You’ve heard the phrase, “Go big, or go home,” right? It’s just as recognizable as the modern “bigger is better” mindset. But bigger doesn’t always mean better; bills, headaches, and heartbreak prove that. Although it might surprise you, the same can be said for some event venues. Of course, stadiums, concert halls, convention centers, and other massive gathering places have loads to offer, but small event venues provide an atmosphere and experience the big guys can’t touch.
Discover what makes small event venues so special
Uncover everything you need to know about small event venues, from what they are to why we love them. We’ll examine what sets smaller locations apart from their larger counterparts and the unique challenges they face. Whether you’re wondering if a smaller location is right for an upcoming event or seeking tips and tools to improve your venue management strategy, we’ve got you covered.
So, what are small event venues?
A small event venue is exactly what it sounds like—a small venue that hosts events. Many small event venues, like wedding chapels and community centers, function first as event venues; they may host various event types or provide a range of specialized services. Small-scale events are also frequently held in private spaces—like banquet rooms, boardrooms, and private dining rooms—that operate inside another non-event business.
Many companies, including restaurants and museums, offer special event bookings in addition to their primary services (i.e., dining and research). Examples of small event venues you may find in your area include:
- Bars and nightclubs
- Wedding venues
- Terraces and patios
- Studios (e.g., dance, art, music)
- Coworking spaces
- Breweries
- Wineries
- Art galleries
- Historical locations
- Public areas (e.g., parks, amphitheaters)
What challenges do small event venues face?
Small event venues offer charm, intimacy, and personalized service that many big-name meeting locations simply can’t match. However, operating a smaller event venue does come with challenges. Some of the most significant obstacles smaller venue teams face include—
Limited square footage
Due to their size, floor space is limited at most small event venues, meaning they can’t accommodate functions of all sizes. Internal fixtures, like shelving and interior walls, can make it more challenging to maximize internal space, and ample parking may not always be available. Additionally, many smaller venues can only host one event per day (or weekend) due to setup, teardown, and staffing requirements.
Economic fluctuations
Small event venues have less funding than more prominent venues, like branded hotels and national convention centers. As a result, they are more susceptible to harm from economic shifts. Suppose you operate a nightclub, and your target audience has less disposable income due to inflation and increased cost of living. In that case, they’re probably spending less on entertainment, which could seriously harm a smaller event venue.
Smaller budgets
Investing too much in service, advertising, or decorating for a particular event could significantly disrupt a small venue’s bottom line. Overspending in one area may require cutting back on regular expenses or reallocating portions of your budget to cover the costs. If damage occurs during a celebration, and adequate protective contract clauses are not in place, a smaller venue may have to dole out a sizable portion of its annual funds for unexpected repairs.
Staffing shortages
Although adequate staffing is a challenge throughout the entire hospitality industry, understaffing can massively impact small event venues. One team member’s call-out can make a substantial difference, so if you struggle with employee retention, consider staffing when booking and scheduling events.
Last-minute changes
Developing a “Plan B” for specific events can be challenging for less spacious venues. Smaller venues that primarily host outdoor events may not have the indoor space or seating needed to accommodate visitors inside. For example, a small wedding venue may be able to hold large parties outdoors, but they may not have enough interior space to bring everyone inside if it starts to rain.
How to make a small event venue work to your advantage
Things that may initially seem like disadvantages, such as limited square footage or a smaller staff, help set small event venues apart from those of more considerable size. Embrace your space and make the most of the square footage you do have by—
- Highlighting what makes your venue unique
What sets you apart from other event venues in the area? Does your venue have a rich history, unique backstory, or unorthodox architecture? If so, celebrate it; highlight what makes your venue stand out and turn it into a unique selling point for your space. Decorate the venue’s interior with local art or tell your venue’s origin story with sleek signage.
- Thoughtfully choosing a color scheme
Color can make small spaces feel larger or make immense spaces feel cozy and intimate. Lead Gray, White Dove, Onyx, Coral Dust, and Chantilly Lace are just a few paint shades Southern Living recommends using to help make small event venues feel larger.
- Arranging your space creatively
Creative space arrangements and open layouts can maximize the available space at your small event venue. Make your space larger by utilizing vertical spaces and multi-purpose furniture. Choose an open floor plan for the main event areas, using round tables to create more walking space, and start hosting standing-room-only events, like cocktail parties, networking mixers, and wine tastings.
- Illuminating small spaces
From temperature to color, lighting can transform even the smallest event venues. Take advantage of natural lighting to brighten any room and make event spaces feel more open. If you don’t have access to natural light, fake it. Illuminate interior spaces by placing numerous candles throughout, which can help make dim rooms feel larger without disrupting the calm, intimate setting visitors want from small event venues. Consider covering the ceiling with elegant white drapes, which capture and reflect the light, brightening dark event spaces and making them appear more spacious.
- Utilizing outdoor space
Extend your venue’s square footage by taking advantage of attractive outdoor space. Do you have a terrace, patio, or landscaped lawn that could be used for events? Plant a butterfly-loving flower garden and install canopies to elevate simple lawns. Promote outdoor event packages on your venue’s website, online directory listings, and in your community. Include updated, professional photographs that show off your expanded setup options.
- Strategically placing signage
Help guide attendees through your event venue without cluttering the floor or wall space. Use strategically placed signage to pinpoint essential visitor areas, including event registration, breakout rooms, restrooms, and dining spaces. Well-placed signs help prevent congestion and aid the flow of foot traffic.
- Refreshing in-house event technology
Make the most of your small venue by creating more adaptable, flexible event spaces. Say goodbye to oversized props and bulky, old-school projector carts. Upgrade your event technology with sleek wall TVs, tabletop projectors, and pull-down screens. In addition to enabling your venue to accommodate a wider variety of events, your venue will be able to host more engaging, integrated meetings.
Tips and tools for managing small event venues
While some small event venues may be easier to manage than sprawling meeting compounds, there’s still much to do. Improve day-to-day operations and grow your client base with these helpful tips, tools, and industry tidbits.
- Cater to your target audience
Establish who your target audience is and design your space to appeal to them. What demographics do you want to capture: corporate events, private parties, special occasions, or something else? What does your venue offer that your target audience will find appealing? Identify your venue’s specialty—what sets it apart from the competition—and use it to capture your target audience.
- Create a virtual tour
Show off your space, style, and amenities with a virtual venue tour. Often called 360-degree tours, interactive tours, and panoramic tours, virtual tours go by many names. Still, they all have one thing in common: virtual tours enable planners, customers, and decision-makers to view your venue—to see what it really looks like—in engaging, immersive, and Photo-Realistic 3D. Share a virtual tour on your website, social media pages, and directory listings to help planners visualize what their event will actually look like at your venue, even if they’ve never seen it in person.
- Collaborate with planners in real-time
Whatever your size, Event Diagramming software brings your venue to life online. Show off your venue's event packages, menu options, and unique décor. With powerful visualization software, custom inventory catalogs, instant communication tools, and more, Cvent’s Event Diagramming software keeps all parties on the same page—streamlining the sales and booking process.
- Invest in versatile staff training
At small event venues, employees regularly jump in to help tackle the day-to-day challenges of hosting events. Having a staff well-trained in all areas of venue operations, from event booking and attendee registration to food service and bartending, ensures your business runs as effectively and efficiently as possible. Although the initial investment in cross-training staff may be high, having versatile, competent employees is worth every penny. Moreover, employee retention increases when workers feel employers care about their skill development and career advancement.
- Introduce your venue to the community
Expand your audience reach by hosting an array of smaller events to attract neighbors and visitors. Host resident events, small networking mixers, wine tastings, and similar low-attendance affairs to introduce your business to new customers. Once they’re through the door, win their business by highlighting your impressive venue and its stellar service.
- Advertise dedicated, one-on-one service
The ability to offer hands-on, personalized service is a star selling point for small event venues. Because they book less business on average, small venue teams can focus their attention, energy, and extra effort on executing unforgettable events.
- Design a clear, comprehensive event contract
Mitigate misunderstandings and customer complaints by writing an easy-to-understand event contract that outlines all event rules and regulations. Detail booking, deposit, setup, and other policies to streamline the planning process and help protect your small venue against unexpected expenses, like large repair bills.
- Promote instant meetings
Speed up the RFP process and maximize event profits by utilizing automated booking technology for small meetings and events. Online tools like Instant Book enable planners to find and book simple, no-fuss meetings in a snap, even on the same day as the event. With Cvent’s user-friendly, simple meeting tools, planners can check which venues are available, which can accommodate their needs, and how much they cost. Using automated contracting and payment processes, booking same-day events can be as easy as 1, 2, 3.
- Advertise where the planners are
Market your hotel to actively sourcing planners through the Cvent Supplier Network or niche online directories, like Wedding Spot, which explicitly advertises wedding venues. Promote all of your best features, from amenities to special services, while outlining important venue details, like capacity restrictions, layout options, and more.
Still have questions about managing small event venues?
Despite their size, there's a lot of information to cover when discussing the unique challenges and benefits of small event venues. If you still have questions about what it’s like to book or operate a small event venue, we’ve answered some other frequently asked questions below.
- How much does it cost to rent a small event venue?
Venue pricing varies significantly from location to location, with some venues charging as little as $50/hour for private events and others up to $1,000/hour. Some venues also apply service, setup, and cleanup fees, increasing final costs. Always confirm pricing with venues that interest you before booking.
- What can small venues do to improve event logistics?
Event logistics at small event venues can become complicated without being well-prepared. To ensure the satisfaction of planners and attendees, smaller venues can streamline event coordination by thoughtfully placing refreshment stations throughout the space, making registration more efficient, and choosing event layouts that encourage traffic flow.
- What can small event venues do to improve visitor satisfaction?
One of the most effective ways to uncover and correct customer complaints is by listening to them. Regularly read and respond to guest reviews. Gather feedback through follow-up surveys and post-event questionnaires. Analyze the collected information to identify problem trends and opportunities to improve future events.
Now you know why small event venues pack a big punch!
Although small event venues face unique challenges, they offer clients, planners, and customers a sense of authenticity that many more prominent and luxurious venues don’t. If you’d like to discover more options for future functions, check out 18 types of venues for every event.
