A wedding venue viewing (also known as a tour, showround or show around) is one of the most important but undervalued parts of picking your wedding venue. Sure, you can see photos of it on the venue’s website or social media. But to really get a feel for the place, you need to walk through it with your own eyes, at your own pace, and picture your day unfolding there.
But, if you’ve never been on a viewing before, it can be a little intimidating. What is a viewing, who conducts it, and are you allowed to ask questions? Read on for our ultimate guide to wedding venue viewings. Before you know it, you’ll be a viewing expert, ready to pick and book your wedding venue with ultimate confidence and zero stress.
It’s all starting to feel real now, isn’t it?
What is a wedding venue viewing?
A wedding venue viewing is a pre-booked, private tour of a prospective wedding venue. It’s usually conducted by a venue’s in-house wedding coordinator or events manager, and includes a tour of the venue including the grounds, the licensed wedding area, and potentially the honeymoon suite and guest accommodation areas (if the venue has them).
A wedding venue viewing is your opportunity to get to know the venue and the staff in a more intimate way. With undivided attention and a personalised tour, viewings make it much easier to envision your actual wedding day in a venue, rather than just looking at photos on the internet. You’ll be able to ask all your burning questions, peek behind the scenes, and get a proper feel for how everything flows before you consider booking for your big day.
In the majority of cases, especially for busy, in-demand venues, you’ll need an appointment to attend a viewing—you can’t just rock up on the day and hope to be shown around! Most venues will have specific days or time slots available, so it’s worth reaching out in advance to book your spot. You can either do this when you attend an open day or wedding fair, through the venue’s website, or using Bridebook’s handy in-app messaging form.
How many wedding venue viewings should I attend?
It’s totally up to you and your partner, and depends on how many venues catch your eye and meet your requirements at first glance, and how long it takes you to find “The One”. Most couples book 3-5 viewings on average, though some book as many as 10.
What to expect in a wedding venue viewing
Visiting your venue for the first time and not sure what to expect? Don’t worry—we’ve got you covered. Read on to learn exactly what to expect from a viewing, including what happens, who’ll be there, and some key questions you should ask.
How can you prep for a viewing?
Once you’ve requested a viewing with a venue, most will require you to answer a few pre-qualification questions before they confirm your attendance. So, be prepared to answer these prior to your visit. Such questions typically include, but aren’t limited to:
- What is your ideal wedding date?
- Would you like us to hold your date? Recommended for popular venues: they’ll usually hold your date for 2-4 weeks before you have to pay a deposit to book in
- What is your budget?
- What are your planned/preferred day and evening guest numbers?
- What type of ceremony would you like, and would you want it on-site?
Who hosts a viewing?
A viewing is usually organised through and hosted by the venue’s wedding coordinator or events manager. Depending on the size of the venue or how the team is set up, it might also be conducted by the venue owner or a senior member of staff. But most of the time, it’ll be someone from the events team who knows weddings inside out.
During your viewing slot, your host may hand over to the head of specific teams—like catering, accommodation, or styling—to talk you through their specialities and how they support weddings at the venue. This is your chance to meet the people who’ll be working behind the scenes to bring your day to life and make your vision a reality.
Expect a warm welcome, a guided tour of the ceremony and reception spaces, and plenty of opportunities to ask questions. Bring a list, and don’t be afraid to take notes or photographs as you go around. Go in with an open mind and be ready to explore different possibilities. You never know what might surprise you or steal your heart.
Having said this, don’t disregard the vibe of the place. If you walk in and you just know it’s not for you, don’t be afraid to voice that and move on. Equally, if you’ve fallen in love the second you walk through the door, and just know it’s the one, that’s fine too! Joanna Newell, Wedding and Events Manager at Essendon Country Club says, “I am a firm believer in a gut feeling, and if you feel something is right, it usually is. And if it feels a little off or your experience wasn’t the best, it’s usually a good thing to move on and see another venue!”
How long does a wedding venue viewing take?
A viewing can take anywhere from 45 minutes to an hour and a half, depending on the size of the venue and how many questions you have. Some are quick walk-throughs with the key highlights, while others are more in-depth with time to sit down for a glass of fizz and a chat through your vision (and even the packages available with their corresponding prices). Your guide should let you know when you book how long it will take.
Some venues may even accommodate you having more than one viewing! If you’re not certain after your first visit, it’s always worth asking if you can come back for a second look. Consider asking to visit at a different time of day or with someone else whose opinion you value, just so you can get a fresh perspective and notice anything you might’ve missed the first time. A fresh pair of eyes (literally!) can help you feel more confident in your decision.
Who can you take to a wedding venue viewing?
It goes without saying that you ideally need to take your partner to a viewing, as it’s really important they see and get a feel for the venue too. It will help ensure you’re both on the same page and get you excited together. Plus, your partner might notice something you didn’t or ask a practical question you hadn’t thought of.
That said, you don’t have to stop at just the two of you. Lots of couples bring a parent, maid of honour, or best mate along—someone whose opinion they trust and who knows their taste inside out. But, we recommend that you don’t bring too many people to the viewing, or it can get a bit overwhelming and harder to make decisions.
What will you see on a wedding venue viewing?
A viewing gives you the opportunity to see, where applicable:
- The main wedding venue
- The grounds
- The licensed wedding area
- The back of house
- The bridal/honeymoon suite (if there is one)
- The guest rooms and other accommodation
- Key photo spots
- Parking facilities and arrangements
- Additional spaces like prep rooms and bars
- Any other relevant features, including outdoor spaces like tipis
Hitting all these spaces during your viewing gives you a proper feel for how the day will flow. It helps you spot any little details you might not have thought about yet, like where you’ll make your entrance (if you’re opting for an on-site ceremony), where guests will grab their welcome drinks, or where you can set up your evening entertainment.
Take your time, ask plenty of questions, and don’t be afraid to snap a few pictures or even video footage. It’ll help you visualise the venue when you’re reflecting later.
When can you ask questions at a viewing?
You can ask questions at any point during a viewing. Don’t feel you need to save them all up until the end or a designated Q&A section. If you have a question in the moment, feel free to ask it, especially if it’s pertinent to the area or the part of the day you’re discussing.
Your viewing host is there to help, and no question is too small or too silly. Whether it’s about timings, any venue restrictions, or where the loos are (important info!), asking as you go helps you get a clearer picture of how your day could work at that venue.
Key questions for a wedding venue viewing
Going for your first viewing and not sure what to ask? Consider the below questions to help you get all the info you need and avoid any surprises later on.
Core questions
These are your must-ask questions and include:
- Is our preferred date available?
- What’s the minimum and maximum headcount?
- What’s included in the hire price?
- Are there any decor restrictions like confetti or open flame candles?
- Are there any extra charges? For example, being late, being early, leaving behind decor, parking overnight, and more can all incur an additional charge.
- Is the venue exclusive-use?
- Can we use our own suppliers, or is there a preferred list?
- What’s the latest finish time?
- How early can we arrive to start getting ready?
- How many bathrooms are there?
- Are the bathrooms wheelchair accessible?
- When will we get access to the building, and when do we need to be cleared by?
- Do we come and clear up in the morning, or do you do that?
- What are the alcohol rules and regulations?
- Do you have a sample contract we can review?
- How informed are you about dietary restrictions?
- Do you offer halal or kosher food options?
- Is accommodation available and/or included?
- Or is there a discounted rate for accommodation?
- Which nearby hotels do you recommend for overspill?
- What’s the payment schedule?
These questions will help you avoid any unexpected surprises down the line and give you a clearer picture of how the venue works. You don’t need to rattle them all off like an interrogation; just keep them handy on your phone so you can tick them off naturally as you chat.
Extra questions
Extra questions are any questions that are nice to know the answers to, but either aren’t essential, or are more venue-specific. These include:
- Do you have a cap on how many weddings you host a year?
- Is there a plan for bad weather if we’re planning an outdoor ceremony?
- Do you offer a tasting session before the big day?
- Have you hosted weddings similar to ours before? This is a good one for especially large or small weddings, or those with cultural significance.
- Can we visit again with our photographer or stylist before the wedding?Do you have any recommended timings for the day’s events?
- Is there a noise limit or restriction we need to be aware of?
- Can we leave cars overnight, and when do they need to be collected by?
- Can we bring a dog or pet to the wedding?
- Can we play our own playlist instead of having a DJ?
These questions might answer themselves as you conduct your viewing. But, if you aren’t clear by the end of the tour, it is always worth asking to be certain.
How to book a wedding venue viewing
There are several ways to book a viewing, and some are easier than others. They include:
1) Use the Bridebook app
Using the Bridebook app is the simplest and easiest way to arrange a viewing. When you’re browsing venues on the Venues page, you’ll either see a calendar picker to book your viewing directly via the venue’s Bridebook profile (if the venue has added their availability), or you can just request a viewing through a simple enquiry form, ticking the viewing intent checkbox, after which the venue team will get back to you to confirm the details.
Once you’ve sent your initial query, all your conversations are stored in one safe location, your Messages tab, making it easy to keep track of replies, follow-ups, and appointment details without digging through your inbox. You’ll also get notified when a venue responds, so you can stay on top of your planning without constantly checking in.
2) Contact the venue directly
You can also reach out to the venue directly via phone or email. This is a straightforward option, but can take a bit of back-and-forth, especially if you’re juggling work, life, and a million wedding ideas at once. You might end up just missing them or waiting a while for a reply, and there’s no central place to store your conversations unless you’re super organised.
It works, of course, but if you’re after a smoother, more streamlined experience, Bridebook does the heavy lifting for you.
Final steps after a wedding venue viewing
Once you’ve completed viewings at your top venues, there are a few steps you need to follow afterwards to make the most out of the process.
1) Send a follow-up
Once you’ve finished your tour and taken some time to digest the information, it’s important to follow up with your events manager. Even if you’re not quite ready to pull the trigger and book the venue in question for your big day, a quick thank-you message (via your Bridebook Messages) goes a long way. It keeps the conversation warm and shows you’re serious about considering their venue, even if you haven’t totally made your mind up yet.
2) Look at accommodation
It’s also a good idea to look around the area and get a feel for the accommodation. Are hotels pricey? Are there a ton of Airbnbs? Is there something for every budget?
If the venue has on-site rooms for you and your guests, double-check how many are available, whether there’s a discounted rate, and how your guests can book them. If not, ask your venue for a list of recommended nearby stays. This is especially helpful if you’re planning a weekend wedding or have guests travelling from afar.
Checking this early means fewer last-minute panics down the line. Get ahead of the game and check accommodation before you book the venue.
Book your next viewing through Bridebook
Attending a viewing is a great way to get a personalised feel for your venue, without the distraction of crowds or other people walking around. You’ll get to know the staff, ask all your questions, and can start visualising what your big day might look like. It’s an important, but often overlooked part of the wedding planning process, and can make all the difference when it’s actually time to pull the trigger and book your venue.
So, start browsing venues on Bridebook and book your viewings today. It’s simple, stress-free, and puts you one step closer to finding the place where it all begins. Ready when you are!
You Might Also Like…
- All the Types of Venue Events: Why Visiting Venues Is Crucial in Wedding Planning
- The Ultimate Guide to Wedding Venue Open Days
- The Ultimate Guide to Wedding Venue Fairs
- Top 10 Tips for Choosing Your Dream Wedding Venue
- 22 Questions to Ask Your Wedding Venue
Happy Planning!
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