How to Choose the Right Event Theme Based on Venue Size and Guest Count

Planning an event is exciting, but choosing the right theme can often feel overwhelming. With endless inspiration online, it’s easy to get caught up in trends that may not suit your space or guest list.

Whether you’re organising a garden baby shower in Sydney or a glamorous wedding reception in a function hall, the two most important things to consider when selecting a theme are:

• The size of your venue

• The number of guests attending

This guide by Sweet Heavenly Events & Hire will walk you through the process of choosing the perfect event theme, taking into account factors such as space, guest count, event type, season, and more, while keeping your budget and style in mind.

Why Venue Size Matters When Choosing a Theme

The size of your venue has a significant impact on how a theme will feel and function.

Large Venues

Perfect for:

• Ballrooms, community halls, and marquees
• Themes like Glamorous Luxe, Classic White & Gold, Fairytale Garden

Benefits:

• More room for grand decor
• Statement centrepieces, arches, neon signage
• Ideal for weddings, engagement parties, or corporate events

Small Venues

Perfect for:

• Private homes, cafés, and garden spaces
• Themes like Boho Picnic, Pastel Dream, Rustic Chic

Tips:

• Choose light, airy colours
• Keep decor minimal but meaningful.
• Use vertical space (e.g., hanging florals, mini arches)

Oversized centrepieces in small spaces can feel cramped. Always scale your styling to fit the space.

Guest Count: Big or Small, It Makes a Difference

The number of guests isn’t just about headcounts; it affects layout, furniture hire, decor quantity, and overall flow.

Small Guest Lists (Under 30 People)

Perfect for:

• Baby showers, bridal showers, and intimate dinners
• Themes like High Tea Garden, Romantic Boho, and Modern Minimalist

Benefits:

• You can add personal touches
• More budget per person = better decor quality
• Intimate vibes and relaxed seating

Medium to Large Guest Lists (50+ Guests)

Perfect for:

• Engagement parties, milestone birthdays, weddings
• Themes like Elegant Luxe, Modern Glam, and Black Tie

Tips:

• Keep the layout practical: walkways, photo spots, buffet access.
• Hire more chairs, tables, and styling pieces.
• Go for impact pieces like welcome signage, entry arches, and balloon walls

Theme Ideas by Event Type

Here’s how to match your event type with theme ideas that work in both small and large venues:

Weddings

• Luxe Glam (Ballroom or marquee)
• Boho Rustic (Outdoor or barn)
• Classic White & Gold (Indoor venue)

Baby Showers

• Pastel Dreams
• Safari Jungle
• Floral Picnic Vibes

Birthdays

• Hollywood Red Carpet
• Neon Glow Party
• Tropical Fiesta

Corporate Events

• Black Tie Modern
• Brand Colour Styling
• Minimalist Luxe

Match Your Theme with Australia’s Seasons

Australia’s seasons bring unique vibes and opportunities. Match your theme accordingly:

Spring (Sept–Nov)

• Fresh flowers, soft pastels
• Ideal for garden parties, baby showers

Summer (Dec–Feb)

• Beachy, tropical, coastal themes
• Go light with fabrics and colours.

Autumn (Mar–May)

• Rustic vibes, warm tones
• Perfect for vintage or boho styling

Winter (Jun–Aug)

• Luxe indoor styling, moody lighting
• Think candlelight, velvet, and fairy lights.

Budget Tips: Style Smart, Not Expensive

Styling doesn’t have to break the bank; it just needs to be smart:

• Hire, don’t buy – Sweet Heavenly offers complete hire packages
• Choose multi-functional decor – A welcome sign that doubles as a photo backdrop.
• Re-use decor for multiple spots – The Ceremony arch can become a reception backdrop
• Work with your space – A naturally beautiful venue needs less decor

Common Mistakes to Avoid

Here are a few styling missteps we see often:

• Picking a theme that clashes with the venue (e.g. rustic theme in a modern hotel)
• Overdecorating small venues (less is more!)
• Ignoring guest flow (blockages around buffets or entrances)
• Forgetting about the weather for outdoor events (always have a backup plan!)

Real Styling Inspiration from Sweet Heavenly Events & Hire

At Sweet Heavenly, we’ve styled everything from intimate backyard bridal showers to large wedding receptions. Some of our favourites:

• A boho baby shower for 20 in a Sutherland backyard
• A luxe gold & white engagement party in a Sydney function hall
• A garden picnic birthday with soft pinks and peonies

Explore our gallery here for more real event inspiration!

Limited-Time Offer!

Book your event styling consultation this month and let us help you create the perfect atmosphere with our exclusive hire packages.

Let us help you choose the perfect theme for your venue, guest list, and budget, without the stress.

Final Thoughts

The perfect event theme is one that not only looks beautiful but also works practically for your venue and guest count. With thoughtful planning and expert styling, you can transform any space into something truly unforgettable.

Ready to Start Planning?

At Sweet Heavenly Events & Hire, we provide comprehensive event styling and hire services across Sydney and its surrounding areas. From baby showers to weddings, we’ve got the themes, decor, and experience to bring your vision to life.

Contact us now to schedule a complimentary consultation.