Wednesday, June 7, 2023

How to Plan a Private Event: 


You’ve decided to host a private event but don’t know how to proceed. Good, that’s what motivates you to be here.

What kind of event?

Any planning effort should begin by asking you this question. A corporate networking dinner may have more unique needs than a family reunion.

Consider the following sub-questions:

Who is likely to attend the event?

Business or Leisure?

Is there entertainment?

How about the technical equipment?

What kind of meals do you need?

Having a clear intent for your personal event makes planning much easier.

Where will the event be held?

Once you understand the motivation and theme of the occasion, it’s time to research the location. Are you hosting your event in a big city or in the countryside? Inside or outside?

Factors to consider when choosing a venue include:

Does it match the theme of the event?

Visitors need extra views?

How can visitors benefit?

Want complete privacy?

How much does it cost?

Tip: Design My Night has a great list of private rental spaces for your event.

When will the event take place?

You may have an approximate date for the event. However, you will also need the venue for that date, so keep that in mind when creating your timeline.

Consider the seasons

If you’re planning a Christmas party, book your venue well in advance to avoid disappointment.

Tip: You need to know about bank holidays and bank holidays.

What is the price range?

 A budget can be complicated for a variety of reasons. One is that we don’t always know how many people will be attending. Also, it is difficult to pinpoint a price range within an abstract.
But try your best guesses and write down a list of best and worst scenarios. We also need to figure out who made the decision to buy everything. Is it a non-public or operational expense?

Tip: To get started, read our guide on editing and working with Private Event price tiers.

Venue rental or minimum expense?

One of the factors to consider when choosing a venue and planning your price range is whether to buy the space outright or set a minimum purchase price. Venue leasing with a fixed fee for space, food and beverages. The minimum spending range is free if the visitor consumes a certain amount of food and drink. Some venues have lower venue rental rates, but carry-on food and beverages have top charges.

We need to think about this:

How many visitors?

What is the price range?

Can I negotiate a deal?

Tip: Learn how to negotiate a venue lease to ensure you get a great deal.

How personal should the opportunity be? 

You should also keep in mind the level of privacy you want for your
event. It depends on the motivation of the event and who will be attending. If you’re setting up a company meeting to discuss confidential information, or are looking for a superstar VIP guest, you may want to choose as much privacy as possible. How personal should the opportunity be?

Consider these factors:

Is distance irrelevant to mitigating the venue?

Will the venue be soundproofed to protect sensitive conversations?

Are there separate restrooms accessible to visitors?

These issues should be discussed with the venues rented for private functions to ensure they are compensated.

Who will provide the catering?

Who will provide the food at your event will depend on your venue address. If you decide to dry lease, you should consider a catering organization with a third party. Catering is also expensive, so if eating at the venue is cheaper, try a training session.

Tip: Check out the best catering companies in the UK for solutions.

How will food be served?

Food and drink is always a big topic at events. One factor is taste and ambiance, but all the other factors are practicality.

For personal reasons

  • Drinks and canapés?
  • Buffet?
  • A three-sided plate?

Your taste will depend on how formal you want the occasion to be and whether the venue accommodates your style of service.

What’s the menu?

Once you have decided on the most sensible way to serve food, you need to think about what is actually served. Unless you are deciding on a large buffet, you should keep in mind your visitor’s likes and dislikes. You may also have dietary essentials to keep in mind.

Dietary Requirements

Some visitors may have additional dietary requirements for a variety of reasons. The menu should contain at least one option that is suitable for everyone at the time.

Here are some things to consider when choosing a menu.

Halal and Kosher Diets

Vegan and Vegetarian Diets

Food Allergies (peanuts, gluten, etc.) as soon as they RSVP. But before that, let’s take a

Look at venues and catering organizations.

Celebration Cakes

Party cakes are a must when planning a wedding or birthday. Check to see if there is space at the venue. Otherwise you’ll have to use another bakery.


Drinks are the income of most places. Keep this in mind when planning your private event. Is there an endless bar, bar tab or do visitors need to get their own drinks?

Is there entertainment?

Weddings and parties require a lot of entertainment, including a live band. However, corporate events may require comics or corporate speakers at the venue.

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