Private Parties: A Guide on How to Host Private Events!
The process of planning that amazing private party you have had in mind all year may seem daunting, so we thought we could be a helping hand in this matter!
As an event management company, we know a thing or two when it comes to putting together a private party or event of any kind, so we’ve put together a quick and easy guide for you to follow.
All you need to do is decide what you want, where you want it and how much you want to spend. The rest comes along in the process.
In this post, we will be talking about parties. I don’t mean those boring things that you get invited to, then end up leaving early…I mean the “WOW! THIS IS AMAZING, LETS PARTY!!!” kind of parties.
Here are some of the things you will need to know…
1) What Is Your Budget?
Now, this should come as no surprise: a great starting block to planning any private party or event is figuring out a rough idea of how much money you’re happy to spend.
I know, I know, no one likes to think about how much money they might have to part ways with, but, once you have set your budget, you can start to divide your money between, food, drink, entertainment, equipment, decorations and other exciting things.
When you are working out a budget, don’t get worked up if you can’t pick one number, you simply want to get a basic idea.
Get an understanding of how many Guests will be in Attendance!
When identifying a budget, a good starting place will be having an understanding of how many guests will be in attendance.
Not only this, but you will also need to know the estimated guest numbers to plan your event properly.
We would like to offer you a long list of ideas and inspiration for selecting the perfect guest list, but your guest list is completely down to you.
Depending on the nature of your private party, you should choose a list of friends, family, colleagues or anyone else you might enjoy spending the evening with.
Top Tip: If you don’t know a huge amount of people to invite, you can always offer your guests a “plus one” and meet some new people on the night!
2) Think About Choosing A Party Theme
Although you don’t necessarily “Need” a theme, you should want one! A theme can be a great way to dress up your guests in fun costumes, design your venue in creative ways and give you some guidance on entertainment.
There’s a wide range of party themes to choose from, but some popular options include:
- Alice in Wonderland
- Casino / Las Vegas Theme
- Great Gatsby / Prohibition Theme
- Masquerade Theme
- Sci-Fi Theme
- Winter Wonderland Theme
Themes give your private party a focus and are a great way of making them feel more of a special occasion. Using bespoke props and decorations, you can create an event space like no other and really amaze your guests with your attention to detail!
Creating a Themed Event requires a certain level of creativity and planning: you want every aspect of your event to be in keeping, from the moment you enter the party to when the night is over.
Co-ordinate your event entertainment and catering with your event space so they compliment each other perfectly and really immerse you and your guests in the theme!
3) Choose A Location: Where are you Hosting your Party?
There are going to be thousands of beautiful places for you to host your event in your local area, up and down the country and even abroad! (if your budget allows it) All you have to do is find them.
Venue Finding is a service provided by event planners around the globe, usually as a free service so why not utilise this?
If not, Google will be your best friend when it comes to finding venues around the globe.
Top tip: Most people only think as far as booking indoor venues for private parties, but you can hold them anywhere! Fields (with permission of course), clubs, bars, houses, gardens, restaurants, hotels, the list goes on!
Things to consider when Booking a Venue:
- Can your guests get there?
- Is there adequate parking?
- Is there local accommodation for guests?
- How easy is it to find?
- Have you informed guests of local taxis? (include this at the invite stage)
- Do they supply food? This may save you some £££ if you’re booking it as a package
5) Book Entertainment to Compliment your Event!
One of the best parts about hosting a private party is choosing the entertainment and the services to accompany it. These are some of the most defining factors of your party and how successful it is!
The entertainment you use at your event can vary a lot. With thousands of variations of performers available for hire, it can take a huge amount of browsing to find the perfect style for you.
Luckily, we are here to help. Here are some of our most popular Entertainment Options:
- 3D Mapping Shows
- Circus Performers, Shows & Entertainment
- Great Gatsby Themed Dancers
- Las Vegas Show Girls
- Stilt Walkers
- Superhero Characters
For most clients, the entertainment is their favourite part of the booking process, so be sure to take your time and enjoy looking at some of the amazing acts that you could experience at your event.
If you would like to see how we can help with your entertainment services, take a look at our entertainment options page! We have thousands of acts and entertainers that are ready to join you and your guests…
6) Book The Right Event Services
Another huge part of creating your perfect private party is selecting the right services for you.
Marquees, caterers, security, event furniture and more are all crucial parts of a successful party! There’s a lot more than meets the eye…
Here are some of the Event Services we recommend you to consider:
- Bars & Bar Caterers
- Catering Services
- Dance Floors
- Event Furniture
- Marquees & Tents
- Security Services
- Staging, Lighting & AV Services
- Table Centrepieces
These are just some of the services you might like to consider, but, of course, it really depends on the type of party you are looking to host.
If you are looking at this list and questioning which services would be right for you, we are always happy to help. To find out how we can help you create your event, simply get in touch with our team!
7) Create Invites for your Party!
You have a beautiful venue booked, a selection of amazing entertainment and your ideal event services, it’s time to match your invites with the quality of your event!
Having basic invites made can be an easy process from any good printing company, but we would always recommend having your own made!
In the past, we have created custom-designed invitations for our clients that are completely bespoke to their event. By doing this, your invites become a great souvenir from your private party, and can be designed to match your theme!
Here are just some of our bespoke party invitations, ranging from a Twisted Alice Christmas Party all the way to a 1960s themed Birthday party:
What is the Key to a Good Invite?
- Simple, clear, to the point.
- Informative (dates, locations, taxi numbers, times etc.)
- Interesting (Make the event look irresistible!)
- Easy to read (No one wants to decrypt a party invite, so make it clear)
- Dress Code. Even if there isn’t a dress code, make it clear to save people worrying.
8) Get Ready to Party!
Once you have completed all of the above, you are basically ready to get partying! Of course, there are always more things you could add, but if you are happy with everything you have at this point, your event should be ready to blow some minds.
Remember, if you have any questions about any of the above suggestions, or you would like to hire any of these services, our team are here to help.
Simply get in contact on 01908 969 322 or email us at firstname.lastname@example.org
We hope these tips have been helpful, and your event is a true night to remember.
For more amazing tips and information about the world of events, feel free to take a look at some of our other posts!