When it comes to planning a memorable event, choosing the right venue sets the stage for everything else. The venue influences the atmosphere, guest experience, and even how you allocate your budget. That’s why venue visits are one of the most important steps in the planning process.
💡 Pro Tip: Select your top 2–3 venue options and schedule a walkthrough at each. Show up prepared with your questions—but also consider dropping by unannounced. If a venue isn’t receptive to you seeing the space without management present, it could be a red flag that there’s something they don’t want you to notice.
During your walkthrough, pay close attention to what’s included in the rental. Some venues provide tables, chairs, AV equipment, or even post-event cleaning and security, while others leave those details up to you. Knowing what’s included helps you avoid surprise costs and allows you to allocate more of your budget toward other priorities like food, décor, or entertainment.
This list is meant to be a comprehensive guide—not every question will apply to every event. Use it as a reference to help you make confident, informed decisions when selecting your venue.
Event Purpose and Vision
What’s the main goal of your event?
What ambiance or atmosphere do you want to create?
Guest List and Accessibility
How many guests are you expecting?
Do you need accommodations for accessibility or special requirements?
Preferred Date and Timing
Do you have a specific date in mind?
Are there time constraints to be aware of?
Budget
What’s your venue budget range?
Does that budget also need to cover catering, décor, or rentals?
Event Style and Theme
Are you leaning toward a specific theme or design style?
Do you have colors or aesthetic elements in mind?
Availability & Capacity
Is the venue available on your preferred date?
What are the maximum and minimum guest capacities?
Logistics & Services
What’s included in the rental fee (tables, chairs, linens, AV, security)?
Do you provide in-house catering, or can we bring in outside vendors?
Will there be on-site staff available during the event?
Setup & Access
How early can we access the space for setup?
Is parking available for guests and vendors?
What’s expected at checkout—do we handle cleanup, or does the venue?
Technical Facilities
Is there AV equipment on-site (mics, projectors, speakers)?
Is there space for a DJ or live band?
Are outlets conveniently located, and is power sufficient for your needs?
Vendor Restrictions
Are there restrictions on bringing in outside vendors?
Do you have a preferred vendor list?
Facilities
Is there a catering prep space or kitchen?
Is there storage or holding space for vendors?
Location & Accessibility
Is the venue easy to get to by car or public transit?
Is the area clean, safe, and welcoming?
Will surrounding traffic, businesses, or noise affect your event?
Are restrooms clean and adequate for your guest count?
Layout & Flow
Does the layout fit your event’s flow—ceremony, dining, dancing, etc.?
Where will special moments like entrances or dances take place?
If the ceremony and reception are in the same space, how will transitions work?
Ambiance & Aesthetics
Does the style and décor match your vision?
Will you need to spend significantly on décor to transform the space?
Weather Considerations
For outdoor events, is there a solid backup plan for bad weather?
Are indoor options available if needed?
Visit Multiple Venues – Don’t settle for the first option; compare at least two or three.
Take Notes & Photos – Details blur together; document everything for later reference.
Ask for References – Hearing from past event hosts gives helpful insight.
Negotiate & Clarify – Confirm rental fees, inclusions, and contract details upfront.
Trust Your Gut – If a space doesn’t feel right, it probably isn’t.
Venue visits aren’t just about finding a space—they’re about making sure your celebration has the right foundation. By preparing thoughtful questions, observing details closely, and trusting your instincts, you’ll be equipped to choose a venue that feels like the perfect fit for your event.
