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Visit venues at the same time of day as your wedding: noon won't show you the evening glare
The most important principle in a site visit: go at the same time of day as your wedding. A venue seen at noon won't tell you that the low evening sun hits the head table, or that the bar next door starts its music at seven.
Here's what to look at while walking it. Take this list with you rather than following the salesperson around listening.
The bridal suite
- How far from the main space? Will outfit changes hold up the schedule?
- Are there mirrors and power outlets? (Hair tools and steamers need power)
- Is there room for the bridesmaids to get ready together?
As for the flow, you really need to sit down and experience it yourself.
Don't just stand and look. Pull out a chair and sit in a guest seat, then imagine walking from there to the next table in your dress to give a toast.
- Can you get through? Will the train catch on a chair back?
- How many tables are set back to back? Those guests have to stand for you to pass
- On the route from the entrance to the head table, will guests block the photographer's line of sight?
Parking and restrooms
- How many spaces? Is valet needed (another cost)?
- How far do guests walk from the parking lot? Walk it yourselfThat stretch is a real burden for older guests and anyone in heels.
- Are there enough restrooms for 100 people leaving at once?
Weather backup (essential for outdoor venues)
These three need definite answers, not "we'll see":
- Where is the rain backup space? Go and look at it rather than taking a description on trust
- Does using it cost extra?
- By what time must the decision be made? (Usually the day before or that morning, depending on tent setup and table placement)
"We'll see what the weather does" is the worst plan. Tent companies usually need 24 to 48 hours' confirmation, and a last-minute order may be unavailable or cost several times as much (see item 123 of the checklist).
Volume and curfew
What time must the music stop? Many venues say 10pm. That directly determines how full your run of show can be and which hours the DJ or band is charging for. Ask before signing rather than being cut off on the day.
Load-in and load-out times
When can the florist and DJ get in to set up? By when must everything be out?
Two costs attach to this: get in too late and the florist charges a rush fee; overrun teardown and the penalty is usually hourly, deducted straight from the deposit (see item 128 of the checklist).
Accessibility
If you have older or less mobile guests, walk the route from the parking lot to the seats: steps, elevators, what the surface is. Grass is unfriendly to both wheelchairs and heels, and an outdoor lawn venue is the least friendly type for older guests (see item 112 of the checklist).
In one line
Visit at the same time of day, sit down to test the flow, and get a specific time for the weather backup plan. Do these three things and you will avoid 80% of the day's surprises.