Common Space - Ultimate Event Planning Guide & Checklist

Planning an event? Use this comprehensive event planning checklist to stay organized and stress-free! Whether you're hosting a corporate gathering, baby shower, birthday party, or workshop, this guide covers everything from venue selection to day-of essentials.

1️⃣ Set a Date & Time

✅ Announce your event 4-6 weeks in advance for maximum attendance.
✅ Factor in setup & cleanup time when booking your venue (30-60 minutes each).
✅ Ensure your event time aligns with guest availability & peak attendance hours.

2️⃣ Find the Perfect Venue

When choosing a private event venue, consider:
✔️ Availability & capacity – Will it comfortably fit your guest count?
✔️ Included amenities – Does it offer furniture, outdoor space, a kitchenette, or tech setup?
✔️ Location & accessibility – Is it easy to find with parking nearby?
✔️ Decor needs – Is the space pre-decorated, or will you need to bring decor?
✔️ Host flexibility – Is the venue easy to work with for a seamless experience?

3️⃣ Manage Your Guest List & Communications

To ensure a great turnout, follow this event communication timeline:
📅 Save the Date – 6 weeks out
📩 Send Invitations – 3-4 weeks out
📌 RSVP Reminder – 2 weeks out
⏳ Pre-Event Reminder – 1 week out
🙏 Post-Event Follow-Up – 4-7 days after

4️⃣ Drinks & Refreshments

🍹 BYOB? Check if your venue allows it. At Common Space, BYOB is welcome!
🥤 Non-Alcoholic Options – Always offer water, juices, or mocktails alongside alcoholic beverages.

5️⃣ Food & Serving Essentials

🍽️ DIY or Catering? Decide whether to hire a caterer or prepare food yourself.
🍴 Utensils & Servingware – Will you need plates, cutlery, bar napkins, or just finger foods?
🎉 Serving Area – Ensure there's a dedicated space for food and drinks.

6️⃣ Furniture & Setup

🪑 Does the venue provide seating & tables? Check in advance.
🛠️ Additional Needs – Do you need extra tables for a bar, gift station, or a cooler for drinks?
🕶️ Tablecloths & Linens – Don’t forget these finishing touches!

7️⃣ Music & Tech

🎶 DJ or Bluetooth Speaker? Determine your sound needs.
🔊 At Common Space – Each venue includes a JBL Bluetooth speaker for easy music setup.
📺 Need a screen? Our Loft location offers a Smart TV—perfect for slideshows or videos.

8️⃣ Lights & Decor

💡 Set the Mood – Choose lighting & decorations that match your event’s vibe.
🌿 Minimal Effort, Maximum Impact – At Common Space, our venues feature lush greenery & original artwork, so you don’t need much extra decor.
🎈 One Statement Piece – A banner or personalized sign can make the space feel special without overdoing it.

🎉 Ready to Host Your Event?

Book your event at Common Space today! We offer beautiful private event venues in San Francisco with flexible options to fit your needs.

📅 Contact us now to check availability & request a quote:
📧 hello@commonspacesf.com