Choosing your wedding venue is not step one, choosing your max budget is -but that’s a different post…choosing a venue is one of the harder parts of wedding planning. All our couples seem to struggle here, mostly because no venue is just right and it is the decision that shapes everything else (especially your budget). Your venue sets the tone, influences your budget, and defines the guest experience from the moment they arrive. After hundreds of weddings across the Pacific Northwest and beyond, here is what I have learned about finding the right space for your story.
Photos Emily Woodford
- Start with Vision, Then Match the Logistics
Before you tour a single property, close your eyes and picture the kind of energy you want your wedding to have. Is it garden-romantic, modern-industrial, coastal-boho, or mountain-luxury? Once you are clear on that feeling, layer in the practical pieces: guest count, budget, parking, and accessibility. The perfect venue is not just beautiful, it works.
✨ Pro Tip: Never pick a venue based on aesthetics alone. The most stunning spot can become a logistical nightmare if it does not fit your timeline, catering setup, or power needs.
- Guest Count Before Contract
So many couples fall in love with a space, sign the contract, and then realize it greatly impacted their budget negatively, or it is too small or far too big for their guest list. Finalize your budget then estimated guest count first, then filter venues by cost and capacity so your celebration feels full, not crowded or empty.
✨ Pro Tip: A smaller guest list often opens doors to more luxurious venues, because every dollar goes further per guest.
- Know What Is Included (and What Is Not)
Venues vary widely in what they provide. Some are all-inclusive and offer catering, furniture, and staff. Others are blank canvases that need everything brought in. Ask about rentals, setup and teardown times, noise curfews, and staffing requirements before signing anything.
✨ Pro Tip: A low rental price can be deceiving once you factor in chairs, linens, tables, lighting, and additional labor. Get a clear total cost comparison.
- Understand the Flow of the Space
Great design starts with great flow. How will guests move from ceremony to cocktail hour to dinner to dancing? Walk through the property as if you were a guest. Does it feel natural? Are restrooms easy to find? Can older relatives move comfortably?
✨ Pro Tip: Ask your planner to help map out the flow before you book. A professional eye can catch potential crowding or bottlenecks you might miss.
- Do Not Let the Venue Eat Your Budget
It is easy to get swept away by a dreamy location and sign too soon. But remember, the venue is just one piece of your full experience. Spending too much here forces you to cut corners elsewhere like food, entertainment, or design.
✨ Pro Tip: Keep your venue around 10-15 percent of your overall budget. That leaves breathing room for the elements that make your wedding feel elevated and personal.
- Think Seasonally and Logistically
A venue that feels perfect in July might be tricky in October. Consider weather, travel routes, and backup plans for outdoor spaces. Lighting, power access, and temperature control are make-or-break details that guests absolutely notice.
✨ Pro Tip: Always ask about rain plans, generator access, and heating or cooling options. Beautiful does not matter if it is uncomfortable.
- Trust Experience Over Trends
Pinterest boards and viral venues can make every couple chase the same “it” location. But your wedding deserves its own story. Choose a venue that feels aligned with who you are as a couple, not just what is trending this season.
✨ Pro Tip: Hire a planner who knows the property or has ample experience with similar spaces. Familiarity saves time, money, and stress.
Your wedding venue is the canvas where everything else unfolds. When chosen thoughtfully, it supports your design, your budget, and your guest experience all at once. The right planner does not just help you find a venue, they help you see its potential.
✨ Ready to find your perfect match? Let us help and learn more about our venue scouting and wedding planning services, or book a consultation to start the search with a seasoned team that has been doing this for 17 seasons.
