How to Maximize Venue Space

When considering a venue to host a celebration, it’s important to think about the number of guests, the layout, and the flow of traffic throughout the event in order to maximize venue space. It is also beneficial to discuss with the venue manager the various options available to ensure that the goal of the event is achieved and that the space feels comfortable to all guests. Let’s discuss a few things to consider when planning a special event so that you can maximize the venue space available to you.

A great celebration will include your most favorite people, great food, and a pleasant atmosphere. The venue can set the tone for the event to feel warm, inviting, and fun. The layout will be essential to encourage good traffic flow as well as the feeling of warmth. If the venue is too large for the number of guests, it’s important to select a layout that encourages a smaller, cozy ambiance without feeling too crowded. Let’s talk about ways to achieve the right feel for a big or small celebration.

1. Discuss event specifics with the venue manager. 

2. Select flexible furniture options.

3. Create specific spaces for the most important parts of the event.

4. Consider traffic flow.

5. Creative lighting sets the tone.

Discuss event specifics with the venue manager.

Prior to selecting the venue, ask the manager to see all the possible layout options for the size of the event. Venue managers will have layout designs available in order to help future clients decide if this is the venue for their event, and what layout will work best. 

If you have an idea that you’d like to try for the layout, ask the venue manager about possibilities for moving things around. Most venue managers are open to new and fresh ideas. Keep in mind that many events have taken place at the venue, and the venue manager may have insight that you don’t have. An open mind will be helpful because decades of experience at a venue provides a lot of wisdom for the best layout options. 

• What size is your event?

• What type of event are you having? Wedding, quinceañera, reception, party, banquet, corporate dinner?

• What will take place during the event? Presentation? Dance? Awards?

• What is the dinner style of the event? Buffet or served?

All of these details matter when selecting the layout in order to maximize venue space and functionality for the event. For example, if the main event of the evening is a presentation of awards with speeches, it doesn’t make sense to use a lot of space for the dance floor. Even if dancing will take place at the end, this may involve a layout change toward the time when the dance floor will be in use.

Select flexible furniture options.

It’s important to understand what type of furniture options are available at the venue. Many venues offer furniture rentals, some venues offer specific furniture included in the rental price (like Royal Affairs), and others offer no furniture which means additional rental charges for whatever is required.

The main point to consider is what events will take place during the event so that you can accommodate the needs of the guests for each event. For example, if guests will eat a full meal, tables and chairs are a must. Even if you hoped for a cozy, cute vibe with sofas, chairs and a relaxing atmosphere, guests dressed up for a night out will need a place to eat their meal. Flexible furniture options allow for adjustments as the evening progresses.

Create specific spaces for the most important parts of the event.

Make a list of all of the things that will take place during the event. This is when a detailed event timeline will come in handy. 

• Buffet dinner or seated dinner

• Cake cutting table

• Photo booth

• Dancing with a dance floor

• Speech or presentation

• Wedding ceremony

• Wedding reception

Creating specific spaces for each portion of the event is necessary in order to avoid unnecessary furniture changes and to keep the event flowing nicely.

Consider traffic flow.

It’s important to look for any issues with traffic flow. Walkways need to remain clear and conspicuous so that guests can move freely around the venue. Separating the buffet line from the tables makes it easy for guests to get food without a lot of traffic from people trying to find their seats. Additionally, a separate bar area away from the food makes it easy for guests to get drinks without interrupting the flow of traffic for the food or other activities. 

Creative lighting sets the tone.

Creative lighting enables you to create areas of activity and draws attention away from areas that are not in use. Many venues have lighting available and they will use it according to the layout that is selected. If there is a specific need or request, the venue manager is able to accommodate those as needed.

At Royal Affairs Ballroom, we have handled hundreds of events over the years we have been in business. From corporate events to fundraisers to weddings and quinceañeras, our experience has taught us many things about the best ways to maximize space in our venue. Call us today at 972-221-6565 to discuss the best options for your special event. We tailor every event to our client’s specific needs.