An event’s success relies on small details, and a private event is no different. There is a lot to remember, from thinking about the guest list to ideating a menu—so today, we want to help you navigate hosting a private event. 

What Is A Private Event?

A private event is any invite-only event not open to the public. This type of event can range from birthday parties and baby showers to corporate events and private concerts. The main distinction is that only the invited can attend.

Examples of Private Events

A list of examples could get pretty extensive, so we are laying out the most popular private events 

Birthday Party

Whether you are celebrating a baby’s first birthday or a centenarian’s 102nd birthday, you are likely celebrating with invitees. This is one of the most popular private parties and is likely what an individual will host the most in their lifetime. 

Baby Shower

If there’s an event that necessitates an invite, it is the intimate baby shower. This celebration of a new life is typically small, with 10-20 people invited. However, we have seen smaller celebrations and even large baby showers with a few hundred invited. No matter how large, the baby shower remains one of our favorite invite-only events.

Wedding Events

Weddings deserve a special category because what once was a wedding and reception has now turned into multiple events that surround this special occasion—and they are all (likely) invite-only. In the world of private events, this is one of the most esteemed.

Corporate Event

When hosting a corporate event or holiday party, the sky is the limit for how and what to plan. However, almost all corporate events are invite-only. Whether they service clients, employees, or a celebration of both, this is one of our favorite private events.

Private Concert

One event that many might not think of is a private concert. Here, at The Centre, we have event venues with AV and capacity options to fit a wonderful show. You can host a local musician from your town or have a major star perform at your show. It all depends on your budget and what you would like to accomplish with your event.

How To Host A Private Event

1 | Establish The Event Type

If you are considering hosting an event, you may already know what it is for–an anniversary, bachelorette party, or just a celebration of friendship—but knowing that answer is critical to its success.

2 | Think About How Many People Are Invited

Are you throwing a party for five or five hundred? Once you have this information in your toolbelt, you can start searching for the perfect venue to fit your needs. As you can imagine, events of five are much easier for many places to accommodate than five-hundred, so you are weeding a lot of places out just by thinking through those numbers. 

3 | Start The Venue Search

The last thing you want to do is send out invites and have a lot of decor and ideal menus covered without having a venue. So, search for your ideal venue online and look for keywords like max standing capacity, max sitting capacity, AV features, interior features, and more. The venue can say a lot about what you will accomplish. For instance, some venues require you to use specific catering and bar services for your event with specific minimums. Or, places like The Centre offer on-site catering or the option to bring in something of your own. That is information you will want to know before you start calling and searching for other vendors. 

4 | Line Up Your Entertainment

Any event you throw will likely have some sort of entertainment. From live painting to a photobooth, entertainment can take infinite shapes. We recommend having these contracts signed and scheduled before you send out your invites.

5 | Send Out Invites

Now is the time to send out invites. For the most part, six to eight weeks before a private event is perfect timing for guests to RSVP and mark their calendars. You will want to include the date, time, theme, hostnames, any dress code, and some sneak peeks, like the exciting entertainment you have lined up. Then, ask for an RSVP so you know how many people you will need to cater to when the big day finally arrives.

6 | Assemble Your Day-Of Team And Decor

In the weeks up to the event, you will want to create a team of people who can show up on the day of your event and help you set up. Even putting place cards across tables can take a lot of time and care for one person, so having extra help to coordinate where entertainment goes, ensuring the bar and food are prepared correctly, and adding finishing touches to decor is an expert hack we love to share. This is also a great time to start planning your decor with your event team and seeing what elements can make your party even more special.

7 | Have Fun And Celebrate! 

Now that the work is done and you are at the event, remember to breathe, take in the moment, and have fun. Hosting an event is a lot of work, and you’ve earned some time to bask in all that you’ve done.

If you are looking to host a private event in San Diego, we would love to help. Contact our team today to learn more about our 13 indoor and outdoor event venues and the special perks we can include with each one.