The Ultimate Guide To Booking Your Next Private Party Event

Throwing a party in theory always sounds fun, until all the pre-party prepping and after-party clean up settles in. At Ovation, we like to keep your focus on the party itself and take care of the rest for you. Whether you’re looking for a smaller lounge for a birthday party or a larger private venue for rent, we can help you achieve the private party of your dreams. 

To get you started, we made an ultimate guide of details to consider while you begin your planning. 

Budget

First and foremost, you will want to figure out what your budget is when it comes to your private event. We always suggest splitting your budget into buckets so that you can plan accordingly. Example buckets could be how much you want to spend on event lounges, catering, aesthetic décor, and so forth. This allows you to plan ahead and stay on budget as you are planning different aspects of your event.

Location

Next, you will want to focus on where your private event will take place. If you’re looking at a private lounge for a birthday party, but the venue location is two hours away from all your guests, this could potentially deter people from attending or make it inconvenient while coordinating a ride. Finding a location that is central and easily accessible to those who will be attending makes it that much more enjoyable for your guests to arrive. 

Aesthetic

After you decide where your event will take place, you will want to hone in on the aesthetic of your event. This will be the creative bread and butter that brings your event to life. Are you going for classy and elegant? Edgy? Simple and modern? Boho chic? This will lay the land for how your guests feel while enjoying your party. The aesthetic can also help inspire ideas for any additional attractions or pop-ups you want at your event as well.

Décor

Once you narrow down your aesthetic, you can now bring the design to life with the décor. This is where you start planning out the nitty gritty (but important) details that will put the final touches on your party. What are people going to stop and talk about? The beautiful centerpieces? The glowing ambiance from the twinkly lights sprinkled throughout? The consistent color palette throughout your event? These are the details that really bring your event full circle visually.

Food

One of the last two things you will want to consider is the food. Guests are not happy when hungry and making sure there is food to nibble on throughout your event is crucial. This is where you will want to decide how food will be served. Do you want buffet style? Appetizers and drinks served by staff? A formal sit-down dinner? These different options will determine the flow of your event from start to finish.

Staff

Finally, you will want to consider any additional staff needed for your event. Do you want coat check? Catering? Valet? Lighting and AV? Making sure you have considered the details and flow of your event will help you determine how much staff you will need. If this is something you need assistance with, we are well-networked within the event space and would be happy to help when it comes to the staffing of your event.

We hope this guide gives you a starting point as you begin your planning. Being experienced in the event space itself, we are always happy to jump in during any phase of planning. From helping you pick out an event venue, to design and décor, to additional staffing, we can help with as much or as little as you need.

Frequently Asked Questions

Q: What if I have an event space I love but the number of guests I want to invite doesn’t match the size of the venue?
A: That is no problem. Usually, we can accommodate making an event space feel smaller if you have less people you would like to attend. Or if your party size is too big for a space, we can always help you find a venue that matches the look and feel of the one you had in mind.

Q: What size of party can Ovation accommodate?
A: With 9,000 square feet available, we can host up to 200 guests dining, 500 people cocktail style and 400 attendees theatre style.

Q: If I’m not sure what I want the aesthetic or décor to look like yet, is that something you can help with?
A: Absolutely. We love helping plan out the theme of the party and have done it so many times, we have no doubt your aesthetic will be to die for.