What is a Private Hire?

A private hire is a booking where a client hires a venue or room exclusively for a private event, such as a party, wedding or company event, that is not open to the public. Music venues, bars, theatres and arts centres take private hires to fill quieter days and earn income alongside their public programme.

How a private hire works

A private hire usually follows these steps:

  1. Enquiry: the client sends an event enquiry with date, numbers and type of event.
  2. Quote: the venue offers a package, such as room hire, a minimum spend or a per-head price.
  3. Book: the client signs a hire agreement and pays a deposit.
  4. Plan: the venue confirms food, drink, music and set-up, often on a BEO or function sheet.
  5. Host: venue staff run the event, led by a duty manager.

Private events are a core part of the business for many wedding and event venues using Crescat.

Private hire vs public event

A private hire is closed to the public; guests are invited by the client and usually do not buy tickets. A public event, such as a gig, is open to anyone with a ticket. Licensing can differ too: some activities need a licence only when the public can attend.

What a private hire package often includes

  • Exclusive use of a room or the whole venue
  • Furniture and a set layout
  • Bar service, with a minimum spend or tab
  • Food, from canapés to a full meal
  • Sound system, DJ booth or stage
  • Staff, security and a duty manager
  • Cleaning after the event

Frequently asked questions

What is a minimum spend?

An amount the client agrees to spend on food and drink instead of, or as well as, a room hire fee. If spending falls short, the client pays the difference.

Is a private hire the same as a dry or wet hire?

Not quite. Private hire describes who attends. Dry hire and wet hire describe what the venue provides. A private hire can be either, though most are wet hires.

Can a public venue close for a private hire?

Yes, if the booking is worth more than a normal night. Venues often take larger private hires on quieter days of the week.

Related terms