9 Tips For Planning Your Dream Wedding in Napa Valley
Planning on getting married in Napa Valley? Here's my best tips to make sure you have the BEST Napa Valley wedding possible!
Being a wedding photographer in Northern California, I can draw from plenty of experience from Napa and Northern California weddings big and small, so I hope you enjoy my personal top picks for you!
California is filled with stunning places and beautiful venues. But, as a wedding photographer in Norther California myself, I’m a bit partial to Napa Valley and most of the weddings I shoot are located there. From the plethora of venues to the picturesque mountain setting to the romantic nature of the wineries, I believe there’s no better place to get married, whether you live in the area, or in another state or country entirely.
That being said, there are some unique things to consider when planning your wedding in Napa and I hope these tips help!
Choose the right time of year
Napa Valley has a Mediterranean climate, which means that the best time to have a wedding is generally in the spring or fall, when the weather is mild and the vineyards are lush. While summer is a popular time for weddings, the weather can get very hot up into the valleys so a summer wedding may require additional considerations like access to shade, water stations, and extra time for “cool down breaks” between things like your photos and ceremony, photos and joining cocktail hour, etc. Winters on the other hand tend to be cold and rainy and the sun sets much earlier. While most venues still operate year-round, you may need to make additional contingency plans for rainy weather or windy conditions in winter should guests not be able to fully enjoy being outdoors.
Personally, I think each season has its benefits, so choose what’s most important to you. Hate being hot? Avoid getting married in Napa Valley in the summer. Love the idea of getting married in a blooming garden? Spring would be a great fit. Want to avoid the busy season? Late Fall or winter might be a great fit, though having more indoor options may be helpful for a winter wedding as the vineyards are quite bare and there’s a higher likelihood of rainy days.
Early to mid fall is always a crowd pleaser in the Napa Valely with the dry, sunny weather in the valley and cooler evenings.
2. Pick the right venue
Napa Valley is home to many beautiful wineries, vineyards, and estates that are perfect for weddings. Consider factors like venue capacity, setting and views, and available facilities and on-site amenities when selecting a venue. The Valley is world-renowned for its hospitality amenities, so there’s no shortage of options, but you’ll want to make sure you know what vibe, amenities, budget, and setting you prefer and some in-demand venues book up a year or more in advance, so it’s often helpful to lock your venue in first once you find the right fit. You can learn more about my 10 favorite Napa Valley venues here.
Personally, I have such a soft spot for vineyard estate weddings but there are no shortage of stunning venues for your wedding here whether you’re going for grand or intimate.
3. Hire a wedding planner
The right wedding planner will help you navigate the local market as they are familiar with how venues work, what requirements different venues or areas have for things like sound and end times, and make sure that your wedding day itself runs smoothly. They will be able to take the stress out of the planning process and while they are an expense, you will get an exponential return with what you save in time, money, and reduced stress.
If you need a recommendation, I’m always happy to help. I have also included my top 10 Napa Valley wedding planner recommendations in my wedding planning guide here.
4. Plan transportation
Many of the wedding venues in Napa Valley are located in remote areas, so you'll need to arrange transportation for your guests. Consider hiring a shuttle service or renting buses or vans to ensure that everyone gets to and from the wedding safely.
5. Consider the Guest Experience
A destination wedding in Napa Valley can be a unique experience for your guests, so make sure to plan activities and excursions that will enhance their visit. For example, you could arrange a wine-tastingg tour, a hot air balloon ride, or take your bridesmaidss to a visit to a local spa. Many couples make a 3-day experience out of their Napa Valley wedding, with a lovely rehearsal dinner at any of the local farm-to-table restaurants and a post-wedding day brunch.
This is one area where your wedding planner will likely be a great resource. They are always looking for new ideas to help bring your vision to reality and may have access to ideas and resources that hadn’t even crossed your mind.
I think of sparkler exits for example. Because of fire risk, traditional sparklers may not be permitted at some venues. But if you were hoping for a grand exit, your planner will be able to strategize with you on alternatives. Maybe a cold sparkler display would be a better option. Some DJs can include this service and they will know how to help make your dream a reality.
6. Be Mindful of Budget
A destination wedding in Napa Valley can be expensive, so it's important to go into your planning process with a budget in mind. A planner will help you best use your budget to get your desired result, but you will want to be mindful of the costs of things like transportation, accommodation, and activities for your guests, as well as the cost of the wedding itself. You will also want to know what elements are your priority, whether that’s food, florals, photographer, etc so you know where you can feel good about flexing your budget or reallocating your spend a bit to make sure you get what you want without any regrets.
It can be easy to let the budget get out of hand, so knowing your priorities will help you stay on track.
7. Plan for Accommodations
As Napa is located farther away from the city and the most populated areas of the Bay Area, many of your guests will need to find a place to stay, so make sure to provide them with information on local hotels, Airbnb rentals, or other options. You could even consider renting a large house or villa for your guests to stay in together. While it may not be as entertaining, as a bride and or groom, you may want to stay at a separate location so you are ensured privacy and space to be able to prepare and get ready for your wedding day without distraction.
8. Plan for photography and videography
Napa Valley is a beautiful area and you'll want to remember your special day forever. Make sure you chose a photographer and, if you like, a videographer that knows the area, has a style of work you want for yourself, and is someone you can jive well with as they will likely be there with you for most of your day and their presence will be felt by your family, bridal party and guests.
My approach is all about helping people feel comfortable in the moment so they can authentically connect with those around them, rather than spending the whole day forcing a smile for the camera. I find that when you FEEL happiest, your LOOK happiest and I work hard to reduce stress when it comes to photography so you can relax and enjoy being present throughout your wedding day rather than worrying about the photography.
9. Choose the right vendors:
Napa Valley has many vendors to choose from, but there is a high volume of weddings in Napa, so vendors like florists and photographers book up quickly and often far in advance. Research vendors and read reviews to ensure that you find the right florist, caterer, DJ, or band that can provide the services that you need and have your pick of options. A wedding planner can also help you with this as well.
Your vendors are the ones that will help bring your vision to reality, so viewing it as a partnership or collaboration is going to get you the best results. Whether its cake or florals, a planner or photographer, be sure you trust their ability to execute on your vision. This doesn’t mean, for example, that you have to hire a photographer that’s shot at your venue multiple times, but it does mean that you should feel confident in how they will handle your wedding day from timeline to composition, lighting, direction, etc.
