8 Logistical Tips for Planning an Event in a Private Home

Everyone loves a good house party—including brands and high-end event hosts. Peacock, for instance, recently took over a sprawling Los Angeles estate to premiere its new series Bel-Air, while a software company once memorably split its annual conference into smaller events at three private homes in New York, Austin and LA (complete with branded rubber duckies in a bathroom-slash-breakout room, of course).

These unique environments can certainly add a memorable wow factor and a sense of exclusivity to an event. But they also come with a set of logistical challenges many planners may not be prepared for. “You are essentially building a temporary venue on an existing one, so lots of detail must be paid attention to the conversion of the space,” explains JP Vigliotti, CEO and lead designer at Amplified Weddings & Events in Patchogue, New York.

BizBash caught up with Vigliotti and four other experienced event professionals to learn what you should be thinking about before booking a private home for your next event or brand activation.

1. Make sure you understand exactly how much usable space the house has.
First things first: Make sure the home’s owners allow events, of course. Once you do that, think carefully about how many people the residence can actually hold. “You cannot just go by square footage, but how much of the space is usable,” says Greg Jenkins, owner of BRAVO Productions in the Los Angeles area. “The planning of house parties often requires moving out and re-arranging furniture to accommodate guests. Take time to understand how the logistical flow will work.”

2. Understand the local and neighborhood laws.
A crucial step that event organizers may not be as used to with a traditional venue? Studying the local laws. “Learn about some of the more obscure city ordinances that may be unique to that municipality,” suggests Lynne Kennedy, master wedding planner at The Gilded Aisle in the Chicago area. “Almost every city will have noise ordinances or require tent permits.”

Kennedy's city, for example, requires letters to be mailed to neighbors within a surrounding perimeter (the city actually provides the mailing labels), and event planners must pick up the city's “No Parking” signs to place along designated roadsides. “If it’s a ticketed event such as a charitable gala, then there are liquor permits that must be secured as well,” Kennedy adds.

Beyond the individual city's rules, make sure the neighborhood itself doesn’t have extra regulations. “If staging a function in a gated community, you will certainly have to follow the rules and restrictions of that association or complex,” points out Jenkins. “Some associations have restrictions about vehicles parked on the street, access to the gated complex, noise, etcetera. Depending on the guest count, valet parking should be a consideration.”

Beyond following the rules, Vigliotti recommends smoothing things over with neighbors even further by sending advance notification—or when possible, even an invitation to attend the event. “Or perhaps a thoughtful gift basket with some awesome items for them to enjoy. Along with this, the proper permits should always be filed with the town—because we all know there will always be one neighbor who will complain regardless,” Vigliotti says.

3. Safety and security are the most important things.
Like with any event, guests’ safety should be paramount. “Safety and security are always at the top of our list,” says Kennedy. “It’s not enough to have security on the premises when guests are present.  They should be the first in and the last out when it comes to your vendor team.” 

Since many events at residential homes make use of outdoor space, Jenkins points out some extra considerations. “If there is a swimming pool on the premises, is it safe around the pool area—or is it slippery? If the function is family-oriented, who is responsible for monitoring child safety?” he asks. “The planner might want to consider hiring a professional lifeguard.”

Another smart safety tip? “Have a policy for intoxicated guests,” suggests JoAnn Moore, owner of JoAnn Moore Weddings & Events in Vail, Colo. “Hire a shuttle driver to take guests home or back to their hotels.”

4. Secure the proper insurance.
Residential homes also come with extra insurance considerations. “Insurance is required for staging any event. In the case of staging a function at a private residence, make sure the homeowner’s insurance will cover any incident that will happen at your party,” says Jenkins. “We have all seen on the news situations where too many people congregated on a balcony, which led to injuries. Does the home insurance cover the worst-case scenarios?

“This also includes any damages that might occur to the premises," he adds.

5. Think through your power and water needs.
When staging an event in any sort of non-traditional venue, there will always be certain extras you need to provide yourself. Consider the three essentials: bathrooms, power and water, notes Vigliotti. "You must walk each aspect of the event and its flow thinking about these three things. What and who will need a bathroom, power or water at any key moment to do their job?" He adds, "As event professionals, it is our job to confirm with each vendor how much power they will need and where they ideally should set up. Usually, this is where we bring in generators to maximize the capabilities of the property we are hosting from.”

Kennedy also emphasizes the importance of power. “Even when we bring in a generator, we contractually require our clients to have a backup one. It’s either that, or I tell them to pay for an electrician to be on stand-by,” she says. “No power, no party. It’s that simple.”

6. Tents come with extra complications.
Kennedy adds: “Speaking of power, don’t forget about those buried underground power, cable, gas and water lines if you’re planning to put up a tent. It’s important that sprinkler heads and water lines also get marked." And make sure you ask about the watering schedule, she notes. "The last thing you want is for the sprinklers to go off during your event."

Melisa Imberman, owner of The Event of a Lifetime in Millwood, New York, shares some more tips for tents, advising planners that some towns require permits to put up a tent. Planners will also want to study whether the land is flat enough, whether they’ll need flooring and what type of tent will work best based on the size, style, construction and budget, she says.

“Do you need heat, fans or air conditioning? I recommend having it on hold until you know what the weather will be like,” Imberman adds. “Do you need connecting canopies to get from one area to another in case it rains? I recommend having an attendant on site to deal with the sides, air temperature, potential leaks and generator issues.”

7. Make sure staff and guests understand all the house rules.
Assuming the event isn’t being held in your own home, make sure the homeowners provide a list of rules during the rental stage—and make sure those rules are clearly communicated to all event attendees, including staffers.

For example: “Assign which bathrooms will be open to guests. Have that bathroom marked with signage or a simple ribbon on the doorknob,” says Moore, who suggests choosing the bathrooms closest to the house's front and back entrances. “This will help prevent guests from wandering around the home. [And] hire a bathroom attendant to keep bathrooms clean, to replenish the towels and soap, and to watch for overflow of toilets.”

Make sure to also designate which areas of the home are off-limits to guests, either with a locked door or a ribbon, and lock up personal items such as jewelry and breakables, Moore adds.

Finally, clearly plan out a timeline for which vendors will be on property at what times. “Do a walkthrough with your team of professionals. Ask questions about your event, timing and who will be in charge,” Moore suggests. “Hire a moving company to remove or move furniture in the home if needed, and have a plan as to when the movers will return to move everything back in place.” And don’t forget to “hire professionally licensed bartenders, caterers and valet parkers."

8. Be prepared for anything.
“When staging events at residences, you are not necessarily dealing with the luxuries of a ‘ready-to-go’ facility. Be prepared to do anything at a residential home,” sums up Jenkins. For example, don't forget to think through things like pest control. “I personally attended a function at a private residence, and the homeowner had no clue about a bee problem until the function started and guests arrived. The insects ruined the party,” he remembers. “Due diligence and taking nothing for granted is key to the success of any function.”

And remember: “You don't have an in-house staff for janitorial and other services. When renting a private residence, the leasing/rental agency can provide you with a diagram of the property, but it cannot give you an idea of how the property can be used for a party," Jenkins says. "The planner really needs to take time to study and walk through the logistics.”

Ready to get planning? Scroll down to see some of our past coverage of memorable events and brand activations planned at private homes. Peacock recently celebrated its new series Bel-Air at a glamorous residential estate in Los Angeles, where producers Team Epiphany transformed the mansion's rooms into celebrations of the characters' personalities. See more: How Peacock Immersed Guests in the Ultra-Posh World of 'The Fresh Prince of Bel-Air' RebootPhoto: Courtesy of PeacockIn 2018, HBO and Bumble partnered to host "Stay Home to the Movies," a two-day event that turned a Manhattan brownstone into a branded, interactive movie-viewing experience. The house was given a yellow makeover, featuring on-theme, Instagram-worthy photo ops, film-inspired catering and five screening rooms that invited guests to get comfy.Photo: Courtesy of HBOOne installation featured a bathtub filled with yellow candy, surrounded by rubber ducks and yellow balls inspired by emojis. See more: HBO and Bumble Invited New Yorkers to Have a Movie Date—at Their HomePhoto: Courtesy of HBOIn 2019, beauty brand Elizabeth Arden launched its latest sunscreen with a garden party hosted by Reese Witherspoon. Held at a private home in Beverly Hills, the colorful, summery event included oversize floral displays and subtle branding.Photo: Stefanie Keenan/Getty Images for Elizabeth ArdenThe floral theme and Elizabeth Arden branding continued to the house's pool area.Photo: Stefanie Keenan/Getty Images for Elizabeth ArdenWith the goal of creating more meaningful interactions between employees and customers, security company MobileIron broke up its typical large, one-day event in 2018, instead hosting three intimate events in private homes around the country. For the New York edition, held inside a luxury townhouse, a bedroom-slash-breakout room had a large tub; organizers made it feel intentional by filling it with branded rubber ducks. See more: Why This Company Broke Its Annual Conference Into Three Distinct EventsPhoto: Jane KratochvilYoga apparel brand Alo took over a sprawling private residence in West Hollywood in 2021. The brand filled the home with touches like towering white block letters spelling its name, plus a branded vehicle out front, a dedicated spa area on the property and a wellness station with intuitive healers, tarot card readers and ear seeding. See more: How Alo Brought Back Large-Scale Event ProductionPhoto: Stefanie Keenan/Getty Images for Alo YogaRuPaul's Drag Race star KimChi launched KimChi Chic Beauty at a private residence in 2019. Abundant balloons decorated the double spiral staircase entrance to the home, and the brand’s logo dotted the existing black-and-white tiles underfoot at the entry. Ropes and stanchions, filled with candies and girlie bows, provided barriers that nudged guests away from the home’s private rooms. See more: How This Launch Party Channeled a Drag Queen’s Over-the-Top AestheticPhoto: Stefanie Keenan/Getty Images for KimChi Chic Beauty