How to Determine Event Venue Size
When it comes to choosing an event space, size is everything! From allowing your guests to mingle comfortably to avoiding overcrowding, knowing how much a venue can hold ensures everything will run smoothly on your big day.
Here’s how to determine the right event venue size for you.
Choosing an Event Venue
As an event planner, you’re confronted with many decisions. However, choosing a venue will have the largest impact on your event. After all, everything from the date of the event to catering options depends on which space you pick.
1. How Many Guests Are You Inviting?
The most crucial step in determining venue size is estimating how many guests will attend. While you shouldn’t assume everyone can come, several factors could affect how many people come to your event. For instance, can guests bring plus-ones? Are you allowing children at the event?
These slight discrepancies can add up to a very different guest count than you imagined. So, while you don’t need an exact headcount, try to ballpark how many people your venue needs to accommodate.
How Well Does the Space Accommodate Guests?
On a similar note, consider how well a venue will house guests. If you have too many guests in a small space, things can feel crowded and claustrophobic. Besides, there are fire and safety codes the venue probably has to abide by! At the same time, a venue that’s too big can make your event feel sparsely attended and awkward.
Talk to venues on your list to determine how each space fits different guest numbers. If you’re set on a particular venue, see if they have suggestions for how to host your crowd.
2. What Is the Scope of Your Event?
Ideally, you’ll find and secure a venue early in the planning process. That said, still have a rough idea of what activities you want guests to enjoy. This will help give you a sense of how much space you’ll need to accommodate people.
The layout and floor plan of the venue you choose can affect a few different aspects of your event, including:
- Traffic Flow - Consider the flow of traffic throughout your event, and remember how tables and chairs will affect this. For example, a large room may fit 200 people at an event where people are standing, while the same room might only fit 120 people for a seated event.
- Guest Activities - Whether you decide to have a speaker or rent a dance floor, guest activities will impact how your event space is used. If you’re having a smaller event with about 100 guests, you’ll need a 16’ x 16’ dance floor, whereas a 20’ x 20’ rental can accommodate up to 150 guests.
If you rent larger items like a dance floor, our experts can help you determine what size rental you need. At Florida LED Dance Floors, we can create custom sizes depending on your dimensions. Simply share your vision for the event, and we’ll help you receive your desired outcome.
You’ll also want to consider the space needed for food stations, buffet tables, bars, and the DJ or band.
3. Does It Fit Your Budget?
Once you take care of the details above, consider where everything falls in your budget. Split everything into categories and decide where to splurge or save money.
Maybe you have your heart set on a lavish venue but need to cut corners on decorations. In this particular case, you could rent items instead of buying them.
For instance, if you can save money by choosing a venue that doesn’t have a dance floor, rent one instead! An LED rental is a great way to add an experiential element to your event — plus the cost to rent one depends on venue size and how many guests you have.
No matter what put money aside for a venue early so you have an idea of what size venue you can afford. Whether you’re throwing a corporate event or wedding reception, check out this guide to planning on a budget.
Did You Do Your Research?
Most event planners have a strict budget to follow. For this reason, it’s important to understand the costs associated with your venue and guest count.
Some venues charge based on how many guests attend an event and may cost extra if more than expected show up. Other spaces typically charge per hour, so if you’re renting a venue that’s larger than necessary for the number of guests attending, bear that in mind. Finally, look into whether you’ll be charged extra for additional guests and amenities if your venue is fairly tight.
LED Dance Floor Rentals in Clearwater, FL
As you can see, there’s a lot to take into account when choosing an event space. However, you’ll find the perfect venue by considering the above when doing your research.
Florida LED Dance Floors provides dance floors for events and weddings in Clearwater, FL, and the surrounding areas, including Tampa and St. Petersburg. Our rentals are available in different sizes and can be altered to fit your venue.