When it comes to decorating a large wedding venue, it can feel like you’re facing an endless expanse of space. I’ve seen couples worry about how to make a vast room feel personal and intimate without it looking empty or overwhelming. But having worked on many weddings at venues of all sizes, I can tell you: with the right touches, a large venue can become a stunning setting. Whether you’re in a rustic barn, a beach wedding venue, or a luxury reception space, these tips will help you transform your venue into a beautiful, unforgettable experience for you and your guests.
1. Define Your Wedding Vision: A Clear Starting Point
Choose Your Wedding Style and Theme
When I helped a couple transform a large rustic barn venue in Melbourne a few years ago, their first decision was critical — choosing their theme. They opted for a rustic garden vibe, and the entire atmosphere shifted with the right choices. Your theme is the lens through which everything else will be viewed, guiding every décor decision, from the colours and furniture to the smallest details like the napkins and signage.
In large venues, like a barn wedding venue or even a wedding venue with a view, the theme will help you not only make decisions but also tie the space together. Whether you’re dreaming of a whimsical beach wedding venue or a vintage-inspired outdoor setting, the theme becomes the visual language of your big day. For example, if you’re planning a rustic wedding, think wooden accents, burlap, and lots of greenery. For a luxury wedding venue, incorporate elegant touches like crystal chandeliers and plush fabrics.
Select the Perfect Colour Palette
When my wife and I were planning our wedding at Vogue Ballroom, we chose a soft blush and champagne colour scheme that set a romantic and timeless vibe. The right colours do more than just make everything look pretty; they create an atmosphere and set the mood for your big day.
For large venues, your colour choices are even more important. In a vast space, you want colours that tie the room together and bring everything into focus. In an outdoor wedding venue, earthy tones of terracotta or greens can harmonise with the natural surroundings. On the other hand, if you’re opting for a more formal indoor venue, like a city wedding venue, bold, deep colours like navy and gold can create a striking contrast and make the space feel more intimate.
Don’t be afraid to experiment, but always keep your theme in mind to maintain visual harmony.
Set a Budget
Ah, the budget. The one thing that can either make or break your wedding plans. When we were planning our own wedding, I quickly learned that the budget doesn’t stretch as far as we’d like it to. The good news? You can still create an unforgettable atmosphere even on a tight budget.
The key here is prioritising. Focus on the décor that matters most to you — whether it’s the reception space or your ceremony venue — and leave the “nice-to-haves” for later. For example, renting decor items rather than purchasing them can save a significant amount, and buying second-hand or borrowing from friends and family can introduce unique touches to your wedding that you won’t find in a store.
Make sure you also consider any hidden costs. Often, the more luxurious wedding venues in Melbourne (like those with a view or destination locations) may have additional fees for things like parking, sound systems, or even mandatory catering services. Be sure to factor these into your overall budget to avoid any surprises down the track.
Prioritise Atmosphere and “Feel”
As we all know, the atmosphere of your wedding is everything. No matter how beautiful your décor looks on paper, what matters most is how your guests feel when they walk into the space. This is especially true for large venues, where it’s easy for the space to feel cold or unwelcoming.
To create a warm and inviting feel, focus less on every little detail and more on how the space “feels.” For example, my clients often find that the difference between a cold, empty venue and one that feels intimate and welcoming lies in thoughtful touches like soft lighting, lounge areas, and floral arrangements.
Understand the Venue’s Existing Features and Restrictions
Before diving into décor, take the time to understand your venue’s existing features. When I worked with a couple on a large wedding reception venue in the city, one of their biggest challenges was working with the venue’s ornate architecture, which wasn’t a fit for their minimalist vision. It’s important to communicate with your venue manager or wedding planner about any restrictions on décor (like fire codes or structural changes).
You’ll also want to make the most of the venue’s strengths. A beach wedding venue, for example, might already have natural beauty, so focus your décor on complementing that rather than competing with it. On the other hand, if you’re in an indoor venue with minimal architectural detail, you may need to create a more dramatic transformation using draping, lighting, or large floral arrangements.
2. Budgeting and Space Considerations: Maximising Your Venue’s Potential
Prioritise Key Decor Elements
One of the first things I tell couples when decorating a large venue is to start with the spaces where guests will spend the most time. Focus your budget on those areas — whether it’s the wedding ceremony venue, reception area, or photo-worthy spots like the cake table or head table. For example, when I helped a couple plan their wedding at a luxury wedding venue in Melbourne, we made sure to highlight the reception area with beautiful floral arrangements and elegant lighting. This gave the entire venue a cohesive, luxurious feel without breaking the budget.
For smaller elements, like the wedding ceremony venue or the cocktail area, you don’t need to go overboard. A few well-placed decorations can make a huge difference. If you’re having a destination wedding venue, such as a beach or garden wedding venue, use the natural surroundings to your advantage and keep your decor simple and in harmony with the environment.
Saving Money: Rent, Borrow, or DIY
When I planned my own wedding, I learned quickly that buying everything brand new wasn’t the best financial choice. Renting décor items like tables, chairs, linens, and even floral arrangements can save a significant amount of money, especially when you’re dealing with a large wedding venue. Not only does renting cut costs, but it also saves you the hassle of storage and transport after the big day.
Another great way to stay within budget is to borrow items from friends or family. For instance, when I worked with a couple in Melbourne, they borrowed vintage suitcases from a relative for their rustic wedding theme, which added a unique personal touch without costing a dime. Alternatively, DIY is a fantastic option if you’re up for it. With the right tools, you can create custom signage, centrepieces, and even floral arrangements. I remember the bride who DIY-ed her flower arrangements and saved thousands, all while adding a personal touch that made the day even more special.
3. Creating a Warm and Inviting Atmosphere in a Large Space
Divide the Venue into Functional Zones
When you’re dealing with a large venue, it’s crucial to make the space feel more intimate. I worked with a couple a while ago who chose an expansive wedding reception venue with high ceilings and minimal decoration. To break up the emptiness, we used large drapes to separate areas for the dance floor, lounge, and dining area. Not only did this create a more inviting atmosphere, but it also made the space feel more functional.
Using curtains, tall plants, or even furniture to divide the space into zones can create a natural flow and prevent the venue from feeling too vast. For a beach wedding venue, consider using bamboo poles or large decorative umbrellas for shade and separation, making each area feel distinct and personal.
Incorporate Statement Pieces
Statement pieces are essential when decorating large venues, especially for spaces like the cake table, sweetheart table, or any other highly photographed areas. These focal points should demand attention and set the tone for the rest of the space. When I worked with a couple in a wedding venue with accommodation, they wanted a grand focal point for their reception. We opted for a luxurious floral arch above the sweetheart table, which immediately drew guests’ attention and added a romantic feel to the vast room.
Focus on areas where people will naturally gravitate, such as the bar, the altar, or even a unique photo booth area. Large-scale decor items like floral installations or dramatic lighting arrangements can be show-stopping additions that fill the space with beauty and energy.
4. Lighting: Your Secret Weapon for Venue Transformation
Types of Lighting to Create Intimacy
Lighting is often overlooked, but trust me, it can make or break your wedding venue’s atmosphere. When my wife and I married at Vogue Ballroom, we focused heavily on lighting to create the perfect romantic vibe. The venue had tall ceilings, and we used low, warm lighting to make the space feel cosy. The right lighting can take a cold, vast venue and turn it into an intimate, inviting space that guests will remember.
Consider using different types of lighting depending on the mood you want to create. For example, fairy lights or bistro lights can be perfect for a romantic, whimsical feel in an outdoor or garden wedding venue. If you’re in a city wedding venue, consider using chandeliers or uplighting to create elegance and drama.
Strategic Placement of Lights
Once you’ve selected your lighting types, it’s important to place them strategically throughout the venue. Uplighting, which shines from below and lights up walls or columns, is a great way to add depth and sophistication, especially in large venues. Pin-spot lighting focuses on specific areas, such as table centrepieces, which can elevate a simple arrangement into a luxurious focal point.
When working with a large indoor venue, like a vintage wedding venue or ballroom, strategic placement of lighting will draw attention to key areas. Consider using chandeliers above the dance floor for a glamorous look, or twinkling lights around your altar for a magical touch.
5. Transforming the Ceiling and Walls with Draping
Create a Soft, Tent-Like Atmosphere
Large, stark spaces can sometimes feel too clinical. This is where draping comes in. I remember a couple who had their wedding at a large event venue in the Melbourne countryside. The room had high, bare ceilings, and it felt a bit too empty for their rustic barn wedding theme. By draping the ceiling with soft, flowing fabric, we created a tent-like atmosphere that added warmth and intimacy to the space.
Draping can be a game-changer in making a large venue feel cozier. Whether you go all out with ceiling draping or just use it on walls to conceal unattractive features, the fabric instantly softens the room and helps establish a more personal, welcoming environment. For rustic wedding venues or vintage wedding venues, consider using ivory or cream-coloured fabric for an elegant touch, or deep colours like burgundy for a bold, dramatic look.
Conceal Unsightly Features
Not every wedding venue is going to have the picture-perfect aesthetics you might imagine. Whether it’s exposed pipes, outdated carpet, or mismatched furniture, large venues can come with their share of flaws. This is where draping comes in handy. If you’ve got an area of the venue you’d rather hide, consider using draping or large potted plants to divert attention.
For example, at a barn wedding venue I worked on, we had to cover some very old beams above the reception area. We used draped fabric and positioned tall floral arrangements strategically to distract from the less-than-ideal feature, and it worked beautifully.
6. Floral and Greenery Decorations: Bringing Nature Inside
Floral Installations to Elevate the Venue
One of the most memorable weddings I’ve worked on took place in a stunning garden wedding venue. The venue had plenty of natural beauty, but the couple wanted to add a little more wow factor with some breathtaking floral installations. Instead of traditional table centrepieces, we created suspended floral arrangements above the dance floor and the head table. The effect was truly magical.
In a large venue, floral installations can transform the space from ordinary to extraordinary. Whether you’re opting for a lush greenery canopy in an indoor venue or a floral arch at a beach wedding venue, these large-scale pieces can make a dramatic impact. Flowers like peonies, orchids, and roses are perfect for creating that lavish look, while greenery like ivy and ferns adds texture and depth.
Repurpose Floral Arrangements
When it comes to floral décor, one of the smartest things you can do in a large venue is to repurpose arrangements. After the ceremony, we reused the bridesmaids’ bouquets for the sweetheart table, which not only saved money but also kept the floral theme consistent. It’s an easy way to stretch your floral budget and maintain the beauty throughout the day.
Repurposing flowers from the ceremony to the reception venue is a simple but effective way to keep the space feeling cohesive. And it’s not just bouquets that can be reused; ceremony flowers can be repositioned at the bar, the gift table, or even in lounge areas.
7. Centrepieces and Table Decor: Adding Style and Elegance
Create Dynamic Table Settings
The table décor is one of the first things your guests will notice, and it’s where they’ll spend a significant amount of time. I once worked on a wedding where the couple wanted to make their large wedding reception venue feel lively and engaging. We mixed high and low centrepieces, using tall floral arrangements for some tables and small, grouped arrangements for others. This created variety and movement across the room.
Mixing different types of centrepieces can add depth to your tablescape and make the space feel dynamic. For instance, for a vintage wedding venue, you could use a mix of vintage books, teacups, and floral arrangements to create a charming, whimsical effect. For a luxury venue, think tall floral centrepieces paired with elegant candles, or even crystal vases filled with floating flowers.
Incorporating Natural Elements
Nature has a way of making any space feel grounded and peaceful. For one rustic wedding I worked on in the Melbourne countryside, we used pinecones, twigs, and even moss in our centrepieces to bring the outdoors in. These natural elements helped tie the venue’s natural beauty into the décor, and guests loved the earthy feel.
Seasonal elements, like holly and ivy in winter or sprigs of lavender in summer, can make a big impact on both the look and the feel of the room. Incorporating greenery and natural accents into your décor is also a budget-friendly option that doesn’t sacrifice style. For a beach wedding venue, using seashells and driftwood as table décor can tie the theme together beautifully.
8. Floor Decor: Don’t Forget the Foundation
Custom Dance Floors and Aisle Runners
The floor might not be the first thing you think of when decorating a large venue, but trust me, it can really elevate the space. For one of my clients who had their wedding at a barn wedding venue, we customised a wooden dance floor that featured their names engraved into the centre. It was a personal touch that stood out and made the space feel more cohesive.
If you’re hosting your ceremony in a large venue or open space, consider adding an aisle runner to make your entrance feel even more special. Depending on your wedding theme, you could opt for a simple, elegant white runner for a traditional ceremony or a floral or patterned runner to complement your vintage or rustic wedding venue.
Covering Unsightly Floors
In some wedding venues, the floor can be a real sticking point, especially if the venue is a bit older or doesn’t have the best flooring. If you’re faced with less-than-ideal floors, covering them up with rugs or rented carpets is a quick fix. For example, at a destination wedding venue I worked on, the bride didn’t love the carpet in the reception area. We rented a custom rug that matched the venue’s beach theme, which immediately improved the look of the entire room.
If you’re dealing with a more traditional venue with tiles or carpet that doesn’t fit your theme, don’t hesitate to add a custom dance floor or an elegant carpet to tie it all together.
9. Grand Entrances: Making a Statement from the Start
Highlight Your Walkway with Dramatic Features
The entrance to your wedding venue sets the tone for everything that comes after, and it’s important to make a statement as soon as your guests walk in. When I worked with a couple who chose an outdoor wedding venue in Melbourne, we used large floral archways to frame the walkway. These arches led guests to the ceremony area and created an instant wow factor.
Whether you’re in a wedding venue with a view or a city venue, the entrance should make a statement. Consider adding large potted plants, vintage signs, or even a red carpet to your walkway. For a more rustic feel, use wooden barrels and lanterns to create a warm, welcoming entrance.
Use of Large Signage
Once you’ve got your entrance sorted, it’s time to think about signage. At a large wedding reception venue in the city, we worked with the couple to create a bold welcome sign to greet guests as they entered. The sign was large enough to be seen from a distance and set the tone for the elegant event.
Don’t skimp on signage in a large space. Smaller signs can get lost in the shuffle, so use oversized signs for the entrance, bar area, or photo booths. You can even incorporate neon signs for a modern, trendy touch. Just make sure it fits your theme, whether you’re at a vintage wedding venue, a garden wedding venue, or a luxurious venue by the beach.
10. Personalisation and Unique Decorative Touches
Custom Signs and Photo Displays
One thing I’ve noticed from working on many weddings is that personal touches make the biggest impact. Whether you’re at an intimate wedding venue or a large, sprawling reception hall, custom signs and photo displays can make all the difference. For a wedding I worked on at a barn wedding venue, we used a photo timeline of the couple’s relationship, displayed on rustic wooden boards. It added a personal touch that guests loved.
Consider using DIY or custom-made signs throughout your venue. Whether it’s a welcome sign, table plan, or a sign pointing to the bar or photo booth, adding unique signage reflects your personality as a couple. For a vintage wedding venue, think chalkboard signage, and for a more modern setting, go with sleek, minimalist designs.
Unconventional Decor Ideas for Wedding Venues
Looking for something a little more fun? Unconventional décor can really stand out in large spaces. I once helped a couple create a stunning balloon installation for their reception at a luxury wedding venue in Melbourne. The balloons filled the ceiling above the dance floor, and it was a showstopper.
You can also get creative with décor items like vintage crates, decorative birdcages, or even old books for a rustic wedding. If you’re at a beach wedding venue, incorporating nautical elements like ropes, driftwood, and shells can bring your theme to life.
11. Professional Assistance and Practical Considerations
When to Hire a Professional
Now, I’m all for DIY, but I’ve also learned from personal experience that there’s no harm in calling in the pros when necessary. When I helped plan a wedding at a large luxury venue, we hired a professional decorator to handle the intricate floral arrangements and high ceiling drapery. Trust me, the peace of mind it gave the couple was priceless, especially when it came to executing the big ideas.
A professional can save you time and stress. They know how to work with your space, can provide creative input, and will help you make your vision come to life with precision. For large venues, where certain décor elements need to be scaled appropriately, it’s well worth the investment. Whether it’s a wedding planner, lighting expert, or floral designer, hiring the right professionals ensures that your event runs smoothly.
Staffing: Making Sure the Event Runs Smoothly
In larger wedding venues, you need more hands on deck. One of the things I’ve learned over the years is that staff can make or break your event. When we worked on a destination wedding venue in the countryside, the couple needed additional wait staff to ensure guests had a seamless experience, given the size of the venue. Staffing for everything from food service to managing areas like the photo booth or guest book is crucial in large spaces.
Don’t be afraid to hire extra help. Whether it’s extra waiters, bartenders, or coordinators, the more people you have working to ensure the venue runs smoothly, the less stress you’ll have. A wedding planner can also help to manage this aspect and make sure every detail is accounted for.
Seating Arrangements: Creating Comfort and Variety
Seating is another important consideration when decorating a large venue. I’ve worked with many couples on wedding venue seating, and one of the key things I’ve learned is that variety is essential. In a large wedding venue, like a city-based event space or a countryside barn, you have room to experiment with different seating styles.
At one wedding I helped coordinate, we had long rectangular tables for family-style dining and round tables for guests who preferred more intimate seating arrangements. It worked wonders for both functionality and aesthetic appeal.
Consider combining different seating styles, such as a mix of lounge areas, traditional dining tables, and perhaps even a few high-top cocktail tables. Offering variety will keep your guests comfortable and engaged while giving the venue a more dynamic feel.
Outdoor Weather Preparedness
One thing I can’t stress enough is being prepared for weather conditions, especially when working with outdoor wedding venues. I once helped a couple at a garden wedding venue, and, despite all our planning, the weather took a turn for the worse on the day of the wedding.
The couple had set up a beautiful outdoor reception, but we had to quickly move everything indoors when the weather started acting up. Be sure to have a backup plan, especially for destination wedding venues or venues with outdoor spaces. Work with your venue manager to have weatherproof alternatives, like tented areas or covered walkways, in place just in case. Make sure that all décor items are secure and stable, particularly in windy conditions. Having sturdy stands for signage, floral installations, and other décor is essential when dealing with outdoor spaces.
12. Eco-Friendly Decorations: Sustainable Wedding Decor Options
Reuse and Recycle: Reduce Your Environmental Impact
I know it’s tempting to buy everything new, but one of the things I always encourage couples to consider is eco-friendly wedding décor. During a recent wedding at a rustic wedding venue in the Melbourne countryside, the couple wanted to make a statement about sustainability. Instead of purchasing disposable decorations, they reused items from their family and friends’ weddings — like vintage frames and heirloom furniture.
By choosing more sustainable options, like renting items or using natural materials, you can reduce waste without sacrificing style. Another great option for a wedding in a natural venue, such as a beach wedding venue, is to use local, sustainable flowers that won’t harm the environment. This is an especially good fit for venues that support eco-friendly practices.
Avoid Harmful Décor: Choosing Better Alternatives
While it’s great to have a beautifully decorated venue, you also need to consider the environmental impact of your décor choices. Avoid things like glitter, which can be harmful to the environment, or excessive plastic decorations. Instead, look for reusable, biodegradable alternatives.
For example, when planning a winter wedding at a vintage venue, I suggested using faux snow (which can be used year after year) instead of real snow or artificial sprays that often end up in landfills.
Choosing sustainable alternatives ensures that your wedding is not only stunning but also kind to the planet.
13. DIY Tools and Safety
Essential Tools for DIY Weddings
If you’ve opted for the DIY route to decorate your large wedding venue, there are a few tools you’ll definitely need. During one wedding where I helped a couple decorate their wedding reception venue, we used a range of tools, from glue guns to floral wire, to ensure that everything stayed in place.
Invest in a good glue gun, scissors, floral wire, zip ties, and extra lights. When working with large spaces, having the right tools makes a world of difference, especially when you’re hanging large décor items or setting up intricate floral arrangements.
Safety with DIY: Don’t Take Risks
While DIY is a great way to save money, safety must come first, particularly when working in large venues. Always double-check the weight limits of any décor, especially if you’re hanging large items like floral installations, lights, or drapes. Some venues may not allow non-professionals to hang décor from high ceilings, so it’s important to have clear communication with your venue manager beforehand. If you’re working at an outdoor wedding venue, make sure that all décor is properly secured to avoid any accidents caused by wind or other factors.
Don’t put yourself or your guests at risk — if a project feels too ambitious, don’t hesitate to call in a professional to ensure everything is done safely.
14. Storage and Time Management
Plan Your Setup and Breakdown
Time is precious, and when you’re decorating a large wedding venue, it’s easy to feel like there’s not enough of it. One tip I always share with couples is to plan for both setup and breakdown well in advance. Depending on the size of your wedding venue, the amount of décor, and your team, setup could take anywhere from a few hours to an entire day.
Ensure you’ve allowed ample time for each stage, and if you’re managing the décor yourself, recruit some helpers. A wedding planner or venue manager can help ensure everything is set up within the timeline.
For storage, if you’re handling DIY décor, make sure you have a safe, secure location to store items ahead of time. Larger venues, especially rustic or vintage venues, may have storage areas for décor, so check with the venue manager on how to organise this.
Key Takeaways:
- Prioritise hiring professionals for large-scale decor and detailed installations.
- Plan your seating arrangements to offer comfort and variety.
- Always have a weather backup plan for outdoor weddings.
- Be mindful of the environmental impact of your decor choices.
- Allow enough time for setup and breakdown of your wedding décor.
Let’s Get Straight to the Point
Decorating a large wedding venue can be challenging, but with the right approach, it can become a stunning and intimate space. Start by defining your vision and theme, choosing a colour palette, and setting a realistic budget. Focus on key decor elements and use strategic lighting, draping, and floral arrangements to create a warm, inviting atmosphere. Divide the space into functional zones and repurpose decor to maximise your budget. Don’t hesitate to hire professionals for larger installations or complex designs. Keep the venue’s existing features in mind and prioritise areas where your guests will spend the most time.
