How to Secure a Private Estate for an Event in Los Angeles

Here is a more detailed breakdown:

• Type of Event:

  Identify if it’s a wedding, corporate event, product launch, party, or other type of gathering. 
• Guest Count:

  Estimate your guest list to ensure the chosen estate can comfortably accommodate everyone. 
• Date and Time:

  Confirm availability on your desired date or dates and duration of the event. 
• Budget for the Venue:

  Establish a budget for the venue rental fee, considering that it should ideally be 20-25% of your overall event budget. 
• Style Preferences:

  Specify if you have any architectural style preferences (modern, Mediterranean, English Tudor, modern mid-century, etc.). 
• Logistics:

  Plan for setup, breakdown, parking (valet, Uber, Lyft, car service, shuttle, etc.), along with any special requests. 

• Scouting and a Scouting Agreement:

  Before making a final decision, we strongly advise visiting the property in person to evaluate its appropriateness and resolve any issues. Ensure that you obtain a scouting agreement that details the estimated rental costs, site representative fees, cleaning charges, and other related expenses prior to scouting a private property. Our company imposes a nominal scouting fee for property scouting, which is paid directly to our representative who shows the properties. Should our clients reserve a private home through us, we will deduct the scouting fee from the rental cost.

• Event Insurance:

  Obtain special event insurance to protect against unforeseen circumstances. We highly recommend getting cancellation insurance in case of a Force Majeure event – such as fires, earthquake, floods, new virus to help cover your costs. Please make sure that your event professionals, even if it is a friend handling the flowers has event insurance. 

   
• Security Deposit:
  Make sure to have a refundable security deposit ready, which could be used for any damages or additional cleaning requirements. The refundable security deposits are held by our office at Universal Locations, not by our homeowners.
• Professional Event Coordination:

  Hire an experienced event planner, who has event planning experience at private homes to manage the logistics and help to ensure a smooth event.
• Rental Location Agreement:

  Review carefully and make sure that your wishes are detailed in the Agreement. Once you and your team are satisfied with the details, terms and conditions, then authorize it. 

• Vendor Access: Coordinate with vendors (caterers, decorators, etc.) for setup and breakdown times. 
• Parking: Arrange for parking solutions based on the estate’s capacity and any restrictions. 
• Music and Sound: Clarify any restrictions on music volume, band or DJ setups, and end times. 
• Bathroom Facilities: Ensure adequate bathroom facilities are available and properly stocked. 
• Weather Contingency: Have a backup plan in case of inclement weather. 

• Cleanup:

  Ensure all trash is removed and the property is left clean according to the agreement. 
• Final Walk-Through:

  Conduct a final walk-through with the rental location company to address any issues and finalize the security deposit refund