Tips For Hosting Memorable Private Functions

Organising a private function comes with a host of responsibilities, but with careful planning and attention to detail, you can create an unforgettable experience for your guests.

Whether it is a birthday celebration, anniversary gathering, or charity event, ensuring everything runs smoothly is essential. In this guide, we will explore 8 expert tips for hosting memorable private functions in the South East. We will also briefly discuss how Oakley House can be a stunning venue perfect for your private functions.

If you want to speak to our expert team directly to discuss your requirements for a private function, feel free to reach out to us. In addition to offering our beautiful function space, we can also help with in-house catering and other needs. Call 020 8462 9292 or email today.

8 Expert Tips For Hosting Memorable Private Functions

1. Choose The Right Event Venue

Selecting the perfect venue is crucial to the success of your private function. Consider factors such as capacity, location, ambience, and amenities available.

Ensure the venue aligns with the tone and theme of your event, whether it is a cosy gathering or a lavish affair. Conduct site visits to assess the space and discuss any specific requirements with the venue staff. By carefully choosing the right venue, you set the stage for a memorable and enjoyable experience for you and your guests.

Oakley House is a stunning and historic event venue on the A21 near Bromley Town Centre. With various amenities and services available for you and your guests, this venue is the perfect place to host your upcoming private function. We will discuss more about this later. You can also directly contact us to learn more.

2. Personalise The Experience

Adding personal touches to your event creates a sense of warmth and connection for your guests. Consider incorporating elements that reflect the guest of honour’s interests, preferences, or cultural background.

From customised decor and themed activities to personalised favours and menu options, infusing your event with personalisation enhances the overall experience and makes guests feel valued and appreciated.

3. Incorporate Themes

Themes add excitement and cohesiveness to your private function, elevating it from ordinary to extraordinary. Choose a theme that resonates with the purpose or occasion of your event and integrate it seamlessly into all aspects of the planning process.

Be it decorations, entertainment, or food and attire, make the theme a part of all the elements of the event to create a fully immersive experience for your guests. Whether it is a roaring 20s soirée, a tropical luau, or a masquerade ball, a well-executed theme sets the stage for a fun and unforgettable event.

4. Maximise Venue Space

Make the most of your chosen venue by maximising the available space to accommodate your guests comfortably. Consider the layout of the space and how it can be optimised to facilitate flow and interaction among guests.

Utilise both indoor and outdoor areas, if available, to create dynamic spaces for different activities and experiences. Arrange seating strategically to encourage mingling and conversation and ensure there are designated areas for key elements such as dining, dancing, and entertainment.

5. Manage Guest Expectations

Clear communication is essential for managing guest expectations and ensuring a smooth and enjoyable event experience. Provide guests with detailed information about the event, including date, time, location, dress code, and any special instructions or requirements.

Set realistic expectations regarding the schedule, activities, and amenities available, and be transparent about any potential changes or updates. Encourage guests to RSVP promptly and communicate any dietary restrictions or accessibility needs in advance. This minimises confusion and ensures everyone is on the same page.

6. Handle Emergencies Gracefully

Despite careful planning, unforeseen emergencies or disruptions may occur during your private function. Prepare for potential scenarios such as inclement weather, technical difficulties, or medical emergencies by developing a comprehensive contingency plan.

Assign designated staff or volunteers to handle emergency situations and ensure they are trained to respond calmly and effectively. Maintain open lines of communication with guests and provide clear instructions for what to do in the event of an emergency. This ensures the safety and well-being of your guests.

7. Capture Memories

Documenting your private function through photography or videography allows you to preserve precious moments and create lasting memories for you and your guests. Hire a professional photographer or enlist the help of a trusted friend or family member to capture candid shots throughout the event.

Consider setting up a designated photo booth or backdrop where guests can take fun and memorable photos to commemorate the occasion.

8. Ensure Guest Satisfaction

The ultimate goal of any private function is to ensure the satisfaction and enjoyment of your guests. Regularly check in with guests throughout the event to gauge their experience and address any concerns or issues promptly.

Provide attentive service and hospitality, anticipating and fulfilling guests’ needs before they arise. Be responsive to feedback and suggestions. Express gratitude to your guests for their attendance and participation. Ensure they leave feeling valued and appreciated.

Oakley House: A Beautiful And Private Function Space In Bromley

Oakley House offers a picturesque setting for private functions of all kinds. Our historic architecture and scenic views provide the perfect backdrop for any occasion, from intimate gatherings to grand celebrations.

Our venue boasts a range of amenities to enhance your event experience, including in-house catering, silver service, Wi-Fi, AV equipment, and a fully stocked bar.

For guests travelling from further afield, the local area is well-served by rail and bus connections, with plenty of accommodation options nearby. We also have ample car parking available for your guests.

Moreover, our gardens add a touch of rural feel, which is crucial for creating a serene atmosphere for your special occasion. So, no matter what you are planning – a birthday party, anniversary celebration, charity event, or corporate function – our stunning venue is the versatile option to suit any event.

Learn more about us. Call 020 8462 9292 to book the venue.


Hosting a memorable private function requires thoughtful and strategic planning, complete attention to detail, and a focus on guest satisfaction. By following these 8 tips and choosing a venue like Oakley House, you can create an unforgettable experience that leaves a lasting impression on your guests. Contact us today to discuss your event requirements.

Get in touch with the Oakley House team

Contact our helpful team today. They’ll be happy to answer any queries and help you arrange your event at Oakley House. Just call 020 8462 9292 or send an email to