Common Space - Event Planning Guide + Checklist

Common Space - Event Planning Guide + Checklist

Use this document to get started on planning for your upcoming event! We have listed the main things to think about - from venue considerations to what you will need on the event day. We hope this list makes planning your upcoming event a breeze! 

  • Set a Date + Time for your event
It is good practice to let your guests know about your event 4-6 weeks in advance. 
When setting a time for your venue rental + party duration - Be sure to account for set up and clean up time on either end. 30-60 minutes is a good estimate for how much time you will need to set up, settle in, and be ready to welcome guests. Clean up can take about the same depending on how many helpers you have and how likely your guests are to linger.
  • Find the perfect Venue

Things to consider when selecting a venue are: availability, capacity, what amenities are provided like furniture, outdoor space, kitchenette etc. The location of the venue. How much decorating will you need to do pre-event and if the hosts is easy to work with. 

  • Guest List + Communications
Be sure to let your guests know about your upcoming event! Reminder them, and then tell them again! We all live busy lives, and sometimes things fall through the cracks. To ensure the best turn out for your event that your guests won’t want to miss - we suggest sending each of the below communications. 
    • Save the Date (6 weeks out)
    • Invite (3-4 weeks out)
    • Reminder to RSVP (2 weeks out)
    • Pre-event Reminder (1 week out)
    • Post-event Follow Up (4-7 days post event)
  • Drinks

If your venue allows BYOB, consider what types of beverages you want to offer. At Common Space, we welcome you to bring whatever best suits your event and guests. Don’t forget some yummy non-alcoholic options + water. 

  • Food + Servingware

Are you going to hire a caterer or DIY? Consider the type of food you want to serve and how you will serve it. Do you need utensils or will there only be finger foods? Providing bar napkins is always a good idea whether you are serving food or just have cold drinks for your guests to grab from a cooler. 

  • Furniture + Linens

Does the venue have everything you need for seating and tables? Do you need to bring an extra table for the bar or for gifts to sit on? Or a cooler for canned drinks? Get a list of the offered furniture at the venue and plan to fill in the rest yourself. Don’t forget tablecloths! 

  • Music + Tech

Are you planning a dance party with a DJ that will provide the speakers? Or is a bluetooth speaker for ambient noise enough? At Common Space, we outfit each of our locations with a JBL Charge speaker. It is easy to connect to bluetooth and perfect for ambient music for the party. We also have a smart TV at our location: The Loft. Perfect for an embarrassing slide show or touching video compilation. 

  • Lights + Decor

Consider what mood you want to set and be sure not to go over the top. A little goes a long way in decor - especially at Common Space where each location is already filled with green plants + original artwork. One statement piece like a banner can personalize the space without extra stress and waste.