Opening a Restaurant: The Complete Checklist — From the Property to the First Guest
Opening a restaurant is a marathon with many stages — and the most important decision is made right at the start: the property. This checklist guides you step by step from selecting the property, through permits and budget, to the opening.
Step 1: The Right Property — Deciding Factor
Rent and location can hardly be adjusted later. Check every point on this list before signing — if in doubt, with a specialist planner:
| Criteria | What to Watch Out For |
|---|---|
| Previous Use | Was there already a restaurant on the premises? Then usually extraction, grease separator and the building-use designation exist — saving five-figure renovation costs. |
| Change of Use | If previously non-gastronomic use, a building-use change (building authority) is necessary — duration and outcome must be clarified BEFORE contract signing. |
| Extraction/Ventilation | A full kitchen needs a powerful extraction system over the roof. Retrofitting in old buildings is expensive and not always approvable. |
| Grease Separator | Mandatory for kitchen wastewater (DIN 4040-100). Present? Condition? Include retrofit costs in the plan. |
| Electricity & Gas | Full kitchens require three-phase power (400 V) with sufficient connection capacity — have main connection checked. |
| Area & Layout | Rule of thumb: kitchen, storage, refrigeration and staff need about one third of the space. Consider guest area, WCs (barrier-free!), and deliveries. |
| Location & Concept Fit | Walk-in customers or destination gastronomy? Parking, outdoor area, local competition, rent escalation, and contract term. |
Step 2: Authorities, Permits & the Right Experts
No other step involves as much bureaucracy — but with the right order and partners, everything is doable. First, an overview of authorities:
| Authority | Responsible For | When |
|---|---|---|
| Building Authority | Change of use and conversion (application via architect), parking space verification, fire protection, special permits for outdoor dining | first — longest processing time |
| Trade Office | Business registration (approx. €20–60) | before opening |
| Licensing Authority (Public Order Office) | Liquor license/concession — with certificate of good conduct, extract from business central register, Chamber of Commerce hospitality training, lease, and floor plan | allow 4–8 weeks |
| Health Department | Instruction according to § 43 Infection Protection Act — for you and every team member BEFORE the first working day | bookable short-term |
| Food Monitoring | Business registration; later controls unannounced — keep HACCP documentation ready from day 1 | before opening |
| Tax Office | Tax registration; a TSE-certified cash register is mandatory | before opening |
| BGN Trade Association | Mandatory business registration | within 1 week after founding |
| Automatic Processes | Chamber of Commerce membership, GEMA (music rights), broadcasting fees; plus insurance: liability, inventory, business interruption | ongoing |
Who Helps With What — The Experts
- Architect or Civil Engineer (authorized to submit building plans): Mandatory once a change of use or permit-requiring conversion is planned — submits building application and handles fire protection, parking, accessibility and mandatory WC numbers. Find via your federal state’s architects’ chamber; look for gastronomy references.
- Kitchen Planner: designs layout, material flows (HACCP-compliant: separating clean and dirty), connection loads and ventilation. We offer this: our free commercial kitchen planning provides measurement, layout, appliance selection and quote all in one.
- Specialist Trades: electrician (400 V connections with acceptance inspection), plumber (grease separator according to DIN 4040-100), ventilation specialist, gas fitter with inspection for gas appliances.
- Tax Advisor with gastronomy experience — cash register management is the sector’s most frequent audit topic.
- Founding Advice & Financing: Chamber of Commerce founding advice (free) and DEHOGA regional association; financing via house bank, e.g. with KfW start-up loan — for that you need a business plan.
Where Do I Get What?
| What | Where From |
|---|---|
| Kitchen, refrigeration and dishwashing technology, stainless steel furniture | From us — including specialist advice and planning, so the appliances fit your menu and space |
| Dining room furniture & interior | Fit-out specialist or carpenter — enquire early, delivery times of 6–12 weeks normal |
| Small inventory (dishes, cutlery, pots) | Gastronomy suppliers; pots, pans & helpers also in our kitchen accessories |
| Cash register system | TSE-certified cash register provider — have approved by tax advisor |
| Buy used? | Where it pays off and where not: New vs. Used |
Step 3: Plan Budget Realistically
Rough benchmarks for a restaurant with 60–100 seats — highly dependent on condition and region; we gladly prepare a quote for your detailed planning:
| Item | Benchmark |
|---|---|
| Deposit, broker, first rents | 3–6 months’ rent |
| Renovation & technology (extraction, electrical, plumbing) | very property-dependent — from five-figure amounts upwards |
| Kitchen technology & refrigeration | from approx. €30,000–80,000 net |
| Dining room furnishings | from approx. €15,000–50,000 net |
| Small inventory, dishes, cutlery | from approx. €5,000 net |
| Liquidity reserve | at least 3 months fixed costs |
Step 4: Equip Kitchen
The basic equipment of a restaurant kitchen, sensibly planned by stations:
- Cooking technology: stove, combi steamer, deep fryer, grill — fitting the menu
- Refrigeration technology: refrigerators, refrigerated counters, deep freezing — plan generously
- Dishwashing technology: hood dishwasher plus glass washer for the bar
- Stainless steel furniture: work tables, shelves, cabinets — HACCP-compliant
- Holding technology and GN containers for pass and service
In-depth: Setting Up a Commercial Kitchen — The Complete Guide
Step 5: Timeline to Opening
- Concept & business plan (including financing)
- Secure property — subject to permits
- Start official procedures in parallel (change of use first!)
- Kitchen planning & equipment order (allow 2–6 weeks delivery)
- Hire & train staff, finalise menu
- Trial run with friends/family & soft opening before official opening
Frequently Asked Questions
How long does a restaurant opening realistically take?
From signed lease to opening mostly 3–6 months — with change of use or major renovation, significantly longer.
Used or new equipment?
For refrigeration and dishwashers, energy consumption, warranty and hygiene usually argue for new equipment. Our detailed assessment: New vs. Used.
What is most often underestimated?
Extraction, grease separator and connection capacity — the three most expensive surprises for properties without previous gastronomic use.
Do I need an architect to open a restaurant?
Only if a building-use change or a permit-requiring renovation is planned — then a building plan authorized architect or civil engineer is mandatory (referral via architects’ chamber). For a taken-over gastronomic space without renovation usually the kitchen planning suffices.
Proven Equipment for the Restaurant
- Combi Steamer Silversteam2 P-10110D | Bartscher — the workhorse for almost any menu
- Hood Dishwasher Ready 1604 | KBS — washing performance for full service
- Refrigerated Counter S4-150 MA | Bartscher — cold station right at the post
- Work Cabinet 700 B1800 | Bartscher — work surface plus storage
We Furnish Your Entire Operation
From the first sketch to a ready-to-use kitchen: We plan your equipment, deliver the appliances and advise you personally — also on budget and schedule.
Related Guides
Last updated on 6 August 2026.