By: Northwest Square Staff
When you’re planning a big wedding—like 150 guests or more—it’s easy to start worrying that the day will feel more like an event and less like you. The truth is, a bigger guest list doesn’t mean you have to give up on personality. With a few smart moves, you can turn what feels like a giant production into something that still feels intimate, meaningful, and 100% your style.
This isn’t about adding a bunch of cheesy DIY crafts or forcing every moment to be Pinterest-perfect. It’s about making smart choices that reflect who you are as a couple and creating experiences that your guests will remember because they felt real.
Here’s how to pull it off.
1. Start With the Experience You Want to Create
Before you even think about colors, flowers, or playlists, ask yourself: How do I want people to feel at this wedding?
Do you want your guests laughing the whole night? Getting emotional during the ceremony? Dancing until they can’t feel their feet? Or maybe a mix of all three?
Once you know the vibe you’re aiming for, it’s easier to make choices that support it—from the venue you pick to the way you structure the day. For example, if you want people to feel like they’re at a big family reunion with great food and real conversation, you might prioritize long family-style tables and a low-key cocktail hour over a strict timeline of formalities.
2. Choose a Venue That Feels Like a Good Fit for You (Not Just the Headcount)
Sure, you need a space that can physically hold 150 people—but don’t let that be your only filter.
Look for a venue with character. Maybe it’s a historic church with original woodwork. Maybe it’s an old industrial space with brick walls and a wide-open floorplan. Maybe it’s Northwest Square, where the unique layout and on-site accommodations help your guests feel like they’re part of something special—not just another Saturday night gig.
The more the space reflects your style, the less you’ll have to “add” to make it feel personal.
3. Customize the Ceremony
This one might sound obvious, but a lot of people overlook how much flexibility they actually have when it comes to the ceremony.
You can write your own vows. You can include a short story about how you met. You can ask a family member or friend to officiate (legally or symbolically). You can incorporate something from your culture, your faith, or even your inside jokes.
Even with 150 people watching, your ceremony can feel like it’s just the two of you.
Bonus points if you create a simple printed program that explains any non-traditional elements. It helps guests feel more connected to what’s happening instead of sitting there confused.
4. Skip the Assigned Seating at Cocktail Hour
Want to create a more relaxed, casual vibe right off the bat? Don’t assign people to specific tables right away. Instead, let your guests mingle, explore the space, grab a drink, and ease into the evening.
Mix in high-tops, lounge furniture, or picnic-style setups if your venue allows it. People naturally break into conversations when they’re not locked into a spot, and it takes some of the pressure off everyone having to “perform” at a formal table for hours.
5. Get Creative With Your Guestbook (Or Scrap It Entirely)
Nobody said your guestbook has to be a leather-bound notebook sitting on a lonely table.
Try one of these ideas instead:
• A voicemail-style phone guests can leave messages on
• A large photo print guests sign around the edges
• Short video recordings using a phone booth setup
• Cards where people can write “Date night ideas” or “What we’ll be doing in 10 years”
Whatever you do, make it something you’ll actually look at later. That’s the whole point.
6. Ditch the Scripted Reception Timeline
You don’t have to cram everything into the reception just because “that’s how it’s usually done.” If you’d rather spend more time chatting with guests and less time announcing bouquet tosses and formal dances, do it.
Some couples skip the cake cutting. Some open the dance floor earlier. Some do a late-night round of toasts around the fire pit. There’s no rulebook.
Let the night breathe a little. That flexibility will go a long way in making things feel more human and less like a wedding factory.
7. Involve Your People in Small, Meaningful Ways
You don’t need a giant wedding party to make your close friends feel included. You can:
• Ask someone to introduce you during the reception
• Have a parent or grandparent do a short reading
• Let your siblings walk your family dog down the aisle (yes, we’re team “dogs at weddings”)
• Have a friend or uncle help pour champagne for a quick toast at your sweetheart table
These little moments go a long way toward making people feel like they’re part of the wedding, not just watching it happen.
8. Tell Your Story Through the Details
This doesn’t mean you need to monogram everything or create a wedding brand. It just means you can make small choices that say, “This is us.”
Think:
• Table names based on places you’ve traveled
• A signature cocktail that’s a nod to how you met
• A slideshow of funny (but tasteful) photos near the bar
• A welcome sign that includes an inside joke or casual greeting (“Glad you made it. Let’s party.”)
Your guests will feel closer to you just by recognizing those touches—even if they don’t know the backstory.
9. Make Room for Quiet Moments
This one’s personal. Even in a huge crowd, you can create space for small, genuine moments.
You and your spouse can step away during dinner for five minutes to soak it in. You can walk around and talk to people table by table instead of doing a formal receiving line. You can have a quiet room or outdoor space available for guests who need a breather.
If your venue allows it (and Northwest Square does), having these small breakout areas can make the whole day feel more relaxed and natural.
10. End the Night Your Way
The end of the night sets the tone for how people remember the wedding. So ask yourself—do you want a send-off with sparklers? An after-party with wings and old-school hip-hop? Or maybe a quiet fire pit hangout with your closest friends?
Whatever you pick, let it reflect your personalities. Don’t just do the thing everyone else does. Make it yours.
Final Thought: Big Doesn’t Have to Mean Generic
A wedding with 150+ guests doesn’t have to feel impersonal. It’s not about size—it’s about intention. The way you structure your day, the tone you set, and the choices you make can turn a big crowd into a tight-knit celebration that people feel—and remember.
So whether you’re booking your dream space or just starting to brainstorm what matters most to you, keep this in mind: You don’t need more stuff. You just need more you.
And if you’re looking for a wedding venue that’s as flexible, welcoming, and authentic as you are, Northwest Square is worth checking out. It’s got the bones for a big wedding and the vibe for a personal one—and that’s a hard combo to beat.