Optimize Small Spaces for Big Impact: How to Plan a Successful Event in a Small Space 

Small event spaces

The world is getting grander and more extravagant when it comes to having events. Every upcoming event tries to compete and outdo the previous one. Seeing lavish decorations in a vast space at events is very common. Yet, we also cannot deny the rising popularity of intimate gatherings in small event spaces.

However, having your event in a small space can be tough. You are faced with the challenge of conducting your event or your clients’ event in a limited space. Tough and challenging as it may be yet it is doable. It is a great way to showcase your flexibility and your creativity.

Plus, it can be cost-effective, according to CNBC, 65% of planners are reducing requirements to cope with budget. And by opting to have your event in a small space you don’t have to waste some resources on event space that can somehow be left off. Instead, you can maximize the event experience.

But how can you possibly do this? How can you make an engaging event in a small space? That is a great question that on this blog we are going to answer. We discover how to choose a location and how to optimize your small event space.  You will also learn what factors to consider when choosing the perfect small event space for your dream event.

Ready? Let’s get planning!

Define your Event Goals and Audience

As always and in everything we do, we need to identify the purpose of our actions. So naturally the first thing to do when planning an event in a small space is to identify the purpose of the event and your target audience. What do you or your client want from the event? Or what value do you want to give to your target audience? Is it to celebrate, entertain, network, or educate?

Moreover, you also have to develop a theme and style for your intimate gathering to maximize your small location. Would your event be a casual event or a more formal one? Do you want the styling to be modern or more on the traditional side? Or do you want your event to be professional or creative?

Furthermore, having a definite number of attendees is very important for events held in small spaces. On this, I would like to suggest having everyone RSVP for the event. When you have a definite number of attendees it is easy to properly allocate resources and manage the capacity of your small space.

Finally, you should also identify the demographic and preferences of your attendees. Planning your event is a breeze if you understand the interests and needs of your guests. You’d also be able to plan around their expectations if you know what they expect. 

Make Smaller Space Work to Your Advantage

Depending on your goal and purpose for your event a smaller event space can definitely work to your advantage than a bigger venue. 

For instance, a smaller event space can save you money as smaller venues are typically cheaper. Smaller event spaces are budget-friendly, with lower rental fees, reduced utilities, and fewer staff needs. Choosing a small venue frees up your budget for entertainment, catering, and unique decorations.

Additionally, a small space creates a sense of intimacy and closeness for your guests. Smaller event spaces foster a sense of camaraderie and connection, making them ideal for personal celebrations like weddings, engagement parties, and family gatherings.

Moreover, a small space is also easier to manage than a larger one. You have better visibility and control over all aspects of the event. A small venue makes coordinating logistics painless, ensures smooth transitions between activities, and makes attending to the needs of your guests easy.

Furthermore, bigger locations can be challenging to find while a smaller one gives you more location options. Smaller venues are easier to secure and offer diverse location options, such as boutique venues, art galleries, cafes, or picturesque gardens.

Finally, by choosing a smaller venue, you can create more experiences for your audiences by not cramping it with people but with unique fun experiences. Create personalized and immersive experiences by having unique activities, interactive installations, and captivating entertainment.

Small Event Spaces: dining table

Optimize your Small Event Space with Smart Design

Having limited space for your event does not have to mean sacrificing style and functionality. By maximizing the small space you can make it big on style and function. Optimize your event space with intelligent design and decorations. It’ll surely make your event comfortable. Here’s how: 

Create an illusion of space

Small spaces can appear large if you know the trick. One trick is to create an illusion of spaciousness in your venue. Creating an illusion of spaciousness can be done by installing mirrors or having mirrors on your venue. Choosing light colors and going minimalist on your decoration is also a way to fake space so that your venue will not feel cramped.

Use vertical space and multi-purpose furniture

Since wide space is not present in small event spaces, use vertical space and functionality on your furniture. Use chairs or settings that are foldable so that you can tuck them away when not in use. You can also use chairs that you can stock or transform.

Another way to apply multi-purpose furniture is to choose hanging decorations to give space to the floor area. Hanging decorations and shelves attract the eye upward which maximizes the lower spaces.

Use round tables

Aside from well-chosen chairs, it is also best to choose round tables instead of square or rectangular ones. Compared to rectangular and square tables, round ones help facilitate seamless movement and better interactions among attendees. Round tables can also accommodate more people in less space and provide a more personal and pleasant environment for your visitors.

Avoid blocking the view and creating clutter

Blocking the view and having too many decorations are common mistakes to make a small event venue even smaller. To avoid this mistake, do not use large or tall decorations, aim for a minimalist yet elegant style.

Create a warm and romantic mood

Make your visitors feel warm and comfortable and they will not notice that your event is done in a small space. A warm and inviting ambiance can be created by installing fairy lights or soft ambient lights. Cushions, rugs, soft music, and aromas also help create a warm and romantic mood.

Engaging Activities and Entertainment

Just because your event is held in a small space doesn’t mean you have to compromise on activities and entertainment. Some entertainment and activities you can do to your small event space are:


Choose games that do not require a lot of movement such as trivia games, casino or poker games, games of cards, charades, or any tabletop or board games.


Music is a great way to set the mood for your event. It also helps keep the energy without cramping the space. If the small space allows, create an area for acoustic performances. 

small event spaces: rooftop party


If the space cannot allow for an acoustic performance, you can always offer other performances such as stand-up comedy or a magic show. Stand-up comedy and magic performances can really liven up your event.

Photo booth

If a swag bag is too much, photos are fanatic ways to offer a keepsake for your event. Install a self-portrait photo booth that can fit in your space. It’s a fun and easy way to capture memories of your event. Make sure to provide props to make it more fun and interesting.

Dance floor

Keep your guests moving and your party grooving by creating a dance floor with inviting lights. If dance for all is too much, you can have a dance showcase or a mini dance-off for some of your guests.

Factors to Consider When Choosing a Small Event Space for Rent for Private Events


Make sure your location is accessible, convenient, and suited to the kind of event you are having.


Ensure that your small space is enough for your expected attendees. Do not overcrowd so that everyone is comfortable enough. Avoid also being too spacious.


Choose a layout for your event that fits your goal and the flow of your event. Check the placement of windows, doors, or decorations. As well as seating and table arrangements as this can maximize or limit your space.


Select a space that has the amenities that you need for your event, that way you don’t need to hire a vendor for each feature.


Choose a space that is within your budget and has all the factors you need for your event. It is also best to understand the cancellation policy, hidden costs, extra charges, and so on. 

Small Event Spaces: dining with friends

Examples of Small Indoor and Outdoor Spaces for Different Types Of Events

Outdoor Space: 

  • Garden
  • Rooftop
  • Farm or Barn
  • Beach Front
  • Courtyard or Outdoor Patio
  • Front yard

Ideal for larger gatherings like:

Family reunions

Holiday parties

Small fundraisers

Small garden parties

Community events

Intimate weddings

Outdoor workshops.

Cocktail parties

Summer camps

Networking events

Small receptions.

Picnics and Bonfires

Outdoor fitness classes.

Beach parties

Beach yoga sessions.

Al fresco dining

Wine tastings

Small music performances.

Small Event Spaces: intimate party

Indoor Space: 

  • Gallery or Art Studio or Museums
  • Restaurants or Cozy Café
  • Private Dining Room
  • Boutique Hotel Lounge
  • Community Center Meeting Space or Room

Ideal for smaller events like:

Family dinner or friends’ casual meetups

Rehearsal dinners, and intimate dinners

Birthday parties, private parties, and other intimate celebrations

Art exhibitions and small cultural events

Workshops, seminars, and educational events

Book readings


Company conferences

Small performances

Corporate events and business meetings 

Networking events


Small receptions

Church events

Product launches

Or any small parties and special events that are intimate.

Budget-Friendly Tips for Small Event Spaces

Go Big on Impact in Intimate Event Settings with Event Espresso

As I was writing this blog, it made me feel excited to plan a gathering in a small space. I realize so much potential in conducting events in a small space. Events don’t have to be done in the largest of venues, what you actually need is to create an impact on the attendees. The intimacy and feeling of connection your small event space creates can be memorable to your attendees.

Creating an impact on your event can be done easily if you have a reliable event management tool. You can leave that job to Event Espresso. Event Espresso’s event management and ticketing software is small on capital yet big on impact!

With Event Espresso as your event registration partner, you can be assured of quality and premium service. What’s even greater is that you can test it out today through a free demo.

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