There are a few cities that make me happy just by being there.
Washington, DC, especially when the cherry blossoms are in bloom, and I have taken my allergy medicine.
Phoenix, AZ, while I assume most people are in witness protection there (I watch a lot of mob movies), they are so nice, and the city is so clean.
Seattle, WA, where I planned my first wedding in a new time zone this month, and quickly learned it’s a city full of good food, good vibes, and great people.
Most of my weddings are on the East Coast and in Central Time, so planning in Seattle was a big milestone for me. One of my goals is to plan events in every time zone, so this was a meaningful step forward. I planned Chergai and Shuvro’s wedding virtually, and it was a reminder that great planning is not limited by distance. When you have a solid process, clear communication, and a couple who trusts the plan, you can create something truly special from anywhere.
Because this was my first time planning in Pacific Time, I was extra intentional about communication, scheduling, and deadlines. Every vendor call, delivery window, and timeline draft needed to be clearly set in Seattle time so there was no confusion. I also built in extra lead time for confirmations, because what feels like “end of day” on the East Coast is still the middle of the afternoon in Seattle.
This wedding was also my first wedding held at a private home, and it was such a special experience. Chergai and Shuvro’s guest list was intentionally intimate and carefully curated, and you could feel it. Every person who attended was very special to them. With a guest count of 28, they had plenty of venue options to choose from, but they wanted something more personal than a traditional venue. They loved the idea of a space that felt like an experience, where guests could comfortably enjoy both indoor and outdoor areas, take in the scenery, and actually connect.
After tons of research, we found the perfect home with unforgettable views, and it checked every box they cared about. It gave us the warmth of an intimate setting while still being functional for a wedding day, which is not always easy to find. The cherry on top was the homeowner, who went above and beyond in ways that genuinely elevated the experience. A great homeowner matters more than people realize, because they help the day feel welcoming, cared for, and smooth for everyone involved, and they ensure they are meeting the needs of all the vendors as well.
Even with the perfect property and an amazing plan, wedding planning, no matter the time zone, still comes with a few fun challenges. Private homes, in particular, come with more moving parts because you’re essentially building a traditional venue experience within the boundaries set by the homeowner and the structure of the home. That can be an incredible tradeoff, especially when you want something more personal and often more budget-friendly than a traditional venue. However, the logistics need to be planned at a “venue level”. If you are considering a private home for your wedding or any nontraditional venue, here are the biggest things I recommend thinking through early on in the planning process.
Guest Count
Start with guest count and comfort. Smaller guest counts usually work best for private homes, not because larger events cannot be done, but because most homes have real limitations with parking, restrooms, noise expectations, and flow through the space. When your guest count fits the property, everything feels better. Guests can move comfortably, gather naturally, and enjoy the setting without it feeling tight or complicated.
Measurements
Next, get serious about measurements. Vendors will need them, rentals will depend on them, and your layout decisions will be shaped by them. You will want measurements for the ceremony space, reception space, deck or patio, doorways, gates, stairs, and walkways. You will also want to confirm where and when deliveries can be staged and how far the load in path is from the driveway. Details like yard slope and ceiling height matter more than people expect, especially once you are bringing in rentals, catering setups, and lighting.
Condition of the Home
Another thing couples should think about is the overall condition of the home. Cleanliness and basic upkeep impact guest experience immediately, especially if guests will be indoors at any point. I always recommend doing a walkthrough well before the wedding or event to make sure the home is in tip-top shape and to flag anything that needs attention. That can include a deep clean, yard work, touch-ups, clearing clutter from high-traffic areas, and confirming which rooms are guest-ready versus off-limits. It also helps you decide where you may need extra prep, like adding floor protection in certain areas or setting up clear signage so the home stays respected while guests still feel comfortable.
Also, as you evaluate the condition of the home, consider guest allergies. Couples often think about food allergies, but with a private home, pet allergies can be just as important. This was something I learned during the planning process for this event. A few guests had severe cat allergies, so the homeowner kindly arranged for a deep clean right before the wedding and kept their pets off-site during the celebration.
Vendor Logistics
From there, focus on vendor logistics. Load-in and load-out planning is huge because private homes are not designed for vendor deliveries the way venues are. Confirm delivery windows, where trucks can park, whether there are stairs, and what the access path looks like. This is also where homeowner expectations come into play. Someone needs to coordinate what the vendors need to do their jobs well with what the homeowner is comfortable with, and that coordination is often the difference between a smooth setup and a stressful one.
Power is another big one. A home can feel perfect until you realize how many items need electricity. DJs, catering equipment, lighting, tent needs, fans, heaters, coffee service, and even charging stations can add up fast. You will want to confirm what power is available, where outlets are located, and whether you need additional support like a generator. Planning this early keeps you from having to redesign your setup later.
Restrooms and Parking
Restrooms and parking deserve their own moment too. Depending on your guest count and the home layout, restroom rentals may be the best choice for guest comfort and for protecting the home. Parking and arrival flow also need to be clearly planned. Is street parking allowed? Do you need signage or a greeter? Is rideshare easy in that area? If you are using a shuttle, where is the pickup and drop-off point? These details directly shape the guest experience, especially for a home setting.
Pros and Cons
Here’s the honest pros and cons, planner to planner. The pros are big. Private homes can be less expensive than many venues, the setting can be one of a kind, and the event naturally feels more personal. You often have more flexibility with timing, and with the right homeowner, it can feel like the warmest, most thoughtful kind of luxury. The cons are not deal breakers, but they are real. You are responsible for a lot of what a venue would normally handle, and you also have two sets of priorities to balance: what you want as the couple and what the homeowner expects. That is exactly why having the right planner matters.
This is where I will always encourage couples to choose a planner who can navigate the expectations of the couple, homeowner, and the vendor team. A private home wedding can be an amazing experience, but it requires someone who will ask the questions early, confirm details clearly, keep vendors aligned, and protect the home while still creating a beautiful guest experience. It is not just about making it pretty. It is about making it work.
Not only did I add Seattle to my list of favorite cities, but I have also added Chergai and Shuvro to my list of favorite people. The opportunity they gave me to expand my business to a new time zone meant a lot, and it is an experience I will always remember.
If you are planning a wedding and wondering if you can hire a planner who is not local, you absolutely can, as long as you choose someone who is organized, proactive, and prepared to plan with intention, no matter where you are. New time zone or not, my approach stays the same. And yes, I will plan anywhere, and I will bring the same level of care, preparation, and follow-through every single time.
📸: https://jacquelinebenet.com/
