Site visits are extremely important as photos online will only paint the picture a venue wants you to see. But when you visit the venue, you get to see so much more and you get a gut feeling on whether this is ‘the’ venue.

Firstly, the photos you see could be 100% accurate to what the venue offers, or they could be from 10 years ago and not a true reflection of the current condition. The venue might share photos of all rooms used for events, or only select and most updated rooms, while concealing other areas that would be in use but less desirable. More importantly though, you will meet the staff at the venue that will be your point of contact and in charge of having the venue ready as promised in the planning process. This is actually far more important to me with any venue. As a wedding planner - communication and efficiency is key! I am working to go above and beyond what my couple ask for, and I expect the same from all suppliers. 

From initial correspondence whether it be call or email, you start to build your first impressions. Are they friendly, accommodating and efficient with follow ups on questions about their venue, or when trying to schedule a site visit or tasting. Then when you meet - do you feel they not only know their venue, but are very confident and thorough when discussing your event/wedding so that you feel they are experienced to deliver a seamless day rather than just showing you around and selling an event space.  

Now moving onto the actual site visit questions. I like to start my questions in chronological order right from parking, this allows me to walk through the day and questions in the order they would play out so I don’t miss anything and that I am not jumping back and forth on different parts of the day. 

Small snapshot of how your questions should flow:

Begins as soon as you park and the entrance. Where do guests park? How many parking spaces are available for guests? Is there coach/bus parking? Is there a taxi drop off area? How close are all of these to the actual entrance - think about the weather and if it was raining, or overnight guests with their bags.

Entrance - what signage/flowers can be placed and where? Will there be someone at the entrance to guide guests to the drinks reception?

Drinks reception - what will the layout be of furniture? what is included and what is needed? Then start to think about your décor. Then onto who announces dinner and guides guests to dinner reception.

Dinner reception - similar intro to questions as above in drinks receptions. Then after all layout and décor questions leads into flow of the dinner - MC, courses, speeches etc

Dancing - is there a room turnover or moving of anything to transition from dinner to dancing?

This is a small example of how to begin your site visit questions in the order of how the day will flow. Helps you ask questions in a structured order so you can understand the flow of the day, and to walk through the day as a guest will. As a wedding planner, site visits and the full set of questions of each area of the venue are included in all my wedding planning packages. This can be with the couple, or without the couple, as all information is noted and included in the couples wedding binder.