When it comes to planning a wedding, choosing the right venue is usually the first and biggest step (outside of choosing the person, of course). It sets the tone, dictates the logistics, defines what other vendors you hire, and ends up in every photo. Whether you’re dreaming of a tropical paradise, a quirky museum, a windswept cliffside, and deciding on a destination versus a local wedding, deciding on the perfect spot is no small task. After planning multiple very different weddings, thanks to the first one being scheduled for 2020 and needing a local ceremony for an international wedding, I’ve learned just how much the venue shapes everything. Here are some of the key things to consider to do it right – without losing your mind.

1. Define Your Wedding Style First

Before you even think about touring venues, get clear on your wedding style. Are you picturing a glamorous, black-tie event? A barefoot beach ceremony? A woodsy celebration in a forest? Your venue should align with your aesthetic, and feel like you – otherwise, you’ll be fighting against the space. Before you start looking at different venues, narrowing down your vibe will save you a lot of time.

We first chose to get married in Big Sur because it was an incredibly special place to us, but when we had to cancel that wedding and eventually rescheduled something completely different at Acre Baja in San Jose Del Cabo, Mexico, we knew that as painful as having to cancel and delay our wedding was, it was the absolute right decision and really was the place we should have planned for all along. Our venue was perfectly us - a tropical,  lush jungle and beachy without being on the beach. We wanted the feeling of being transported somewhere exotic, with natural beauty that didn't need too much added and palm trees swaying in the background. Contrarily, when we planned our Las Vegas elopement for our legal ceremony, we intentionally went for the eccentric and a bit kitschy, at the Neon Museum, since we had no guests and could just do something fun.

If you don't know where to start, create a vision board or Pinterest collection to help you identify patterns and give you a clearer idea of the types of spaces that match your dream vibe. Close your eyes and imagine walking into your wedding. What do you see? That gut feeling will help you narrow your options fast. 

Our two very different wedding vibes. 

2. Prioritize the Guest List

You can’t pick the right venue without knowing how many people are on the list for your wedding. An intimate ceremony with 30 guests calls for a completely different space than a 250-person bash. Overestimate the number of attendees at your own risk - many venues have strict capacity limits, and squeezing in extra people is not a fun surprise on your wedding day, you know that a certain amount of people will decline invitations, but the laws of the universe dictate that if you book something with a capacity of less than you invite, everyone will miraculously RSVP yes.

Draft a rough guest list before you start venue hunting. It’ll save you from falling in love with a place that’s either too small or large. Also remember that if you are looking at destination weddings, the farther and/or more expensive the destination, the less guests are likely to attend - sometimes this can be a good thing.

Think Beyond the Obvious Locations

You don’t have to limit yourself to traditional wedding venues. Especially if you are looking to plan a wedding on a budget or with a guest list under 40 people, having an open and creative look at spaces could save you a ton of money and give you an even more personal and amazing wedding. Hotels, resorts, dedicated wedding venues and country clubs are classic choices – but some of the best wedding venues are places you woudln't initially think of. If you want something different, expand your radius of thinking. Consider:

• Unique Airbnb properties – Rustic barns, chic lofts, or private estates can double as your venue and lodging, while many airbnbs specifically say that you cannot host events, many are set up for it and can be amazing options.
• National parks or scenic public spaces – Breathtaking backdrops for nature lovers, though permits and logistics can be tricky.
• Industrial warehouses or art galleries – Perfect for modern, edgy weddings, or to make a fairly blank canvas your own. My best friend is getting married at an art gallery this year!

3. Weigh the Logistics

Even if a venue looks like a dream, the logistics can be a nightmare. You don’t want to fall in love with a place, only to realize later that it comes with a pile of headaches - which is what happened with us in planning our Big Sur wedding, the entire, grueling process of which really ruined the place for us and we have not been back. 

Ask the right questions upfront:

• What’s included? Some venues are all-inclusive, providing catering, tables, staff, and even decor, while others are just a blank canvas – meaning you’ll need to bring in every vendor yourself. Don’t assume anything is provided unless it’s clearly stated. This made planning our wedding at Acre very easy - the catering, tables and chairs, bar and staff were all provided by the venue. 
• What are the restrictions? Noise ordinances, vendor limitations, and strict cut-off times can all cramp your style. Some venues have hard stops at 10 PM, while others allow the party to rage on into the night. Know the rules before you commit.
• Weather backup? Outdoor venues need a rock-solid Plan B – no exceptions. A dreamy garden ceremony loses its magic if everyone is crammed under a flimsy tent in a downpour, and unseasonably cold or hot weather can make everyone miserable. I attended an outdoor September wedding that was much colder than expected, and everyone was freezing and couldn't wait to cram into the very small indoor area. Make sure there’s a legitimate indoor option that you’d still be happy with, and look into heaters or fans and misters to battle weather on either side.

Tip: Visit potential venues around the same time of day as your ceremony. You’ll get a real sense of the lighting, ambiance, and any potential hiccups – like harsh shadows or unexpected noise from nearby traffic or events.

Stick to Your Budget – For Real

It’s easy to fall for a jaw-dropping venue and throw your budget out the window. Don’t. Even a seemingly affordable location can end up costing far more than expected once you factor in hidden expenses. Service fees, gratuities, and rentals can sneak up fast – and before you even start shopping for your outfits, or hire vendors like photographers, hair and make-up, and a DJ, you're over budget. 

Be crystal clear on what’s included and what is extra.

• Ask about minimum spends – many venues require you to hit a certain food and drink amount, which can inflate costs quickly, especially with larger guest lists.
• Factor in taxes and service charges – those “plus-plus” fees (a sneaky 20-25% service charge and sales tax) can add a hefty chunk to your final bill.
• Watch out for add-ons – basic rental packages might not include essentials like chairs, linens, or tableware. Always ask for a detailed breakdown.

Money-saving tip: Getting married on a Friday or Sunday (instead of the coveted Saturday) can save you thousands. If you are planning a destination wedding, people are already taking time off and traveling so you can be a bit flexible with days of the week - we had our wedding on a Monday, with the wedding weekend shifting to having everyone arrive on Saturday and leave Tuesday. For the same amount of days off and travel time (since everyone could still work through Friday), we saved quite a bit on the venue fee. Same goes for off-season dates, when venue rates and vendor costs tend to drop significantly. Bonus tip: brunch or daytime weddings are often cheaper than evening events – and if you have a mostly over 35 crowd, sometimes it's even more fun to start early and extend the party without the pressure to stay up too late.

4. Venue Vibes Matter – Trust Your Gut

Sometimes, you just know. A venue might check all the boxes on paper, but if it doesn’t feel right, move on. Go with the place that makes you feel excited, comfortable, and inspired - this also goes with the staff and wedding or event coordinater that you will be working with, sometimes if they feel very difficult from the beginning, it will be a struggle through the entire process. After all, this is where you’ll create one of the biggest memories of your life.

Final takeaway: Prioritize your style, guest list, and budget – but leave a little room for instinct. When you find the one, you’ll know.

xx