How to Choose a Birthday Venue for Your Guest Count

The number of guests is the first thing that decides which birthday venue you choose, and also the easiest one to get wrong. Below we show how to count your guests, how to read the capacity venues quote, and what to ask before you pay the deposit.

Guest list first, venue second

Before you start looking, write down your guests and split them into three groups: definite, likely, and those who probably will not make it. Not everyone invited turns up to a birthday, but attendance at an 18th or a milestone birthday tends to be high, so it is safer to plan near the upper end.

Count children separately. Little ones do not always need a full seat at the table, but they do need a corner to play in.

How to read a venue's capacity

Venues quote capacity in different ways, and this is where most misunderstandings start:

• seats at tables - how many people can sit down to dinner, and the number that matters for a birthday,
• theatre style - chairs in rows, no tables; good for a presentation or training, not for a party,
• "up to X people" with no detail - always ask which layout that refers to.

An example from our venue: we seat 69 people at tables in 144 sqm, while theatre style holds 100. For a birthday with dinner, the first number is the one that counts.

Room for dancing, the cake and gifts

If you are planning to dance, leave part of the room free as a dance floor. The more space for dancing, the fewer tables, so with a long guest list a buffet may work better than a served dinner. The room is then not filled with tables from wall to wall.

Remember a separate table for the cake and sweets, and a spot for gifts near the entrance.

Too tight or too empty

A cramped room is tiring: guests stand in the walkways and it is hard for staff to serve food. A room that is too big does not help either, because a dozen people in a large space feels empty and the atmosphere suffers. With a smaller group, ask whether the room can be arranged so it does not feel empty.

Questions to ask before booking

• What is included in the hire price and what is charged separately?
• Can we come in early to decorate?
• Until what time does the hire run, and how much is each extra hour?
• Is there parking next to the building?
• Can we bring our own food, drinks and cake?
• Are candles on the cake allowed, and what about sparklers?
• How much is the deposit, and is there a security deposit?

How it works with us

If you are looking for a birthday venue in Bydgoszcz, at BRDA 144 on ul. Krzysztofa Gotowskiego 6 the hall is yours alone for the duration of the party. We seat 69 people at tables, and the hire includes tables, chairs, air conditioning, a sound system and WiFi. The hall opens onto a 100 sqm terrace by the Brda, and there is parking next to the building.

After letting us know in advance, you can come in an hour before the start to decorate. We prepare the menu with our own catering, for an additional fee, and your own catering is possible by arrangement. Candles on the cake are fine, pyrotechnics are not. The date is secured once the deposit is paid, and a refundable security deposit is taken on the day of the event.

Questions about guest numbers

How many guests fit in a 144 sqm hall for a birthday?

With us, 69 at tables. Theatre style, without tables, the hall holds 100, but for a party with dinner the number of seats at tables is what counts.

What if there are more guests than seats at tables?

The number of seats at tables is the upper limit for a party with dinner. If you have more guests, you need to shorten the list or choose a larger venue.

How far in advance should you book a birthday venue?

For a weekend, ideally a few weeks ahead, and even earlier during the communion and wedding season. Weekday dates are usually easier to find.