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Spotlight: Selecting the Perfect Wedding Venue

How to Choose a Venue That Reflects Your Story

November 30, 2025

Your wedding venue is more than a backdrop. It is the stage where your love story unfolds, shaping the mood, guiding the flow, and creating lasting memories for you and your guests. Choosing a space that truly reflects your story requires looking beyond capacity and cost and asking the questions that reveal how the venue supports your vision.

Ask Detailed Questions About the Venue

When touring venues, it’s easy to focus on size and price, but the details often make the difference between a dream day and a logistical headache. Victoria Licciardello of The Indigo Bride encourages couples to dig deeper: “Beyond the numbers, couples should dig into what the venue actually offers: What’s included in the rental fee? Are there noise restrictions, vendor requirements, or hidden service charges? Ask about setup and teardown times, rain plans, lighting options, and whether your vision can realistically fit the space. The right questions reveal whether a venue truly supports your dream day - or just looks good on paper.”

Kylie Penland, Venues Manager at Elephants Catering & Events, echoes this advice, reminding couples to think like a wedding planner: “There’s a lot to know beyond just capacity and cost. Our wedding planners recommend asking these essential questions to avoid surprises: What decor restrictions does the venue have? Is there easily accessible parking, and how far is it from the venue? Is there an onsite space for getting ready and storing personal items?”

By combining these practical considerations with your personal vision, you can quickly determine whether a venue will enhance your day or create unforeseen challenges. The right questions help you choose a space that feels effortless, supports your plans, and truly reflects your story.

Visualize Your Ideal Setting

Your story should guide the type of space you choose. As Licciardello advises: “Start with your story. If you’re drawn to natural beauty and open skies, an outdoor venue might be your match, but always check for weather contingencies. Indoor venues often offer convenience and control, especially for formal or seasonal events. Unconventional spaces - like art galleries or vineyards - can make your day feel personal and memorable, but be sure they can handle your logistical needs (power, restrooms, catering access).”

Thinking about the experience you want for your guests can help narrow the options. Outdoor venues offer romance and natural beauty, but require backup plans for weather. Indoor spaces provide comfort, amenities, and flexibility, while unconventional spaces bring personality and a unique touch if they can accommodate all the practical needs of a wedding day. Ultimately, the best venue is one that supports both your vision and the flow of the celebration.

Plan for Guest Comfort and Flow

Comfort and practicality are essential when selecting a wedding venue. As Penland explains: “Choosing the right wedding venue is about finding a place where your story, your guests, and your vision feel at home. When choosing your space, we encourage couples to consider the time of year, weather, and how comfortable the space will be for you and your guests. An outdoor venue full of greenery might suit a summer wedding, while an indoor space might provide additional amenities and a blank canvas for your vision. For Oregon weddings, we love spacious indoor venues like Montgomery Park. Its natural light, floor to ceiling windows, and outdoor views allow for a beautiful ceremony without chancing unpredictable Oregon weather.”

Licciardello emphasizes how a venue shapes both mood and flow: “Your venue sets the emotional tone of the day. Spacious ballrooms feel grand and romantic, while gardens and barns invite intimacy and warmth. Think about guest flow: is there a natural progression from ceremony to cocktails to reception? Comfort matters too - ample parking, shade, heating, and easy access keep guests happy and focused on celebrating you, not their sore feet or the weather.”

By considering both comfort and atmosphere, couples can choose a venue that not only looks beautiful, but also creates a seamless and enjoyable experience for everyone celebrating.

“I love hearing how my couples find their dream venues - it’s often tied to the season or setting that feels most like them," explains photographer Joie Thongsavath of Simple Joie. "Some are drawn to the place where they first fell in love, while others choose a location that represents a shared passion. Your venue should tell your story the moment guests arrive. One of my couples adored their coastal getaways, so a summer beach wedding was a natural choice. Another met on the slopes, so they brought loved ones to a cozy mountain lodge for a winter celebration. Your venue should tell your story the moment guests arrive."

Avoid Common Pitfalls

One of the most common pitfalls couples encounter is falling in love with a venue’s look before confirming whether it meets practical needs. Licciardello explains: “Many couples fall in love with a venue’s look before confirming whether it fits their guest count, budget, or needs. Others forget to factor in extras—like rentals, service fees, or décor limitations - that can add up fast. Avoid tunnel vision by visiting multiple venues, reading contracts carefully, and trusting your instincts. The perfect venue isn’t just pretty - it feels like you.”

Penland highlights the importance of logistics: “One of the most common pitfalls we see during venue selection is failing to account for decor setup and breakdown, leading to extra fees for rental pickup. Avoid those extra fees by asking your venue how they can accommodate your setup, breakdown, and rental pickup times.”

Thongsavath also stresses the value of clear priorities: “The most common mistake I see is falling for a beautiful space that doesn’t fit your guest count or has strict vendor limitations. Before touring venues, sit down together to list your non-negotiables - from guest capacity to catering flexibility - so you can find a space that truly reflects you both.”

By keeping both aesthetics and practicality in mind, couples can avoid costly surprises and select a venue that truly supports their vision.

Venue Selection Checklist

Use this checklist to guide your decision-making and make sure nothing is overlooked:

What is included in the rental (tables, chairs, lighting, restrooms)?
Are there any vendor restrictions or preferred vendors?
What are the parking or shuttle options for guests?
Are setup and teardown times clearly defined?
Are there noise restrictions or curfew limits?
Is there a dedicated on-site coordinator for the day?
How does the space handle weather contingencies?
Can the layout accommodate the flow from ceremony to cocktails to dinner?
Are there decoration limitations (open flames, hanging items, signage)?
Does the venue’s natural character reduce the need for extra décor?
Does the space feel true to the style and story you want to tell?

Photo by Simple Joie Photography