4 Things You Should Know About Organizing Private Events


Every event is a private event. It’s just that some people have the privilege of being able to invite whomever they want, while others – often those who are working-class – have to make do with what’s free or affordable. But even if you can afford it, sometimes you don’t know what kind of event will be appropriate for your occasion. Should it be an intimate dinner party? A boisterous cocktail party? A formal ball? An elegant wedding reception? Or something else entirely? Read on and find out how to plan one that fits your personality and budget.

Pic a theme

A theme is a great way to tie your whole event together, from the decorations to the food and drinks. It can be as simple as having everyone wear black and white or as complex as throwing an Egyptian-themed party with authentic costumes and decorations. Depending on your budget add some decorations and surprises to elevate the entire menu. Consider hiring abbey road entertainment as their services cover a variety of events, and they can help you tailor their services according to the specific needs of the event, as well as the budget. Themes are even better when they come with a backstory and a set of guidelines. An example: for a masquerade, everyone has to wear masks and arrive in disguise. Themes also encourage creativity when it comes to decorating the venue and coming up with fun activities.

It would be a good idea to try to correlate the theme to the purpose of the event. For example, an engagement party can be a Harry Potter-themed one (if the soon-to-be-wed couple prefers that), or a more mainstream approach like a Valentines’ day shindig. It always comes down to personal preference. On the other hand, if the even it for a specific cause, like a high-school reunion or a couples’ anniversary the theme should be adjusted accordingly.

Locate your event space strategically

Not all venues are created equal. If you’re hosting an outdoor party, you need to be sure that it won’t rain or get too hot…or too cold! Cocktail parties do best in spaces that can hold several small tables and intimate seating arrangements; formal balls work well in large, open areas where guests will feel free to dance and mingle; and weddings usually require an area large enough for chairs, a dance floor, and lots of standing room. Don’t be afraid to speak up and ask questions about the facilities if you’re not sure what to expect.

Explore your options for catering

Food is a crucial part of any event, so it’s important to look around and pick out the best caterer for your needs and budget. Don’t forget: cheaper doesn’t always mean better! It might look like a good deal to hire one catering company that can do everything from appetizers to dessert, but there might be hidden fees or expensive add-ons that will raise the price considerably. Always keep those costs in mind as you check each option. If you’re working with a limited budget, consider asking friends and family members who enjoy cooking if they’d be willing to help out. In return, you can offer them a small honorarium or even volunteer time helping others organize their events.

You want your guests to be satisfied with their meal; otherwise, they will think you’re cheap or don’t know what you’re doing as a host. However, just like in real life, where people tend to go out of their way to please their friends by cooking for them, you should also do the same for your guests at private events. There are two good reasons for this: firstly, it says that someone thought enough about these specific people to give them something extra special; and secondly – simple but true! – if somebody does it for you, isn’t it essentially an act of love?

Don’t forget the entertainment!

Parties are more fun when they have things going on throughout the night, whether that means a gentle jazz band playing softly in the background or a loud DJ who keeps everyone dancing into the early hours of the morning. For smaller gatherings, having an ice luge is both classy and sexy…and it encourages guests to try something new while mingling with other partygoers. Consider hiring entertainment services if your event is especially important to you or if you want it to stand out from previous celebrations. While smaller gatherings might not need professional entertainers, all-out events certainly do.

If you’re looking for a fun and different way to entertain your guests, consider hosting an open mic night or karaoke night. These events are a great way to get everyone involved and have a good time.

Organizing an open mic night

Having an open mic can mean anything from listening to your best friend’s solo guitar, or asking the old school band to come together and perform a few songs from your youth. Sometimes all it takes is someone with a particularly good voice to sing their favorite song, or perhaps you would like everyone to come up in turn and belt out one chorus of their favorite tune.

Entertainment for the night doesn’t only mean people getting on stage to perform, if your party is music-themed you can set up different areas around the room where guests can play guitars and other instruments. This way, those who are musically inclined will have a space to practice what they do best while interacting with other guests.

A karaoke shindig

There are few things as enjoyable as a karaoke party–especially if you’re the host! There’s nothing wrong with getting a mic and having a go yourself. There will be plenty of guests willing to support you on your musical journey, cheering every note and booing cruelly at any slip-ups. It should be clear that all guests at your shindig have been through some form of entertainment training before being allowed entry into the building.

If somebody offers to organize the event for you, let them. The last thing that you or your friends want is another party planning situation where everybody gets stressed out over minor details that don’t matter in the long run. The most important thing is that the event goes off without a hitch, and if there’s somebody who can make sure of this for you, let them. In most cases, the most challenging part of organizing a private event is perceiving how it needs to be balanced out.

If you’re throwing a party with a certain theme – whether that be vintage Hollywood or spring fling – you need to ensure that your decorations reflect this throughout every nook and cranny. It doesn’t have to be expensive – thrift stores are great places to find cheap plates or glittery garlands to pull together the aesthetic you’ve envisioned. At any event, there should be food and drinks readily available for anybody hungry or thirsty. Your guests will thank you for this simple gesture of kindness. 


“Author – Allen Brown”


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