Choosing a wedding venue is not just a practical decision, but an essential step in creating an unforgettable day that will be remembered for a lifetime. The venue you choose will not only determine the overall ambience and style of your celebration, but also many other factors, from the choice of vendors through to the guest attendance and whether you can dance until the wee hours of the morning (or not). The venue is the heart of the celebration, setting the tone and reflecting your personality to create an atmosphere in which your loved ones will gather and cherish forever. Here, we share key tips to help you choose the ideal venue for your wedding, alongside expert insight and advice from THE WED members, so you can be at peace knowing you've done your research and considered all the factors to choosing your dream destination.
Erika Gabalyte
hangartable , STUDIØ.27 , Davide Capasso
Your Vision
Establish Your Must-Haves
Before you even start looking at different venue options ask yourself a few simple questions... Would you prefer a local or destination wedding? An indoors or outdoors event? Will you plan the wedding yourself, or are you enlisting the help of a planner? Will it be a small intimate micro-wedding or a large celebration? By identifying such basic elements, you will be able to then outline the boundaries for venue selection, which will already help you considerably in making sense of the sometimes confusing and complicated world of event planning.
Prepare a Mood Board
The fear of a blank slate or the anxiety of starting with the whole wedding process may be familiar to many. To get a clearer idea of the vision for your dream wedding, you'll need a little inspiration to get you started, and you've come to the right place. Scroll our Instagram and browse our Event Design and Real Wedding articles for endless ideas and concepts. Wedding photographer Stas Moiseev perfectly understands the specifics that forms the foundation of choosing the right venue, giving valuable advice about preparing your wedding vision, "Before you dive into venue options, I suggest starting with a clear vision of your ideal wedding day. Imagine the visual elements you desire — whether it's vintage touches, a specific musical theme, or a unique dress code for your guests. By forming this image in your mind, you’ll find it easier to choose a villa that complements and enhances your vision, rather than overshadowing it."
The next step is to create a moodboard full of the imagery, key accents and aesthetics you discovered and connected with. This will not only help you, but also guide your vendors and suppliers towards understanding your vision and wishes. We also recommend checking our our Directory and Destinations articles for specific venue ideas all around the world, and for further expert insight to help refine your vision.
Callista Osborn , Abby and Lauren
Marcus Jolly
Budget
Outline Realistic Limits
Setting a realistic budget is the most important step in choosing a wedding venue. Before you choose your location, you need to determine your overall financial goal, this involves deciding how much you are willing and able to spend on the whole event. Take into account your savings, financial help from relatives and other sources of income. The venue is usually one of the biggest expenses, often accounting for 30-50% of the total budget. Also, don't be afraid to negotiate with venues – ask if they offer discounts for off-peak dates, weekday weddings or if they have package deals that could reduce the overall cost. Compare several venues to see where you can get the best value for your budget.
Additional Costs to Consider
When comparing venues, it is vital to understand what is included in the specified cost and what percentage of the budget should be set aside for possible extras. Some venues offer all-inclusive packages that include catering, rentals and even some decorations, while others may only provide the room. According to our experienced members from The Heritage Collection, it's important to think through the budget lines associated with the venue very carefully, "Controlling the budget is a crucial part of the wedding planning process and a big chunk of expenses is usually allocated to decoration and florals. Wedding venues come in different styles and some come literally as a blank slate that you need to decorate heavily." In addition, be sure to consider any extras that may not be included in the original price, such as service charges, taxes, tips or insurance. This will help you avoid surprises and stay within your budget.
Style & Size
Determine Your Type of Venue
The venue sets the tone for the entire event and has a significant impact on the style, atmosphere and logistics of your big day. With countless options available, from traditional to unique and non-traditional venues, it's important to choose a venue that fits your vision, budget and guest list. Evaluate your comfort preferences, for example, would a garden suit you on a hot summer's day or would you prefer a cool indoor venue? Also assess all the different venue options, from lofts and beaches to farms and historic estates, so that you have an idea of all the possibilities and don't miss out on the perfect venue.
Evaluate the Ambience & Aesthetics
Assessing the atmosphere and aesthetics of a venue includes not only its size or location, but also understanding the overall feel and visual appeal of the space that will impact you and your guests experience. The architectural style and design elements of the venue largely determine its aesthetic – whether it's a grand ballroom with lavishly decorated chandeliers, a rustic barn with exposed beams or a modern loft with industrial elements, the style of the venue should complement the concept of your wedding. The color palette of the venue can also greatly affect its aesthetic and should match the concept and colors of your wedding. Some venues have neutral tones that serve as a blank canvas, allowing you to add your own colors through décor and floral arrangements. Others may have bold colors or unique patterns that may conflict with your desired color scheme.
Kiss from Fleur , Cassidy O Photos
Assess Venue Сapacity
Among the many factors to consider when choosing a venue, the guest list is one of the most significant. The number of guests you plan to invite, as well as their specific needs and preferences, should greatly influence your choice of wedding venue. Together with your partner, draft a guest list, which will be also useful in the future for calculating the food and beverages for the event, as well as preparing the stationery.
One of the main reasons to consider your guest list when choosing a venue is to ensure that there is enough space to accommodate everyone comfortably. The venue should not only have enough room for your guests to sit, but also enough room for them to move around, socialize and dance. Overcrowding can lead to an uncomfortable atmosphere, which can detract from the overall experience of your wedding. Conversely, a venue that is too large for a smaller guest list can make the event feel empty and impersonal.
Photography
Pay Attention to the Lighting
A photographer views a wedding venue through a unique lens, noticing the subtle interplay of lighting, the perfect backdrops, and the most photogenic spots for capturing unforgettable moments. It can make or break the possibility of achieving the vision you long for, not just for the ambience and experience of the event, but too for your wedding photos that will long last your special day. Wedding photographer Yana Korn shares "Magical light is our best friend. Even if we love to shoot with a flash. When choosing your venue, consider how much natural light it gets, especially during the time of your ceremony. Outdoor venues or spaces with large windows are ideal. For outdoor ceremonies, be cautious of locations with no shade during midday when the sun is directly overhead. The harsh light can create unflattering shadows on faces. The large marquees or huge umbrellas are not the most photogenic things. Opt for areas with natural shade, or consider a late afternoon or early evening ceremony."
Consider the Portrait Locations
Finding pockets of picturesque locations that align with your vision for your wedding portraits is key. Opt for venues with plenty of variety, and at different angles of the venue so you and the photographer can move with the sun for the best, most beautiful light. Yana Korn says, "Ask yourself, are there picturesque spots nearby for diverse photo opportunities? A beautiful view, a rustic barn, or a nearby beach can add variety to your photos without needing to travel far, while details such as a flower garden, a grand staircase, or a tree-lined path add depth and variety to your wedding album."
Evaluate the Proportions
While often overlooked, space is key to getting those key shots we all long for. Yana Korn explains, "A cramped venue can make it incredibly difficult to capture wide-angle shots or group photos. Ensure there's ample space for the photographer to move around, especially during key moments like the ceremony, first dance, or speeches. Venues with higher ceilings and open layouts tend to photograph beautifully."
The Woods Photography, Pablo Laguia
Location
Consider the Logistics
While it is tempting to choose a scenic or exotic location based solely on its aesthetic appeal, convenience is a key factor in venue selection that should not be overlooked. Choosing a comfortable venue ensures that your wedding will be accessible, enjoyable and stress-free for you, your guests and vendors. It also minimizes travel costs and time! In support of this, our member, the talented wedding planner Anna from Kiss from Fleur, says, "One more big thing is logistics! It might be super romantic to marry on a remote Greek island beach or in a villa with tiny little streets in the Amalfi Coast, where the pricing of the venues seems to be very reasonable and approachable! But the reality is often much trickier. All of the vendors have to too travel there, which means logistic costs will increase your budget. So, my first advice if choosing a wedding venue abroad, is to get involved with a wedding planner first, so that they can narrow down the venues which will match to your wishes & budget!"
Transportation & Accessibility
Accessibility is another important consideration when choosing a venue based on your guest list. Think about the location of the venue and how easy it will be for your guests to get there. If many of your guests are traveling from out of town, a venue that is close to major transportation hubs or hotels will be more convenient, or alternatively, you may need to budget for private transportation to shuttle your guests to and from your venue. Additionally, consider the needs of guests with disabilities or special requirements. A venue that is accessible, with ramps, elevators, and adequate parking, will ensure that all guests can attend and enjoy your wedding without difficulty.
Hangar Table, Pavel Golubnichy
Vendors
Research the Market
Availability and accessibility in a particular region is a key factor when choosing wedding vendors, which will undoubtedly influence your choice of venue. Popular vendors often book up quickly, especially during the peak wedding season. Researching the market in advance will help you determine which vendors will be available on your desired date and give you an idea of their qualities, as well as the cost and logistics of working at that particular venue. The portfolios in our Directory can give you an idea of the reliability and standard of service of talented vendors, allowing you to select suppliers capable of bringing your vision to life.
Trust the Professionals
Don't be afraid to trust your venue selection to the professionals. Wedding planners have extensive experience and knowledge of the wedding industry, including a deep understanding of a wide range of venues. "Hire your wedding planner before booking your venue. Your venue selection is one of the most impactful decisions of your planning process, and you should have a trusted advisor by your side to guide you through the financial, design, and guest experience impacts of your different options," says Callista Osborn, destination wedding planner.
Wedding planners also frequently work with different establishments and can give you insight and details that you may not have considered, such as the comfort of the layout, acoustics or even the reliability of the staff. First-hand experience with different venues can help you save time and avoid common mistakes, ensuring that the venue you choose is perfect for your needs.In addition, professional wedding planners often have established connections with various venues, which can give you access to exclusive venues that may not be advertised or available to the general public.
Amenities & Services
On-Site Services
Choosing a venue with the necessary services on site can also be more economical as well as environmentally friendly, reducing traveling requirements. Inquire with venues about catering, cleaning, accommodation and floristry options. For example, on-site catering ensures that the food is fresh and served quickly, and florists and decorators can easily get to the wedding venue to set up and make any necessary changes.
Essential Facilities
Don't forget to consider the less poetic aspects of your choice. A venue with appropriate facilities such as toilets, seating, parking and air conditioning can greatly enhance the guest experience. For example, ample parking and valet services can save guests from having to find a space or walk long distances. Similarly, clean and accessible toilets ensure guest comfort throughout the event. Air conditioning or heating is also essential to maintain a comfortable atmosphere, especially if your wedding is taking place in extreme weather conditions. By choosing a wedding venue with these essential facilities, you will be able to provide your guests with a comfortable atmosphere from the moment they arrive.
Kiss from Fleur, Vlasta Weddings
Have a Plan B Option
Unfortunately, weather is one of the few things you can't control or plan ahead of time, and even the most carefully thought out outdoor wedding can be disrupted by rain or extreme heat. That's why when choosing a venue, it's important to have a backup that will ensure the day runs smoothly, regardless of the forecast. Having a plan B can save you from last minute stress, financial surprises, and potential discomfort for your guests. Yana Korn agrees and warns that the backup plan space should be equally as photogenic, “If your dream venue is outdoors, make sure there’s a solid backup plan in case of bad weather. Ensure the alternate location is just as photogenic and has sufficient space and lighting. Consider renting a clear marquee – it offers shelter while still allowing natural light to flood in.”
Dias de Vino Y Rosas, Stas Moiseev
Availability
Book Well in Advance
Popular wedding venues often fill up quickly, especially during peak wedding seasons such as spring and fall. By booking your wedding venue in advance – usually 12-18 months before your desired date – you will increase your chances of getting the date and time you want. Booking your venue in advance lays a solid foundation for the rest of your wedding planning because once the venue is chosen, you can focus on other important elements such as catering, decorations, entertainment and photography – all of which depend on the venue's facilities and planning.
Access Flexibility
It is also crucial to consider the flexibility of the venue to meet your specific needs and preferences. This refers to aspects such as layout options, décor restrictions, catering rules and the ability to adjust to unforeseen changes. If you have a specific theme or aesthetic in mind, check to see if the venue allows you to bring your own décor or if they have restrictions on certain types of décor (such as open flames or hanging installations). Some venues also have preferred vendor lists or exclusive contracts with certain caterers, florists or DJs. If you settle on a specific vendor, make sure the venue is willing to work with outside professionals. A venue that is flexible with vendor policies gives you more freedom to choose those that fit your style and budget.
Venue Visits
Book a Venue Tour
While photos and virtual tours can give you an idea of what a venue looks like, nothing compares to seeing it in person. Visiting the venue will give you a true sense of its atmosphere, including lighting, layout and acoustics. Pay attention to how the space feels when you walk in – does it evoke the emotions you want for your wedding day? Is it warm and welcoming, or does it feel cold and impersonal? Trust your instincts and record your first impressions.
Consider the Layout & Acoustics
Think about how the layout of the venue will accommodate the different elements of your wedding, such as the ceremony, cocktail aprty, dinner and dancing. Is there a natural transition from one area to another? What about the outdoor space? Acoustics is also an often overlooked aspect of venue ambience, but it can make a big difference to the overall impression. Venues with high ceilings can create echoes, making it difficult for guests to hear each other and music. On the other hand, venues with low ceilings can muffle sound, creating a more intimate atmosphere. All of these things can be assessed during a venue tour, at which you should also feel free to invite your vendors, who can assess the space from a processional perspective.
Reviews
Seek Reviews & Testimonials
Read reviews from other couples who have had their wedding at the venue. Pay attention to the atmosphere and aesthetics of the venue, as well as positive and negative experiences. You can also ask the venue coordinator for references from previous clients to get a first-hand experience of what it's like to have a wedding at the venue. Reviews and testimonials can provide valuable insight into the overall atmosphere of the venue and help you make an informed decision.
Ask for Recommendations
Don't be afraid to ask for help and get direct advice from different vendors when planning your wedding. While your wedding planner is a valuable resource, other vendors, such as photographers, can also provide insightful recommendations. For example, if you've come across stunning images of a wedding venue in a photographer's portfolio, consider asking for their professional opinion. Photographers often have first-hand experience of a wide range of venues and can offer insight into the lighting, aesthetics and overall atmosphere of a location. By tapping into their expertise, you can gain valuable perspectives that can help you choose the perfect venue for your special day. Don't underestimate the wealth of knowledge your vendors possess; their experience can help you make informed decisions that align with your vision.
Stas Moiseev , Lauryn Prattes Events , Chateau de Villette , The Heritage Collection
