Choosing the perfect wedding venue is one of the most important decisions you’ll make during the wedding planning process. Your venue sets the tone for your big day and plays a pivotal role in shaping the overall experience for you and your guests. With so many options available, it can be overwhelming to decide where to start. Whether you envision an intimate garden wedding or a grand ballroom affair, this guide will help you find a venue that perfectly matches your style, budget, and guest list size.

1. Define Your Wedding Style

Before you start touring venues, it’s essential to have a clear vision of your wedding style. Are you dreaming of a rustic barn wedding, a chic urban celebration, or a romantic beachfront ceremony? Understanding your style will help narrow down your options and ensure that the venue you choose aligns with the overall theme of your wedding.

• Rustic/Outdoor: Look for barns, farms, vineyards, or gardens.
• Modern/Urban: Consider lofts, art galleries, or industrial spaces.
• Classic/Elegant: Grand ballrooms, historic estates, or country clubs might be the perfect fit.
• Destination/Beach: Explore beachfront resorts, villas, or tropical gardens.

Your style preference will guide you toward venues that naturally lend themselves to the aesthetic you’re aiming for.

2. Set Your Budget

Budget is a significant factor in choosing a wedding venue. It’s essential to know how much you’re willing to spend before you fall in love with a venue that’s out of reach. When setting your budget, consider what’s included in the venue’s price. Some venues are all-inclusive, covering catering, rentals, and even decor, while others only provide the space itself.

• All-Inclusive Venues: Often offer package deals that can simplify planning and potentially save money.
• A La Carte Venues: Allow you to bring in your own vendors, which can provide more flexibility but may add to the overall cost.

Make sure to account for any additional fees, such as service charges, taxes, or overtime, which can significantly impact your budget.

3. Consider Your Guest List Size

The size of your guest list will directly influence your choice of venue. Before you start your search, have a rough estimate of how many people you plan to invite. This will help you find a venue that can comfortably accommodate your guests without feeling too crowded or too empty.

• Intimate Weddings (50-100 guests): Cozy venues like small gardens, boutique hotels, or private estates are ideal.
• Medium-Sized Weddings (100-200 guests): Ballrooms, lofts, and larger outdoor spaces can provide a perfect balance.
• Large Weddings (200+ guests): Look for expansive venues like grand hotels, convention centers, or large outdoor properties.

Ensure that the venue has adequate space not just for seating, but also for other elements like the dance floor, buffet, and any entertainment you have planned.

4. Location, Location, Location

The location of your venue is critical, especially if you’re hosting guests from out of town. Consider a venue that’s easily accessible for most of your guests or close to accommodation options. If you’re planning a destination wedding, think about the travel logistics and how easy it will be for guests to reach the location.

• Local Weddings: Choose a venue within a reasonable distance from where most guests live to avoid complicated travel arrangements.
• Destination Weddings: Provide clear information about travel and accommodation options and consider arranging group transportation.

It’s also important to consider the setting of your venue—whether it’s in the heart of a city, surrounded by nature, or near a body of water—and how that aligns with your vision for the day.

5. Think About the Season

The time of year you’re getting married will impact your venue choice. Some venues are better suited for certain seasons, and weather can play a significant role in your decision.

• Spring/Summer Weddings: Outdoor venues like gardens, beaches, or vineyards are popular but consider weather-related factors like rain or extreme heat.
• Fall/Winter Weddings: Indoor venues such as ballrooms, historic buildings, or cozy lodges offer a warm and comfortable setting.

If you’re set on an outdoor venue, have a backup plan in place, such as a tent or indoor space, in case the weather doesn’t cooperate.

6. Visit Venues in Person

Pictures can only tell you so much, so visiting venues in person is crucial. Schedule tours with your top choices and pay attention to how the space feels. Can you envision your wedding there? Is the layout practical for your needs? Ask about the flow of the event, from the ceremony to the reception, and how the venue will handle transitions between different parts of the day.

While visiting, consider these aspects:

• Ambiance: Does the venue’s natural decor and architecture match your vision?
• Amenities: Are there enough restrooms, and is the space accessible for all guests?
• Lighting: How is the natural and artificial lighting, and will it suit the time of day you plan to have your wedding?

Take lots of photos, ask detailed questions, and, if possible, visit the venue at the same time of day as your wedding to get a true sense of what it will be like.

7. Understand the Venue’s Restrictions

Every venue has its own set of rules and restrictions, and it’s essential to understand them before signing a contract. Some venues may have noise ordinances, restrictions on decor (like no open flames), or limitations on the number of hours you can rent the space.

Key questions to ask:

• Vendor Flexibility: Are you required to use the venue’s preferred vendors, or can you bring your own?
• Alcohol Policy: Is the venue licensed to serve alcohol, and what are the options for bar service?
• Decor Limitations: Are there any restrictions on how you can decorate the space?

Understanding these limitations upfront will help you avoid any surprises later in the planning process.

8. Trust Your Instincts

Finally, trust your gut feeling when choosing your wedding venue. It’s important to choose a place that feels right for both you and your partner. If you walk into a venue and can immediately imagine your wedding day unfolding there, it’s likely a strong contender.

Conclusion

Choosing the perfect wedding venue is about finding a place that aligns with your vision, accommodates your guests, and fits within your budget. By considering your wedding style, guest list size, budget, and logistical factors, you can narrow down your options and find a venue that checks all the boxes. Remember, your venue is the backdrop to one of the most important days of your life, so take your time, do your research, and choose a place where you and your guests will create beautiful memories.

Caroline Stiers is a Columbus, Ohio wedding photographer, NYC wedding photographer and destination wedding photographer specializing in curating a joyful experience while delivering candid, romantic, emotional imagery with an editorial flare.     

Ohio + NYC based destination wedding photographer specializing in curating a joyful experience while delivering candid, romantic, editorial imagery.