Tackling Tours
The how and why to everything you need to know about tackling venue tours
You’ve stalked your favorite venues on the internet and maybe you’ve even submitted a request for a proposal. What’s next? When you’re ready to see the venue in person, your next step is to set up a tour. We’re covering everything you need to know about tackling your venue tours. Whether you’re choosing to take a tour virtually or in person, we’re here to prepare you for what questions to ask and what to watch out for.
Setting Up the Tour
You’ve got your shortlist of top venues and you’re ready to take the next step! A venue tour can bring the same jitters as a first date. This is usually the first time that you’re meeting the venue manager in person and determining whether the venue fits your needs or not. But before you knock on the door, there are a few things that you should do first. First, schedule the tour. Call or email the venue manager to see when a good time to drop by is. Most venues won’t offer tours on the weekend, as they may be booked for other events. But sometimes they can squeeze you in on the morning of an event, during set-up. We always suggest giving as much notice as possible, so that the venue can best prepare to show you around. Not able to visit in person? Ask the venue manager about setting up a virtual tour on Facetime or Zoom. The venue might also have a virtual tour that you explore at your leisure. For example, this virtual tour of the Solaris Yacht showcases all three decks of the 125′ yacht. The virtual tour makes it easy to envision your event within the space.
Preparing for the Tour
Your tour is set and you are ready to go! What’s next? We strongly recommend asking for pricing and information prior to your venue tour. You want to make sure that the venue is within budget before you fall in love with the space. There’s nothing worse than having a budget in mind and then learning that the venue is double your original budget when you’ve already fallen in love with the ceremony space. You can even request a proposal in advance for your desired date and guest count. Once on the tour, you can ask any additional questions about pricing and deposit plans. Other preparations might include gathering a list of questions that weren’t answered in the venue’s brochure or website.
Who to Bring
When wedding dress shopping, you’re often told that you should keep your entourage small. This keeps you from being distracted by multiple opinions. The same goes for venue shopping. We recommend bringing just a few key people on your venue tour. Often, only the couple accompanies the tour. Even if there are parents/grandparents paying for the wedding, the venue is ultimately your decision as the couple. Of course, you want to accommodate your guests’ needs, especially if anyone has special needs. But at the end of the day, you should be the one calling the shots on which venue that you choose. We recommend sending a link to the virtual tour or photos of the space to parents and the bridal party afterward.
The Big Questions
Nervous about asking the right wedding venue questions? It’s normal to be overwhelmed on your venue tour. There is so much information to cover and a lot of space to see! Gather your questions in advance and jot down additional questions during the tour. Once the tour is over, you can sit down with the venue manager to review any questions they may have not yet answered. For a full list of questions to ask on your tour, check out our Venue Guide to the Emerald Coast! Our comprehensive guide breaks down the questions to ask into four categories – pre-event services, ceremony space, reception, and other. While your venue manager will probably note the guest capacity, noise ordinances, and decor potential, you’ll want to be sure to ask the nitty-gritty questions about catering constraints, transportation options, set-up times, and restroom facilities onsite. These might not be the most exciting questions, but they might be the most important when it comes to having a smooth and stress-free wedding day.
After the Tour
After you have time to process what you learned onsite, be sure to follow up with the venue manager. You can send them a quick email thanking them for their time and asking any additional questions that may have popped up afterward. If you’re ready to lock in a date, we recommend doing so as soon as possible. Venues book up fairly faster than any other wedding vendor. If you decided that the venue isn’t what you were envisioning for your big day, it’s ok to tell the venue manager that too! This way they are less likely to continue to hold a date for you or continue sending you information about upcoming promotions and news.
If you have any additional questions about touring venues, contact one of our Destin Wedding Planners! Our Venue Guide to the Emerald Coast offers an inside look to all of our favorite venues across the Destin area. We want to make sure that you are asking all of the right questions when touring your top wedding venues. Keep our tips in mind and you’ll be on the right track in no time! Happy planning!