Step-by-Step Guide to Planning the Perfect Private Function

Planning a party in or around Melbourne and looking for a handy step-by-step guide of things to think about and consider during the planning process? Then you have come to the right place!

Phase 1: Initial Planning (1–3 months before)

1. Define the Purpose of the Event

   • Is it a birthday, engagement, corporate event, reunion, etc.?

   • ⏱ Time: 1 day

   • 💰 Cost: Free

2. Set a Budget

   • Decide on your total spend (e.g. $3,000–$15,000 depending on scale)

   • ⏱ Time: 1 day

   • 💰 Cost: Free

3. Draft a Guest List

   • Estimate numbers (e.g. 30–150 guests)

   • ⏱ Time: 1 day

   • 💰 Cost: Free

4. Pick a Preferred Date and Time

   • Choose at least 2–3 backup dates

   • ⏱ Time: 1 day

   • 💰 Cost: Free

5. Choose a Theme or Style

   • Optional: dressup, elegant, modern, cocktail, etc.

   • ⏱ Time: 1–2 days

   • 💰 Cost: Free

6. Research Venues

   • Compare inclusions, location, cost, reviews, vibe

   • ⏱ Time: 1 week

   • 💰 Cost: Free

7. Book the Venue

   • Secure with deposit (~$500–$2,500 depending on venue)

   • ⏱ Time: 1 day

   • 💰 Cost: Varies by venue

Phase 2: Logistics & Bookings (1–2 months before)

8. Choose Catering/Food Options

   • Cocktail, grazing, canapes & fingerfood etc.

   • ⏱ Time: 1 week

   • 💰 Cost: $25–$70 per person

9. Select Drink Packages or Bar Tab

   • Open bar, prepaid tab with selected drink options, bartab with cap

   • ⏱ Time: 1–2 days

   • 💰 Cost: $35–$80 per person

10. Book Entertainment

    • DJ, live band, MC, or playlist + speaker system

    • ⏱ Time: 1 week

    • 💰 Cost: $500–$1,500+

11. Arrange Photography or Videography

    • Optional but great for memories

    • Photobooth Hire can be fun

    • ⏱ Time: 1–2 days

    • 💰 Cost: $400–$1,500

12. Organise Decorations

    • DIY, hire event props like balloon garlands, light up age numbers, use venue with in-house decor

    • ⏱ Time: 1–2 weeks

    • 💰 Cost: $200–$2,000

13. Design & Send Invitations

    • Digital (free or cheap), print invites, or FB event

    • ⏱ Time: 1 week

    • 💰 Cost: $0–$200

14. Organise Layout

    • Standing, lounge-style, banquet tables, cocktail party

    • ⏱ Time: 1 day

    • 💰 Cost: Free (or included)

15. Check AV Equipment Needs

    • Mic, projector, screen, lighting

    • ⏱ Time: 1–2 days

    • 💰 Cost: $0–$500 (may be included)

Phase 3: Final Touches (2–3 weeks before)

16. Confirm Final Guest Numbers

    • Confirm RSVPs and dietary needs

    • ⏱ Time: 2–3 days

    • 💰 Cost: Free

17. Create a Run Sheet or Timeline

    • Start time, speeches, cake, music, etc.

    • ⏱ Time: 1 day

    • 💰 Cost: Free

18. Organise Staff or Helpers

    • Hosts, bartenders, servers if not provided

    • ⏱ Time: 2–3 days

    • 💰 Cost: $160–$300/staff member

19. Order Cake or Special Items

    • Optional: Birthday/custom message cake

    • ⏱ Time: 1–2 days

    • 💰 Cost: $80–$300

20. Plan Transport or Parking

    • Ride share zones, taxis, parking maps for guests

    • ⏱ Time: 1 day

    • 💰 Cost: Varies

21. Plan for Weather (if outdoors)

    • Backup marquee or move indoors

    • ⏱ Time: 1–2 days

    • 💰 Cost: $200–$2,000

Phase 4: Final Week

22. Confirm All Bookings

    • Caterers, DJ, venue, etc.

    • ⏱ Time: 1–2 days

    • 💰 Cost: Free

23. Print Signage or Name Tags

    • Optional: welcome signs

    • ⏱ Time: 1 day

    • 💰 Cost: $30–$100

24. Prepare Emergency Kit

    • Safety pins, first aid, wipes, breath mints, etc.

    • ⏱ Time: 1 day

    • 💰 Cost: $20–$50

25. Pack or Deliver Any Items to Venue

    • Decor, gifts, signage, cake, etc.

    • ⏱ Time: 1–2 days

    • 💰 Cost: Free (unless courier needed)

26. Do Pre Event Final Setup or Walkthrough 

    • Check layout, lighting, vibe

    • ⏱ Time: 1 hour

    • 💰 Cost: Free

Phase 5: Event Day

27. Arrive Early to Set Up / Check Setup

    • ⏱ Time: 1–2 hours before

    • 💰 Cost: Free (or pay for setup service)

28. Welcome Guests and Enjoy!

    • Mingle, relax, take photos

    • ⏱ Time: Your whole event!

    • 💰 Cost: Priceless 😄

29. Pack Down or Collect Leftovers

    • Venue may handle this for you

    • ⏱ Time: After the event

    • 💰 Cost: Free or cleaner fee ($100–$300)

30. Send Thank-Yous (Optional)

    • Texts, emails, cards

    • ⏱ Time: 1–2 days after

    • 💰 Cost: Free–$50

💡 Total Estimated Time & Budget

• Planning Time: 3–12 weeks depending on complexity

• Estimated Budget: $5,000–$15,000+ (for 40–150 guests)

🎯 Make it Easy with Deluxe Bar & Rooftop

Planning a function doesn’t have to be stressful — Deluxe Bar & Rooftop takes the pressure off by offering an all-in-one solution for your private event:

✅ Beautiful Room Options, Cocktail Bar Vibes + Dancefloor
Perfect for birthdays, engagements, corporate events & more.

✅ All-Inclusive Packages
Food, drinks, staff, entertainment, security, in-house decor – handled for you!

✅ Custom Styling & Theme Options
From themed dressups to luxe to party glam – bring your vision to life.

✅ Expert Event Planners
We’ll walk you through every step or can do 80% of it for you.

✅ Central Location, Easy Transport
No need to worry about guest access or parking logistics.

✅ No-Stress Setup & Pack Down & Clean up
We handle the heavy lifting and the clean-up— you just show up and celebrate!

We have hosted hundreds of functions with our most common attendees being from Essendon, Ascot Vale, Moonee Ponds, Flemington, Keilor, Melbourne, North Melbourne, Strathmore, Aberfeldie and other close-by locations.

Send us a function query below to book a venue walkthrough and discuss bringing your private function to life!

DIFFERENT TYPES OF FUNCTIONS AND EVENTS WE CAN CATER FOR