How to Choose a Wedding Venue (without losing your mind)

One of the biggest decisions you’ll make during the wedding planning process is choosing your venue. Your wedding venue sets the feeling for your entire day – from the style and timeline to the guest experience and photos. It’s more than just a pretty location. It’s the foundation for all the memories you’ll create.

Whether you’re planning a wedding in Oregon, Washington, or beyond, this step-by-step guide will walk you through how to choose a wedding venue that feels right for you – along with a helpful list of questions to ask a wedding venue before you book.

Step 1: Choose Your Wedding Location – Start With Your Vision, Not Just a Budget

Before you jump into spreadsheets and guest counts, take a moment to close your eyes and picture the day. Are you barefoot in the grass? In a ballroom with chandeliers? On a bluff overlooking the water?
That vision will guide everything else. Once you know the feeling you want, it’s easier to find places that match.

Step 2: Choose a General Location

Are you staying close to home, heading somewhere sentimental, or planning a destination celebration? Locking in a general area — a city, region, or even a specific neighborhood — helps narrow your search. If family travel is a factor, now’s the time to take it into account.

Before you fall in love with a specific space, decide where your wedding will take place.

Once you’ve narrowed down a country, state, or city, you can start exploring venue options that fit your vision and guest experience.

Things to consider when choosing a wedding venue location:

• Will you have out-of-town guests? How close is the venue to an airport? Hotels or accommodations?
• Is the venue easy to access (especially in winter or rural areas)?

You don’t have to have every detail nailed down yet – but keeping these logistics in mind can save you a lot of stress down the line.

Step 2: Decide on Your Wedding Style

Your wedding venue should reflect your overall vibe. Before browsing listings or scheduling tours, talk with your partner about the kind of day you’re dreaming of.

Do you envision a romantic vineyard wedding? An intimate forest elopement? An upscale modern city celebration with all the glam?

Knowing your wedding style – whether it’s romantic, modern, luxury, rustic, or totally unconventional — will help you find a space that naturally fits your aesthetic and your story. And don’t feel like you have to follow the expected path. I got married on a race track and designed a high end event, because it meant something to us – and that made it perfect. Your venue should feel personal, meaningful, and totally you, even if it’s not traditional.

The more connected you feel to the space, the more grounded and real the day will feel.

Step 3: Estimate Your Guest Count

Even if you don’t have a final guest list, get a rough idea of how many people you want to invite. This will help you filter out venues that are too small or too large. A 60-person wedding has a totally different energy than a 200-person one, and the space should reflect that.

Here are some of my favorite venues in Oregon with guest counts

Step 4: Set a Realistic Venue Budget

When comparing venue pricing, make sure you understand what’s included. Some venues are all-inclusive with tables, chairs, and staff. Others are more of a blank canvas that may require additional rentals.

Ask about:

• Rental fees and what they cover
• Required vendors or service charges
• Security deposits and payment plans
• Hidden or extra costs (like cleanup, overtime, or corkage fees)

Step 5: Think About the Season and Weather

Your wedding season can impact everything from lighting to backup plans.
Getting married in the summer? Look for shaded outdoor areas. Planning a winter wedding? Make sure the space is heated and cozy.

Pro Tip: Ask where the sun sets — that golden hour light can make or break your portraits (and trust me, you’ll want that glowy goodness).

Step 6: Read the Fine Print + Ask About Restrictions

Every venue has its own set of rules. Some have vendor requirements, sound ordinances, limits on candles and sparklers or weekend events. It’s better to find out now than to be surprised later.

Ask the venue:

• Can we bring in our own vendors?
• Are there any décor restrictions?
• What’s the latest we can stay?
• Are pets allowed on-site?

Step 7: Tour the Wedding Venue (In-Person or Virtually)

Pictures online are a great start, but nothing compares to seeing the space yourself. If possible, visit the venue during the same season and time of day as your wedding. Notice the flow of the space, lighting, and how the staff interacts with you.

Not local? Many venues offer FaceTime or virtual tours!

Step 8: Ask the Right Questions Before Booking

Here’s a simple wedding venue checklist of questions to ask during your tour or consultation:

Logistics

• What dates are available around our preferred time?
• How many guests can the space comfortably hold?
• How long do we have access to the venue?
• Are there dedicated getting-ready spaces for both of us?

Vendor & Staffing

• Do you have a preferred vendor list?
• Can we bring in outside vendors?
• Is there a venue coordinator on-site the day of? (I highly recommend having a day of for the wedding also!)

Layout & Light

• Where does the sun set for photos?
• Is there a rain plan or backup ceremony space?
• What does the lighting look like indoors?

Parking & Accessibility

• Is guest parking included?
• Are there accommodations for guests with mobility needs?
• Are there enough restrooms?

Financial Details

• What is the deposit amount?
• When is final payment due?
• What is your cancellation/reschedule policy?
• Do you require wedding insurance?

Save this list (or copy it into your Notes app!) so you don’t forget anything during the tour.

At the end of the day, choosing a wedding venue comes down to what feels like the best fit for you two. Look for a space that aligns with your values, your vibe, and the kind of experience you want to create for yourselves and your guests.

If you’re still narrowing it down and need help choosing a wedding venue in Oregon, Washington, or beyond – I’ve photographed weddings in all kinds of places, from vineyard estates to forest cabins and modern city rooftops.

You can check out some of my Oregon favorite wedding venues or browse my recommended vendor list for planners, florists, and more who can help bring your vision to life.

And if you’re looking for a photo and video team that feels like an extension of your people – who knows how to blend direction with documentary-style storytelling, and will genuinely care about capturing the real moments – I’d love to be there for you.

Reach out here or tell me what you’re envisioning — I’m here to help however I can.

– Kiarha Lou