People usually start with the dream. A rooftop, a grand hall, fairy lights. Then reality turns up with a spreadsheet.

The smarter order is to start with the numbers, and work towards the setting. It’s less romantic, but it saves a lot of stress.

Get a rough headcount, then be honest. Write your dream list, then a realistic one. Not everyone you invite will come, but don’t assume half will drop out either. A good rule is to plan for a bit under your full list, and leave some breathing room.

Think about how people will actually be sitting. A seated dinner takes much more floor space than a standing reception, because tables and chairs eat up the room. If you’re planning speeches or dancing, you also need a clear area for that. A space that holds 100 people standing might feel crowded with 60 at tables.

Decide what kind of evening it is. A quiet dinner and a loud party need different rooms. Do you want guests mingling in small clusters, or all facing the front? Do you want a spot for people to step away and talk? Say it out loud before you look at anything.

Work backwards from the money. Put a total figure on paper first. Then list the big costs: food and drink, the room, music, decor, photography. Leave a small cushion for the things you haven’t thought of, because there will be some. If the room swallows most of your budget, there’s nothing left for the part guests remember, which is the food and the atmosphere.

Ask what time of day suits your crowd. A weekday afternoon is a different thing from a Saturday night. Think about your guests. Older relatives, people travelling in, parents who need a sitter. Sometimes an earlier start makes it easier for everyone.

Plan the flow. Where do people arrive, get a drink, find their seat, and leave? Small details like a clear route to the washrooms or a place to hang coats make the whole event feel smoother.

Leave room for the unexpected. Someone will bring an extra guest. The cake will arrive late. Having a bit of slack, in space and in time, helps you stay calm.

Once you know your numbers and the feel you’re after, scanning spaces suited to different group sizes becomes much easier, because you know what you’re looking for.