How to Plan a Private Event: A Simple Checklist
Planning a private event starts with five decisions: date, guest count, budget, food and music. This checklist is for anyone hosting a birthday, shower, repast or work event and getting ready to request a venue.
1. Pick a date and a backup
Popular weekends book first. Have a second date in mind when you contact a venue.
2. Estimate your guest count
A close number drives the food order, seating and price. Count confirmed guests plus a small buffer.
3. Set a budget range
Venue cost usually depends on the date, the guest count, the menu and add-ons like bar service or decor.
4. Choose food and music
Decide between a buffet or plated meal, and whether you want a DJ. At Memoire’s, food and a DJ are provided, and the menu draws on our restaurant menu.
5. Build a simple timeline
| When | Task |
|---|---|
| 6–8 weeks out | Book the venue; send invitations |
| 3–4 weeks out | Confirm the menu and music |
| 1 week out | Final guest count to the venue |
| Day of | Arrive early; enjoy your guests |
What to send a venue
Event type, date, start and end time, guest count, budget range and the services you need. Our rental request form asks for exactly these. Prefer brunch for a birthday? See Brunch Vibez.
By the Memoire's team · Updated October 31, 2026
