Common Space – Event Planning Guide & Checklist

Planning a private event in San Francisco? Use this comprehensive event planning checklist to stay organized and stress-free. Whether you’re hosting a corporate gathering, baby shower, birthday party, team offsite, or workshop, this guide covers everything from venue selection to day-of essentials.

1. Set a Date & Time

■ Announce your event 4–6 weeks in advance for maximum attendance.

■ Factor in setup and cleanup time when booking your venue (typically 30–60 minutes each).

■ Choose a time that aligns with guest availability and peak attendance hours. 

2. Find the Perfect Venue

■ 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 reach with parking or transit nearby?

■ Decor needs – Is the space pre-decorated, or will you need to bring in your own?

■ Host flexibility – Is the venue responsive and easy to work with?

3. Manage Your Guest List & Communications

■ 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 Thank You – 4–7 days after

4. Drinks & Refreshments

■ Confirm whether the venue allows BYOB (Common Space does). 

■ Always provide non-alcoholic options like sparkling water, juices, or mocktails.

5. Food & Serving Essentials

■ Decide between DIY catering or hiring a professional caterer. 

■ Plan for the right servingware – plates, cutlery, napkins, or finger-food essentials.

■ Designate a serving area for food and drinks to keep the flow organized.

6. Furniture & Setup

■ Confirm whether the venue provides tables and seating. 

■ Consider additional needs: gift tables, a bar setup, or beverage coolers.

■ Don’t forget linens or table coverings for a polished look.

7. Music & Technology

■ Decide if you need a DJ, live music, or a Bluetooth speaker.

■ At Common Space, each venue includes a JBL Bluetooth speaker for easy setup.

■ Need visuals? The Loft location offers a Smart TV for slideshows or presentations.

8. Lighting & Decor

■ Choose lighting and decorations that match your event style. 

■ Common Space venues feature lush greenery and original artwork, reducing the need for extra decor. 

■ Add one statement piece—such as a banner or custom sign—for a personal touch.

Ready to Host Your Event?

Book your next gathering at Common Space, where we offer beautiful, flexible event venues in San Francisco designed for private parties, corporate events, and creative workshops. 

■ Book your event today on our website - or send us an emailif you still have questions we can help answer or you'd like to book a showing.