How Vic’s River Grill Elevates Events with Toast Catering & Events

Running a restaurant is no easy feat, but for William and his family-owned restaurant group in Savannah, Georgia, catering and events have become the cornerstone of their business. Over the past 25 years, they’ve served the Savannah community through four unique establishments, each with its own distinct style and flavor. In recent years, events have become even more critical, contributing to about 40% of their total sales. As William puts it, “We joke about it often — if we could do 100% events, we would.”

But things weren’t always so streamlined for William’s restaurant group, especially when it came to managing events. For years, event coordination relied on what many small businesses still use: spreadsheets and paper notes. The process was often very cumbersome and manual. William knew it was time to modernize their operations and began searching for a solution to manage their growing events business. 

The struggles of managing events the old-fashioned way

Before using Toast Catering & Events, William and his team were relying on a more traditional method to handle their event planning. “We were mostly using spreadsheets and pieces of paper in the office,” he says. This system often led to confusion, with lost notes and miscommunication with customers. It became increasingly difficult to manage, particularly as the group’s event volume grew. This process simply wasn’t sustainable.

The turning point came when William’s group, already using Toast POS for their day-to-day restaurant operations, decided to request a demo of Toast’s new Catering & Events product. It was a decision that would revolutionize their business.

Bringing the business into the modern world

For William and his team, adopting Toast Catering & Events was more than just implementing a new tool – it was a mindset shift. “Toast helped us come into the modern world,” William says. “We realized that technology could make us more efficient, and it started with events.” 

They chose to go with Toast Catering & Events because it aligned with their existing relationship with Toast. The platform offered something more than just software; it promised a cohesive, integrated solution that fit their specific needs. 

Toast’s Catering & Events solution allowed the restaurant group to centralize all event details, giving managers instant access to everything they needed, whether they were at the restaurant or on the go. It eliminated all the confusion. William recalls, “now the responsibility is on all managers to ensure we meet our clients’ needs. Everyone is always on the same page.”

This shift had a profound impact on their ability to provide seamless service. With all event-related information – floor plans, notes, timeline, guest preferences – accessible in real-time from any device, the team could respond quickly to guest needs and ensure that nothing slipped through the cracks. “We’re always up to date,” William says. “There’s no more, ‘I don’t know what was discussed.’ Everything is right there, and that has been the biggest help.”

Flexibility and customization to fit the unique needs of event businesses

As an early adopter, William's restaurant group provided valuable insights that helped enhance Toast Catering & Events. The restaurant group’s four locations all operate differently, and each had unique needs when it came to event management. “There’s no one-size-fits-all,” William notes. But what set Toast apart was their willingness to listen and adapt. “That’s what I’ve been most happy with,” he says. “You heard me, you listened to me, and you made changes.”

Toast’s flexibility allowed William’s team to tailor their workflows to fit the platform while also adjusting their processes to get the most out of the software. As William explains, “The fact that the Toast team was willing to jump on a call, understand our business, and make adjustments has been invaluable. It’s rare to find that level of partnership.”

Empowering the team and streamlining operations

One of the most significant changes for William’s restaurant group came in the form of how Toast’s Catering & Events allowed his team to work more efficiently. Prior to adopting the platform, event management was heavily reliant on Nicole, William’s wife, who handled the majority of the event planning. “She was the only one who knew all the details,” William recalls. “If she wasn’t there, some things would fall through the cracks, and our team was left scrambling.”

But with Toast’s solution, Nicole no longer needed to be physically present at every event to ensure everything ran smoothly. “Now, she doesn’t have to be at work anymore — she can manage events from home, and everyone has access to the same information through Toast.”

The ability for managers to quickly access all event details has eliminated the need for constant back-and-forth communication. It also empowered his team to take full ownership of event execution. “The responsibility is on all managers now, and that has been the biggest help,” William says.

Looking ahead: the future of events with Toast

While William is thrilled with how far Toast Catering & Events has brought his business, he’s even more excited about what’s to come. He sees the potential in further integrating the platform with other Toast applications like inventory management and reservations. “What I’m looking forward to most is having everything communicate seamlessly,” William shares. For him, the true value of the Toast ecosystem lies in its ability to unify all aspects of the restaurant’s operations under one roof.

As for the future of his restaurant group, William remains optimistic. With the continued growth of their events business and the ongoing support from Toast, he’s confident they’ll keep serving the Savannah community for years to come. And thanks to Toast Catering & Events, they’re better equipped than ever to do so. 

“We can now run a restaurant from anywhere,” William says with a smile. And that, for him, has made all the difference.