest Count Changes: What's Flexible, What's Not

Life happens. Sometimes your guest count changes after you've booked.

Adding Guests

We can usually accommodate guest additions up to 12 hours before your event — as long as we have enough ingredients and staff. If you think your count might increase, let us know as early as possible.

Reducing Guests

Guest count reductions inside 7 days aren't refundable. At that point, we've already ordered your food and scheduled our team. The cost is locked in.

How to Book (And What Happens Next)

Booking is straightforward:

Step 1: Reach Out

Contact us with your preferred date, guest count, and any initial menu preferences. We'll confirm availability and send over menu options.

Step 2: Choose Your Menu

Review our curated packages or discuss a custom menu. Signature menus are fully customizable. Select menus are prefixed, with substitutions available for an additional cost.

Step 3: Finalize Details

Once you've chosen your menu, we'll send a contract and invoice. A 25% deposit secures your date.

Step 4: Menu Confirmation

Ten days before your event, we'll reach out to finalize your menu and confirm your guest count. After that, we handle everything.

What If Your Plans Change?

Cancellations happen. Here's how we handle them:

30+ Days Out: 75% refundable

Less Than 30 Days: Non-refundable

Inside 7 Days: Full amount charged (no cancellations accepted)

Major Holidays: Non-refundable once booked

If you're booking during hurricane season (June-November), we strongly recommend purchasing travel insurance. If your event needs to be rescheduled due to weather inside the 7-day window, we'll work with you to find a new date, but refunds aren't available unless specific evacuation orders are issued for our service area.