Opening a restaurant involves hundreds of decisions, and missing even one critical step can delay your launch, cost you money, or create legal problems. This checklist covers the 25 most important items, organized by timeline, that need to be completed before you serve your first customer.
Use this as a working document. Check off each item as you complete it.
12-8 Weeks Before Opening
1. Secure All Required Permits and Licenses
This is the number one cause of delayed restaurant openings. Permit processing times vary by country and municipality, but expect 4-12 weeks for the full set.
Typical permits needed in most European markets: - Business registration / trade license - Food handling and hygiene certificate - Premises approval from local health authority - Fire safety certificate - Alcohol license (if applicable, this often takes the longest: 6-12 weeks) - Outdoor seating permit (if applicable) - Music license (GEMA in Germany, OSA in Czech Republic, etc.) - Signage permit
Do not assume permits will arrive on time. Apply as early as legally possible and follow up weekly.
2. Finalize Your Menu and Recipe Cards
Your menu should be finalized at least 8 weeks before opening. This drives everything else: equipment needs, supplier selection, staff hiring, and pricing.
For each menu item, create a recipe card with: - Exact ingredients and quantities - Preparation steps - Plating photo - Food cost calculation - Allergen information - Estimated preparation time
3. Select and Confirm Suppliers
You need reliable suppliers for: - Fresh produce (fruit, vegetables, herbs) - Proteins (meat, fish, poultry) - Dry goods (pasta, rice, oils, spices) - Dairy - Beverages (soft drinks, alcohol, coffee) - Packaging (if offering takeaway) - Cleaning supplies
Get quotes from at least 3 suppliers for your top 10 ingredients by cost. Negotiate payment terms (most suppliers offer net 14 or net 30 days). Confirm delivery schedules and minimum order quantities.
4. Order Kitchen Equipment
Lead times for commercial kitchen equipment range from 1-8 weeks depending on the item and supplier.
Essential equipment checklist: - Range/stove and oven - Refrigeration (walk-in or upright, based on volume) - Freezer - Prep tables (stainless steel) - Dishwasher (commercial grade) - Ventilation/extraction hood - Small equipment: mixers, blenders, food processors - Cookware: pots, pans, sheet pans, hotel pans - Utensils, knives, cutting boards - Storage: shelving, containers, labeling system
Buy used where possible. Ovens, refrigerators, and prep tables from closed restaurants can be purchased at 40-60% of new price. Check restaurant equipment auctions and liquidation sales.
5. Design Your Kitchen Layout
The kitchen layout determines maximum throughput and staff efficiency. Key principles:
- Minimize steps between stations (every unnecessary step costs time over thousands of services)
- Separate raw and cooked food zones for food safety compliance
- Ensure the expediting station has a clear view of all cooking stations
- Place the dishwashing area near the entrance from the dining room
- Allow space for at least 2 people to pass comfortably in all aisles
Get your layout reviewed by an experienced chef or kitchen consultant before construction.
8-6 Weeks Before Opening
6. Hire Your Core Team
Start with the positions you cannot open without: - Head chef or kitchen manager - 2-3 line cooks (based on menu complexity) - 2-3 servers - 1 bartender (if applicable) - 1 dishwasher
Hire your head chef first. They should be involved in finalizing the menu, kitchen layout, and equipment selection.
7. Set Up Your POS and Ordering System
Your point-of-sale system needs to be selected, configured, and tested well before opening. Tasks include:
- Enter your full menu with modifiers and pricing
- Configure table layout (for dine-in)
- Set up payment processing (card terminal integration)
- Configure receipt printing and kitchen printing/display
- Set up your online ordering channel (website, QR ordering)
- Test the entire order flow end-to-end
If you plan to offer digital ordering from day one (which you should), set up a platform like FoxiFood during this phase. Having your online menu live on opening day captures customers who discover you online before visiting.
8. Design and Print Menus
Physical menus, if you use them, need to be designed, proofread (multiple times), and printed. Include: - Clear item names and descriptions - Allergen indicators (legally required in the EU) - Prices (without currency symbols for a cleaner look) - Your logo and any branding elements
Order 20% more menus than you think you need. They get damaged, stained, and lost faster than expected.
9. Set Up Accounting and Bookkeeping
- Open a dedicated business bank account
- Set up accounting software (or hire a bookkeeper)
- Configure your POS to export sales data to your accounting system
- Understand your VAT obligations and reporting schedule
- Create a chart of accounts for restaurant-specific categories (food cost, labor, beverage cost, etc.)
10. Secure Insurance
Essential policies: - Business liability insurance - Property/contents insurance - Workers’ compensation (mandatory in most EU countries) - Product liability insurance (covers food-related claims) - Business interruption insurance (optional but recommended)
Get quotes from at least 3 insurers. Restaurant insurance costs typically range from 100-400 EUR/month depending on size and coverage.
6-4 Weeks Before Opening
11. Complete Interior Setup
- Furniture delivery and arrangement
- Lighting installation and adjustment
- Restroom outfitting
- Signage (interior and exterior)
- Art, decor, and branding elements
- Sound system for background music
12. Set Up Utilities and Connectivity
- Gas and electricity contracts activated
- Water service confirmed
- Internet service installed (you need reliable Wi-Fi for POS, ordering systems, and customer Wi-Fi)
- Phone line or VoIP service
13. Establish Your Cleaning and Hygiene Protocols
Document cleaning schedules for: - Kitchen stations (after every service) - Restrooms (every 2 hours during service) - Dining area (between seatings and deep clean daily) - Grease traps (monthly or as required) - Ventilation hoods (quarterly professional cleaning)
Post cleaning checklists at each station. This is both a hygiene requirement and a liability protection.
14. Create Staff Uniforms and Dress Code
Whether you provide uniforms or set a dress code, decide and communicate this 4+ weeks before opening so staff can prepare.
15. Set Up Your Google Business Profile
Create and verify your Google Business Profile immediately. Verification can take 1-3 weeks (Google mails a postcard to your address).
Include: business name, address, phone, website, hours, category, menu link, photos (at least exterior and interior).
This is free marketing. When you open, customers searching “restaurants near me” will find you.
4-2 Weeks Before Opening
16. Train Your Staff
Training should cover: - Full menu knowledge (every staff member should be able to describe every dish, including ingredients and allergens) - POS system operation - Service standards and workflow - Food safety and hygiene procedures - Emergency procedures (fire exits, first aid) - Ordering system operation (how digital orders flow)
Allocate 3-5 training days before opening. This is not optional. Untrained staff on opening day create a bad first impression that takes months to recover from.
17. Conduct a Deep Clean
Before any food enters the kitchen, do a professional deep clean of the entire premises. This is also the time to confirm that all surfaces meet health code requirements.
18. Receive and Organize Inventory
Your first ingredient delivery should arrive 2-3 days before the soft opening. Organize everything according to your storage system: label shelves, implement FIFO, and confirm your walk-in temperature is correct (below 5C for refrigeration, below -18C for freezing).
19. Test All Equipment
Turn on every piece of equipment and confirm it works: - All burners on the range - Oven temperature accuracy (use an oven thermometer) - Refrigerator and freezer temperatures - Dishwasher cycle completion and water temperature - POS system, printers, and card terminals - Ventilation system
Fix any issues now, not during your first service.
20. Set Up Social Media Accounts
Create accounts on Instagram and Facebook at minimum. Post 3-5 pre-opening posts: - “We’re coming to [Neighborhood]” with exterior photo - Behind-the-scenes kitchen setup photos - Menu preview or signature dish teaser - Opening date announcement - Team introduction
Build anticipation before you open the doors.
1 Week Before Opening
21. Run a Soft Opening (Friends and Family)
Invite 30-50 friends, family members, and neighbors for a test service 3-5 days before your public opening. This is not optional.
Purpose: - Test the full kitchen workflow under real conditions - Identify equipment or layout problems - Practice service flow and timing - Get honest feedback on food quality and presentation - Build staff confidence
Offer the meal at no charge or at a significant discount. The goal is operational feedback, not revenue.
22. Fix Everything the Soft Opening Revealed
After the soft opening, you will have a list of issues. Common discoveries: - A dish takes too long to plate during volume - The POS button layout is confusing for servers - Drink orders are getting lost between bar and table - The restroom needs more supplies than planned - The expediting workflow needs adjustment
Fix these before opening day. That is the entire purpose of the soft opening.
23. Confirm All Supplier Deliveries for Opening Week
Call every supplier and confirm: - Delivery date and time for opening week - Exact quantities ordered - Payment method and terms - Emergency contact number for last-minute issues
24. Brief the Entire Team
Hold a pre-opening team meeting covering: - Service flow from door to departure - Communication protocols (how kitchen and front-of-house communicate) - Problem resolution procedures (what to do when something goes wrong) - Roles and responsibilities for opening day specifically - Positive energy and team alignment
25. Open Your Doors
On opening day: - Arrive 2 hours before service - Final walkthrough of every area - Confirm POS and ordering systems are live - Brief the team one last time - Take a photo of the team before the first customer arrives - Open the doors and serve your first guests
After Opening Day
The work does not stop. For the first 30 days: - Hold a 10-minute debrief after every service - Track daily revenue, cover count, and food cost - Respond to every online review within 24 hours - Adjust staffing levels based on actual demand (you will be wrong in your initial estimates) - Continue menu refinement based on customer feedback and sales data
Opening a restaurant is one of the hardest things in the hospitality industry. This checklist will not make it easy, but it will make sure nothing critical gets missed.