Transforming Grand Venues for Intimate Events: Tips for Smaller Gatherings

Hosting a smaller event in a spacious venue can feel daunting, but with the right approach, a grand space can be transformed into an intimate, unforgettable setting. Large venues, with their expansive indoor rooms and outdoor areas, offer incredible flexibility for events of any size. Whether you’re planning a cozy wedding, a family gathering, or a small corporate retreat, here are some practical tips to make a large venue feel just right for your smaller event.

1. Define Your Space

To avoid a cavernous feel, carve out a specific area for your event. Use elegant drapery, movable partitions, or furniture arrangements to create a cozy, contained space within a larger room. For example, sectioning off a portion of a ballroom for a small dinner or reception keeps the focus on your guests. Outdoors, anchor the gathering with a central feature like a decorated arch, a small stage, or a clustered dining setup to draw everyone together and make the space feel purposeful.

2. Leverage Lighting for Ambiance

Lighting is key to scaling down a large venue. Soft, warm options like string lights, lanterns, or candles can create an inviting atmosphere. Dimming overhead lights and spotlighting key areas—like a head table or dance floor—helps focus attention while leaving unused spaces in softer shadows. For outdoor settings, fairy lights or solar-powered lanterns can define the area and add a magical touch after sunset, making even a sprawling patio feel intimate.

3. Curate Thoughtful Decor

Strategic decor can add warmth and personality without overwhelming the space. Cluster tables closer together to encourage conversation, or create a cozy lounge area with plush seating. Personalized touches like custom signage or photo displays make the venue feel like an extension of your vision. Outdoors, use natural surroundings as a backdrop, enhancing them with minimal but impactful elements like floral centerpieces or a rustic arbor to maintain a sense of intimacy.

4. Tailor Vendor Services

Flexibility with vendors is crucial for smaller events. For example, if alcohol is permitted but requires a licensed and insured vendor, a single bartender with a stylish bar cart can suffice for a small crowd, keeping things simple and elegant. Catering can also be scaled—opt for plated dinners for a refined feel or food stations for a casual, interactive vibe. Be sure to check if additional security is needed based on guest count to ensure a safe, seamless experience.

5. Focus on Guest Experience

Smaller events thrive on connection, so create opportunities for engagement. Set up a photo booth, a small dance floor, or outdoor games to keep guests entertained and make the space feel lively. These elements not only fill the venue but also create memorable moments that resonate with your guests, regardless of the event’s size.

6. Collaborate with the Venue Team

Work closely with the venue’s staff to bring your vision to life. Share your guest count and preferences early, and they can suggest layouts, decor ideas, and trusted vendors to suit your needs. Their expertise ensures the space is optimized for your event, whether indoors or outdoors.

Recommendation

For a venue that seamlessly adapts to smaller events, consider The Belvedere Provo. Nestled at the base of Provo Canyon, it features 10,000 square feet of elegant ballroom space and two expansive outdoor patios with lush grassy areas. The Belvedere Provo offers the flexibility to work with any licensed and insured vendors, including caterers, to customize your event to perfection. With no additional venue fees (though extra security may be required based on guest count), your vision can come to life effortlessly. Contact The Belvedere Provo to explore how their versatile spaces can make your small event feel intimate and unforgettable.

Photos: Ali Montemayor Photography

Photo: Savannah Richardson Photography