Whether you’re organizing a bar mitzvah, wedding, corporate gathering, or social celebration, one of the biggest investments in planning any event is the venue. The ballroom or space where your affair takes place is the center of your party’s galaxy of fun. However, a misstep in selection can turn it into a black hole of stress. Let me guide you through the asteroid field of choosing the perfect-sized ballroom and what to do—and not do—when organizing your event.
Size Matters
When it comes to ballroom selection, size is crucial. You want enough room to accommodate your guests and activities, but not so much that it feels empty. Energy is contagious so keep your friends close but your party closer! Here are key principles to follow when choosing a venue:
- All-in-One: All essential components—bars, live band or DJ, dance floor, food stations, and photo booths—should be in the main room. The only exception could be for food stations, but keeping most elements together enhances the experience. A properly sized room will encapsulate the party and all necessary components for an enjoyable guest experience.
- Avoid Overexpansion: Beware of the common hotel ballroom trap where a catering salesperson suggests, “You can have all four of my ballrooms for no additional charge.” While this sounds appealing, you may not need the entire space. Often, just using two or three salons will suffice. A properly sized venue keeps guests engaged. In a perfect world the only reason to leave the affair is to use the restroom.
Tips for Separating Components
If you’re required to separate some components, here are some tips to maintain the energy of your event:
- Bars: Always place bars in the main room, as guests tend to congregate here. If possible, position the bar near the dance floor for added fun—grab a drink and hit the dance floor!
- Food/Buffet Stations: If food stations need to be outside the main room, keep them relatively close. A well-fed guest enjoys the party even more than a hungry one.
- Photo Booths/Stations: Keep photo booths in the main area, preferably in a corner— guests will naturally gravitate toward them throughout the night, creating lasting memories. Keep them in the room and you keep the energy flowing.
- Dessert Table – The sweetest thing is that it is usually smaller than a food/buffet station. By the time this activates guests will be congregating thinking maybe it’s time to leave. By keeping them in the room watching the fun you’re reminding them why they want to stay. Who wants to leave a great party while it’s jumping!
These tips will help you book the right venue/space for your bar or bat mitzvah, wedding, corporate event, or social celebration. Following these recommendations will ensure you provide a memorable experience that everyone will cherish.
Pro-tip: In this article I made reference to a theme, a movie and a pop song. Put your answer in our website contact form and if you get all 3 correct, receive $500 off your next event with DJ Howie T. Style!