How to organize a private party
The 6-point guide
Organizing a private party is a decidedly complex undertaking that requires planning, multitasking, efficiency, and problem solving. Maintaining complete control over all organizational phases, without overlooking any detail and making every assessment perfectly, is no easy task. To help those unfamiliar with the process, we’ve put together this detailed guide to organizing a private party: here’s everything you need to consider to make a birthday, anniversary, graduation, or religious celebration a true success!
Phase 1: The guest list
Whether it’s an outdoor birthday party or a sit-down dinner, the first thing to do is compile a guest list. This way, you can better define your needs regarding the location, space management, and menu design. The list also helps you inform the organizers in advance of the presence of children under 10 or any special requests (such as guests with food intolerances, celiac disease, vegans, vegetarians, etc.).
Phase 2: Location
Once you’ve determined a (at least approximate) number of guests, you move on to a crucial decision: the location for the event. Seasonality often dictates an initial selection: in summer, unless it’s a party for close and familiar people, it’s not advisable to choose a venue with a pool, as some might feel uncomfortable. It’s better to opt for a venue with adequate air conditioning and, perhaps, a lovely garden view. If you choose an uncovered outdoor space, make sure your plan B in case of inclement weather is as good as your plan A.
In winter, since you’ll need to stay indoors, make sure the rooms are well-heated and that the venue has a cloakroom, even if unattended; it’s not very attractive to see coats draped over chairs in photos. Another key point: look for a location with parking nearby and, if possible, without gravel, dirt, or grass to cross.
Style considerations: is a rustic or modern setting better? Simply choose the one that best reflects your tastes, and consider not only the setting, but also the staff: when you feel that the venue’s manager is organizing your event as if it were their own, don’t hesitate to confirm. Empathy is the key, a rare quality these days!
Are you wondering how difficult it is to find a private party venue that meets all the requirements listed above?
At Hotel Leone di Messapia in Lecce, we offer all the services you need to host a successful party: five multifunctional event rooms equipped with air conditioning, mobile setups, a stage, and sound system. Plus, ample outdoor parking and a splendid view of the hotel’s garden, making every occasion unique and customizable.
Phase 3: Buffet or table service?
Once the location has been chosen, it’s time to decide on the menu. Here, you’ll need to address a question that will significantly impact the format of your party: should you opt for a standing buffet or a table-service party?
Here too, you decide the type of party you have in mind. If you’re thinking of a lively party where guests can interact, dance, and get wild, a buffet dinner is recommended—ideal for graduation and 18th birthday parties. If you’re planning something more subdued and moderate, table service is preferable (with an elegant cocktail to offer guests while they wait for the birthday boy or girl)—a preferred option for baptisms, first communions and confirmations, retirement parties, and anniversaries.
Phase 4: Music and Entertainment
Entertainment is the life and soul of the party and must be carefully considered. Whether you choose a live band or a DJ, you’ll need to contact SIAE (Italian Society of Authors and Publishers) to obtain a permit to present to the venue hosting the party.
Undoubtedly, choosing a live band will enhance your event, but a good DJ capable of adding movement to the evening will also make the difference: it’s all a matter of taste and budget.
But it’s not just music: today’s market offers truly original solutions. At Leone di Messapia, for example, shows such as fire-breathing, cabaret or magic shows, murder mystery dinners, and themed quizzes are just some of the additional services we offer our guests.
Phase 5: set-up and decorations
The decor is the image you choose to give to your event. Inevitably, much will depend on the birthday boy or girl’s tastes, but also on the type of party, the location, and the season: floral or balloon arrangements, sweet tables, photo booths, and fireworks are the most common requests, but in this case, the only limit is your creativity and the party budget.
Phase 6: The Photographer
Let’s face it, organizing a party for a major event and not having worthy photos to remember it would be a real shame. That’s why it’s always a great idea to hire a professional photographer who knows how to move discreetly around the venue. We recommend taking the usual photos with the various guests before the party begins, to ensure you capture all the guests in their best light. This way, the subsequent shots will also be much more natural and full of emotion.
Our experience at the service of your event
This guide was compiled by the professionals at Leone di Messapia, drawing on 11 years of experience in the events and catering industry. The hotel is a leading event planning and event space rental hub in Lecce.
If you’re looking for the perfect location for your party and want everything to be perfectly organized from start to finish, the staff at the Best Western Plus Leone di Messapia in Lecce will be by your side to create your perfect event!
