How to Choose the Right Wedding Venue: What Couples Actually Need to Consider

There are more wedding venue options than ever before – churches, barns, rooftop patios, breweries, restaurants, private estates. Choosing your venue is one of the biggest decisions you’ll make during wedding planning, and it sets the tone for almost everything that follows.

Before falling in love with a space you see online, there are a few key things to think through. Budget, guest count, location, overall vibe, and how the day will actually function for you and your guests.

Start with your guest list

One of the first things you should do before touring venues is determine your approximate guest count. Your numbers will immediately narrow your options and help avoid the heartbreak of loving a space that simply can’t fit your people comfortably.

When thinking about capacity, remember it’s not just about fitting chairs. You’ll also need room for things like:

• A dance floor
• Head table or sweetheart table
• Bars
• Lounge areas
• AV or band setup

A venue that technically “fits” your guest count may still feel tight once everything else is added in.

Cost (and what’s included)

Your venue will likely be one of the largest line items in your wedding budget, so it’s important to understand not just the rental fee but what you’re getting for that price.

Some venues include tables, chairs, basic linens, dinnerware, glassware, and even staffing. Others are a blank slate, meaning everything needs to be rented and brought in. While a hall or barn might seem more affordable upfront, the cost of rentals (plates, cutlery, glassware, napkins, linens, delivery, setup, teardown) can quickly add up – sometimes landing very close to an “all-inclusive” venue.

Also pay close attention to what’s included vs. what’s an add-on:

• Extra hours
• Ceremony setups
• Early access for vendors
• Additional staffing
• Outdoor space usage
• Heating, cooling, or tenting

These details live in contracts so make sure (and your planner) review this carefully.

Guest experience

Your wedding day isn’t just about how things look but also about how they feel. When evaluating venues, think through the guest experience

from start to finish:

• Is parking easy and clearly marked?
• Is the venue accessible for guests with mobility challenges?
• Are washrooms easy to find?
• Does the flow make sense from ceremony → cocktail hour → reception?
• Will guests be waiting around with nothing to do (or nowhere to go)?

A beautiful venue can quickly lose its shine if guests are confused, uncomfortable, or stuck standing around without a drink.

Décor, florals and overall vibe

The venue you choose will heavily influence how much décor and florals you’ll need. A space with rich architectural details, views, or built-in ambiance often requires less added décor (think restaurants, castles, vintage venues). A larger, more neutral venue may need more intentional design to feel warm and elevated (such as ballrooms, halls, or barns)

Always keep your overall vision in mind. Sometimes spending a bit more on the right venue can actually save money on rentals and décor later.

Weather and Plan B options

If you’re dreaming of an outdoor wedding (especially in the mountains or unpredictable climates like we have in Alberta), a solid Plan B is non-negotiable. Ask yourself:

• Where does the ceremony move if it rains?
• Is the backup space included in the rental fee?
• Will it still feel welcoming, or like a last-minute scramble?

Indoor weddings can be just as stunning, without the added stress of watching the forecast all week.

Think outside the traditional venues

If you’re looking for something unique, don’t be afraid to get creative. Zoos, breweries, restaurants, galleries, and private properties can all make incredible wedding venues, they just often come with more logistics, permits, and planning considerations. (This is where our planning experience really helps.)

Choosing where you’ll marry your partner is a big decision, and one you don’t have to make alone. A wedding planner can help you look beyond the surface and evaluate venues based on logistics, contracts, flow, accessibility, and guest experience – not just how good they look in photos. Send us a message today and we can get started on finding you the perfect space for your wedding!

Photos by Katelyn Anne Photography, Cecile Louise Photography and Kadie Hummel Photography