Your Final Wedding Venue Walk Through – What questions do I need to ask?

​As your wedding day draws near, the excitement and anticipation are likely to be reaching new heights and amidst all the last-minute preparations, you want to ensure that everything is in place and you have all your questions answered in relation to your venue. The final wedding venue walk-through is your chance to ensure that every detail aligns with your vision and that your special day will unfold seamlessly.

In this blog I thought it would be useful to share questions that shouldn’t go unanswered as you approach your wedding. Your chosen venue will sometimes invite you to a final venue walk through two to three weeks before your special day (if not, you can always request one).  This is your opportunity to put any final requests to the venue, to make sure that it is crystal clear to the venue what your expectations are, and also to get any final questions that you may have answered.

If you have a wedding planner or coordinator, you can always use the list of the questions below to do a final check-in with them too. They’ll likely be thinking about all of the below and can help you coordinate final checks with the venue.

You want to leave the venue happy and reassured. The next time you are most likely to be entering it, is on your wedding day!

Verify the Layout

Refresh your memory on the layout you planned during your initial visit. Confirm that all the arrangements are set up as discussed, including the wedding ceremony and reception spaces, seating, dance floor, and any additional areas you have incorporated into your wedding day plans.

Is the venue providing signage to help your guests navigate around the venue on your special day?

Remember that you will have visited the venue several times prior to your big day and will know the venue well, so you really need to walk around as if you were a guest.

Pay attention to the flow of traffic and ensure that directional signage will be in place to guide guests to key areas, such as your reception room, garden areas or restrooms. If you’re working with a designer to create stationary, this is another area where they may be able to support you creating signage in keeping with the theme of your events. Check with the venue in advance they’ll be happy to place this in the appropriate places for you.

Will the lighting provide the ambience I want to create?

Evaluate the lighting at different times of day, especially if your wedding spans from daylight to evening. Check that any planned lighting features, such as fairy lights, are properly installed and working as intended. Sometimes these are supplied by your wedding decor supplier, and so ask them if you are unsure what you have in place.

Is the venue aware of when suppliers are arriving?

Have a list of all your hired suppliers along with their contact information ready. Ensure that the venue coordinator is aware of who’s arriving when and where they should set up. Clear communication is key to avoiding any last-minute confusion.

When will any audiovisual equipment be provided, and where will it be kept? 

If you’re incorporating audiovisual elements into your wedding / reception, such as slideshows or live streaming and the venue is supplying the screens or equipment, find out how this can be accessed and who is responsible for placing it correctly. Also check who the point person will be on the day should there be any technical questions.

Are there any personal touches that can be added to restroom facilities?

Inspect the condition of the restrooms and guest facilities. Ensure they’re clean, stocked, and presentable for your guests. If there are any issues, address them with the venue team promptly.  Have you asked for items such as hand soap, or flowers to be placed into the restrooms to give that personal touch? If so, now is your chance to remind and discuss with your wedding co-ordinator at the venue. For more ideas on where you can add florals around the venue read our blog on unexpected places to incorporate wedding decor throughout the wedding venue.

Who will lay out the seating for the wedding and reception?

Confirm the number of guests for both your wedding ceremony and reception. Confirm who will lay out the chairs for the ceremony and when this will be laid out. Details like this are important for the Decor supplier to ensure the mandap can be placed as you originally planned when you first chose this venue.

Can we do a run-through of the itinerary?

Review the itinerary for both the wedding ceremony, lunch and / or reception, including key events like the breakfast for guests, ceremony, lunch, room turnarounds and then the reception. Make sure everyone involved, from suppliers to the wedding party, are aware of the itinerary. Email a copy of this to your suppliers so they can ask questions well in advance.

What is my Plan B and when do I decide on bringing the wedding indoors based on the weather forecast?

If you plan to have an outdoor component to your wedding, have you agreed a back up plan with your venue? How soon does the decision need to be made to bring the wedding indoors in case of rain? You will want to ensure that the indoor setup is just as appealing and that your venue coordinator is clear on executing the switch if needed.

Is there sufficient parking? Is the venue accessible?

Check that all areas are accessible to guests, including those with mobility challenges. Confirm that there’s ample parking available or make arrangements for transportation if needed. Check if you can reserve parking.

Key contact for your big day

It is good practice and will help your day to run smoothly if you identify a key contact for your wedding day to look after any last minute queries on your behalf. Share the details with your venue and let them know that they will be the contact on the day. Try and pick a friend or distant family member to ensure they have the bandwidth to support and answer questions as needed. Your nearest and dearest will likely be pre-occupied with more immediate activities.

Who is responsible for clean-up and disposal? 

Discuss the cleanup process with the venue team. Understand their expectations for when your wedding finishes, and make arrangements for any items you need to collect or take with you.  Find out when your suppliers are able to access the venue, including the times they need to have left by.

Your final wedding venue walk-through is an essential step to ensure that your dream wedding becomes a reality. By addressing these considerations and asking the right questions, you’ll not only ease your mind but also contribute to a smoother, more enjoyable experience for both you and your guests. With just two to three weeks left, your journey to an unforgettable wedding day is nearly complete!

If you’re at the early stages of planning and still exploring venue options, you can read through my blog on 20 Questions to ask your venue. As always, let me know if you have any questions or would like to me to write about something specific.

All the best, 

Rina