The Venue Sets the Tone for Everything
Before you choose a color palette, before you pick a theme, before you even think about centerpieces — you need a venue. The space you select for your bridal shower, baby shower, or celebration shapes every decision that follows. It determines how many guests you can invite, what kind of decor is possible, what the flow of the event will feel like, and ultimately, what your budget looks like.
Choosing the right venue isn’t just about finding a pretty room. It’s about finding a space that works for your specific event — your guest count, your vision, your timeline, and your budget. Here’s how to think through the decision so you end up with a venue that makes everything else easier, not harder.
Start With Your Guest Count
This might sound obvious, but you’d be surprised how often people fall in love with a venue before they’ve finalized their guest list. A charming restaurant with a private dining room sounds perfect — until you realize it seats 24 and you’re inviting 40.
Get a realistic guest count before you start touring spaces. You don’t need exact RSVPs, but you need a solid range. Are you planning an intimate gathering of 15 – 20 people, or a larger celebration of 50 or more? That number immediately narrows your options and saves you from wasting time visiting venues that won’t work.
As a general rule, you want a space that comfortably fits your group without feeling empty or cramped. Too much open space makes an event feel under-attended. Too little makes it feel chaotic. Aim for a space where guests can move freely but still feel the warmth of the gathering.
Indoor vs. Outdoor: Weigh the Trade-Offs
Both indoor and outdoor venues have real advantages, and the right choice depends on the season, the formality of your event, and how much risk you’re willing to accept.
Indoor venues offer climate control, predictable lighting, and generally fewer logistical surprises. You won’t need to worry about wind knocking over centerpieces, sudden rain, or guests melting in the August heat. Most indoor spaces also come with built-in infrastructure — restrooms, a kitchen or prep area, and electrical outlets where you need them. The trade-off is that indoor spaces can sometimes feel more generic unless you invest in decor to transform the room.
Outdoor venues bring natural beauty, open air, and a relaxed atmosphere that’s hard to replicate indoors. A garden party, a backyard celebration, or an event at a botanical garden can feel effortlessly stunning. But outdoor events require more planning. You need a backup plan for weather, you may need to rent everything from tables and chairs to restroom facilities, and you’re at the mercy of temperature and wind. If you’re set on an outdoor event, always — always — have a rain plan.
Common Venue Types and What to Expect
Not all venues are created equal, and each type comes with its own set of advantages and limitations. Here’s a quick breakdown of the most common options for showers and parties:
Restaurants with private rooms are one of the easiest options because food, drinks, tables, and service are all handled for you. The downside is that you may have limited control over the decor, and private dining rooms can vary widely in ambiance. Always visit in person before booking.
Dedicated event spaces — whether banquet halls, loft spaces, or event studios — offer the most flexibility. You typically get a blank canvas to decorate however you want, along with tables, chairs, and a designated setup window. These spaces are ideal if you have a specific design vision, since you’re not working around existing restaurant decor.
Backyards and private homes are perfect for intimate, casual celebrations. There are no rental fees, you control the schedule, and there’s an inherent warmth to hosting at home. The challenge is that you’re responsible for everything — rentals, catering, setup, and cleanup. For larger groups, you’ll need to think about parking and restroom access as well.
Community halls, clubhouses, and church halls are often overlooked but can be excellent budget-friendly options. They tend to have large capacities, basic kitchen facilities, and flexible booking times. The spaces themselves are usually plain, but that’s actually an advantage if you’re working with an event planner who can transform the room with custom decor.
Botanical gardens, historic estates, and unique venues bring built-in beauty and character. These spaces require less decorating because the setting does much of the work. However, they often come with strict rules about what you can and can’t do — no open flames, no confetti, limited setup times — so read the fine print carefully.
Questions to Ask Before You Book
Before you sign a contract, make sure you have clear answers to these essential questions:
- What’s included? Do tables, chairs, linens, and tableware come with the rental, or do you need to source those separately?
- Is there a kitchen or prep area? If you’re hiring a caterer, they’ll need a functional space to work in.
- How much setup and breakdown time do you get? Some venues give you just one hour before the event, which is rarely enough for custom decor installations. Look for at least two to three hours of setup time.
- Are there noise restrictions or time limits? Some venues have strict end times, especially in residential areas.
- What are the decor restrictions? Can you use tape, nails, or command strips on the walls? Are candles allowed? Can you bring in outside furniture?
- Is there dedicated parking? Especially on Long Island, parking can make or break the guest experience.
Think About Decor Possibilities
A venue isn’t just a container for your event — it’s a partner in your design. Some spaces lend themselves naturally to certain aesthetics. A rustic barn calls for different decor than a sleek, modern loft. A sun-drenched garden needs different lighting than a windowless banquet hall.
When you tour a venue, think about where you’d place key elements: the dessert table, the gift area, a photo backdrop, the favor display. Look at the walls, the ceiling height, the natural light, and the existing color scheme. A room with beautiful architectural details needs less decor. A plain white room gives you a blank canvas but requires more investment to feel finished.
At Events by Ella, we work with every type of venue — from sprawling outdoor spaces to compact restaurant rooms. Part of our process is visiting the venue ahead of time to plan exactly how the decor will work within the space. Every piece we build is handcrafted to fit the specific dimensions and style of your chosen location.
Budget: Venue Cost vs. Total Event Cost
Here’s something many people don’t consider: a more expensive venue can sometimes save you money overall. A restaurant that includes food, drinks, service, and table settings in its package might cost more upfront than a bare-bones hall rental — but when you add up catering, rental companies, tableware, and extra setup labor for the hall, the total could be higher.
Conversely, a less expensive venue with great bones and natural beauty might need very little decor to look stunning, freeing up budget for other priorities like food, entertainment, or custom favors.
Think about the total picture, not just the line item. And be honest about hidden costs: gratuity, service charges, overtime fees, and cleaning deposits can add up quickly.
Always Have a Backup Plan
If your event has any outdoor component, you need a Plan B. Period. Even if the forecast looks perfect a week out, weather is unpredictable — especially on Long Island, where a beautiful spring afternoon can turn into a windy, rainy mess with little warning.
Your backup plan might be a tent or canopy on-site, an indoor area at the same venue, or a completely different space on standby. Whatever it is, decide on it before the event so you’re not scrambling the morning of.
Choosing the right venue is one of the most important decisions in the planning process, but it doesn’t have to be stressful. Know your guest count, ask the right questions, and think about how the space supports your overall vision. Once you’ve locked in the perfect spot, the fun part begins — designing the celebration itself. If you’ve found your venue and you’re ready to start planning the decor, get in touch with us and let’s bring your event to life.