How to Start Planning Your Wedding at an Intimate Wedding Venue in 5 Simple Steps

-From La Vida at Harmony Ranch – Intimate Wedding Venue Fort Worth, TX

Planning your wedding is one of the most exciting chapters in your love story, but we know it can feel a bit overwhelming—especially when you’re dreaming of a celebration that’s personal, meaningful, and beautifully intimate. Whether you’re newly engaged or just beginning to brainstorm ideas, choosing to host your wedding at an intimate wedding venue in North Texas is a great place to start.

From Fort Worth charm to rustic elegance in the Texas countryside, intimate venues offer more than just a beautiful backdrop—they create a setting where every guest feels connected, and every detail reflects your love.

La Vida at Harmony Ranch is here to serve. All of our weddings are intimate, as we seat up to 80. Couples find the support from day one until the wedding, even when they book a venue rental and not a package, is extremely helpful and supportive. We are here to make your day what you dreamed of and keep the stress to a minimum while planning the best day ever.

If you’re engaged in DFW, Fort Worth, or anywhere in Texas, here’s how to start planning your intimate wedding in just 5 simple steps:

Step 1: Set Your Vision + Prioritize What Matters Most

Before you even book a venue or shop for a dress, take a moment to dream.

Ask yourselves:

• Do we imagine a cozy garden celebration with 50 guests?

• Are we envisioning a candlelit indoor ceremony in a restored Texas barn?

• Do we want a brunch wedding? Sunset vows? A family-style dinner under string lights?

Defining your vision early helps you choose the right venue and vendors that fit both your style and scale.

💡 North Texas Tip: La Vida at Harmony Ranch can accommodate so many visions as we have beautiful outdoor settings with a pond with fountain, big oak trees, evergreens, open pastures, red barn exterior with a beautiful indoor space that is Texas Industrial Glam….crisp and beautiful and can adapt to any décor vision.

Photo Credit: David Vigil

Step 2: Choose the Right Intimate Venue in North Texas

Your venue will set the tone for your entire day. When planning an intimate wedding, the right venue makes all the difference. You want a space that doesn’t just allow small weddings but celebrates them.

What to Look for in an Intimate Venue:

• Guest capacity that matches your vision (usually under 100)

• A flexible layout for both ceremony and reception

• Personal touches and attentive service

• Indoor/outdoor options (especially important for Texas weather!)

• Inclusive packages or options that minimize stress

Questions to Ask:

• “Do you offer micro wedding or elopement packages?”

• “Is there a minimum guest count?”

• “Do you allow outside vendors or provide in-house options?”

💡 Fort Worth Tip: Intimate venues like La Vida at Harmony Ranch, offer open vendor policy, even food trucks, and no minimum, we seat up to 80. The only vendor that must be chosen from our list is the bartender, if having alcohol. We have a helpful list of great vendors, to get you started in planning.

Photo Credit: Kelsi Seymour Photography

Step 3: Finalize Your Guest List

Once you’ve chosen your venue or narrowed it down to a few favorites, it’s time to start drafting your guest list.

Intimate weddings are all about quality, not quantity. Most couples hosting at smaller venues in Texas aim for 30–75 guests, focusing on their closest circle.

Tips for Crafting a Meaningful Guest List:

• Think about who has been part of your journey as a couple.

• Don’t feel obligated to invite out of guilt or tradition.

• Consider creating an A/B list to manage capacity or budget constraints.

Smaller guest counts allow you to spend more time with each guest, create custom touches, and often afford higher-end experiences like gourmet catering, personalized favors, or upgraded rentals.

Many couples that host weddings at La Vida, plan for the guest plus one and minimal children other than those in the immediate family. They usually invite 90-95, knowing 10-20% may not be able to make it. This also takes into account out of town guests that are being invited but may not actually be able to make it.

Step 4: Book Key Vendors Who Understand Intimate Weddings

With your venue secured and guest list shaping up, it’s time to lock in your key vendors. When planning a smaller wedding, you want vendors who understand the nuance and charm of intimate events.

Prioritize Booking:

• Photographer: Look for someone who excels at capturing emotions and intimate moments.

• Planner or Day-of Coordinator: Especially helpful if your venue doesn’t include one. La Vida at Harmony Ranch offers day of coordination as part of our packages, or you can add it on to a venue rental.

• Catering: Smaller guest lists give you more flexibility—think custom menus or creative formats like grazing tables or food trucks.

• Florist: Statement pieces can go a long way in smaller spaces.

• Music: Acoustic duos, jazz trios, or a curated playlist might be perfect for your vibe.

💡 Local Vendor Tip: DFW has a wealth of talented wedding professionals who specialize in small-scale weddings. Ask your venue for a preferred vendor list—many intimate venues have long-standing relationships with trusted pros.

-That’s right! At La Vida, we have an amazing long list of trusted venues in the wedding industry. We don’t take kick backs, the names we pass on are only because they have worked at our venue and done a great job!

Photo Credit: Whitney Bowman Photography

Local Caterer We Love: Oh Shuck’s Catering

Step 5: Personalize the Experience

One of the greatest joys of an intimate wedding is that it’s truly all about you. With fewer guests and a more relaxed timeline, you can lean into the things that matter most.

Ways to Add Meaningful Touches:

• Write your own vows or create a custom ceremony with a celebrant who knows you.

• Offer personalized welcome notes, favors, or seating cards.

• Include unique experiences—like a family-style meal, a wine tasting, or live music performances.

  • We have alpacas here at the ranch (Harmony Ranch Alpacas), guests love feeding them during the reception.

• Consider interactive elements like a Polaroid guestbook, memory wall, or family recipe desserts.

💡 Texas Hospitality Tip: Incorporate local flair—Texas wines, Southern comfort food, or a BBQ dinner—to give your guests a taste of what you love.

Final Thoughts: Small Wedding, Big Heart

If you’re planning your wedding in Fort Worth, DFW, or anywhere in North Texas, intimate venues offer the perfect setting to celebrate your love in a way that feels real, relaxed, and entirely “you.”

By focusing on your priorities, your people, and your personal style, you’ll create a celebration that’s not just memorable—it’s meaningful.

Photo Credit: Whitney Bowman Photography
Floral Credit: Classic Florist Bridgeport

Ready to Start Planning?

If you're searching for an intimate wedding venue in North Texas, look for a place that feels warm, inviting, and ready to bring your vision to life.

💍 Looking for a intimate venue, let us know—we’d love to help you get started. Download our Pricing Brochure HERE.

We’d love to host your celebration and help your guests fall in love with the beauty and charm of North Texas.

📍 La Vida at Harmony Ranch – Fort Worth, TX
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📸 Follow us on Instagram: @LaVidaHarmonyRanch

La Vida at Harmony Ranch is a locally owned and operated business. We sincerely hope to encourage couples to learn more about the value and importance of choosing a locally owned business when it’s time to book your wedding venue & vendors. With locally owned venues you will often see a higher level of hospitality, better communication and a greater desire to truly ensure your wedding exceeds expectations. We are thrilled to support wedding venue owners from around the country with a weekly shout out in our blog: River House Montana, The Felt Estate, The Old Barns at Dry Run Farms, The Bella Rosa, Events by Bliss Barn.