Final wedding venue walk through check list; questions to ask
With a million and one things to think about before your big day, the nervous energy, excitement, overwhelm and everything in-between is real. The final venue walk-through is the last time you will visit your wedding venue before the big day. I would recommend carrying out about two weeks before the wedding.
You need to make sure that you leave this last meeting rest assured that all areas are covered, all questions are answered and any problems ironed out, so that your event will be as smooth-running as possible. A final walk-through gives everyone that piece of mind and it also ensures that nothing gets overlooked.
I have put together a final checklist of things to think about at this meeting and questions that you should be asking.
Preparing the for the walk through
A final walk-through of your venue should be fun and informative, so being as prepared as much as possible will alleviate that stress. It should include both you as a couple, the venue co-ordinator, wedding planner if you have one, as well as the catering manager. Additional suppliers such as décor companies could come along especially if they are unfamiliar with the venue.
This meeting is your time to ensure the slick planning of your wedding. It’s the last time you will have all of your questions answered to ensure everything is in hand. If the venue have sent you a list of questions ahead of this meeting, ensure you have as many of these answered as possible in advance to save time.
What you can bring?
When I have planned for final meetings with event venues in the past, I always ensure I have my checklist of questions with me that still need answering, floorplans and all other paperwork to hand. Preparation is key here. I would recommend having your event folder with you including the supplier contracts and quotes, a near finalised wedding day timeline as well as the order of the ceremony and a finalised floorplan prepared prior to this meeting. Having extra copies of all of this paperwork is always handy to give out to those that are attending the meeting. Copies of all contracts should be with you to review if you need it.
I have broken down key areas that you should cover in your final walk-through. These include the following:
Set up timings and access
Finalise the set timings for both the ceremony and the reception venue. Find out when you can get access to the venue. It’s important to find out during this walk-through when your suppliers can access the space and start to set-up. Make sure this information is communicated back to all. Also, double check what time they have to leave so as to avoid any extra billing. Ask questions like;
When can we drop off things like décor, menus, table plan?
What time can we start setting everything up? (if you’re doing your own setup can you ask to do this the day before)
Where are all the access points for the venue (so you know how various suppliers can get in)
Wedding day timelines
Its important to communicate all the arrival and departure times. Talk about the ceremony and reception set-up, flow of guests etc from one area to the next. You should have a good idea at this point of a timeline and a schedule for the day. At this meeting its the time to check and review it with everyone, to ensure there are no significant changes.
I would recommend having a physical walk through of your space, imagining the event from the beginning, right through to the end. Point out how the order of events will flow and always make sure to address any specific questions that you may have.
Look at the bride and groom prep timings
Registrar or officiant catch up ahead of your ceremony
Ceremony start and finish times
Pre-wedding breakfast drinks reception timings
Wedding breakfast timings
Speeches
Evening guest arrival times
Evening buffet or food truck timings
Cake cutting & first dance timings
Music and entertainment timings
Start of the evening reception
Wedding ending celebrations and goodbyes
Questions you can ask include:
What time can we arrive with our wedding party? Ensure you check this with the venue so you all know the approximate time of everyone’s arrival and update the timelines accordingly
What are the final timings for arrival, canapés, dinner, entertainment etc?
Who will announce our entrance into the reception venue?
What happens if people arrive early, are they allowed to wait in the lobby/garden/reception area?
Ensure to cover plans for your exit so everyone becomes aware
Supplier information
Ensure you have a list of all of the suppliers, including their contact details that will be working on your wedding. This will need to be forwarded on to your venue. Details of each of the suppliers, what they are providing, when they will be arriving etc and the location of the set up will need to be communicated. Other questions to ask include;
Will there be meals for suppliers staying through the reception, like the band and photographer?
If you’re hiring a band, don’t forget to ask if there’s an available space for them to get ready. Confirming this detail ahead of time and communicating it back to the entertainment company, will ensure you avoid any added stresses.
Final numbers and guest information
You will need to inform the venue of your final guest numbers and any special dietary requirements. If there are any other specific guest requests pass this information on. Questions to think about.
What are the payment methods available for guests at the bar
What kind of bar are you having eg cash bar, free bar, what drink are you providing for upfront?
Floorplans
Go over the floorplan and advise any of the logistical needs for the venue for setup to ensure they are providing what is needed. This ensures all know the flow of people throughout the day. You should also confirm your final table plan and layout of the tables with the venue. Find out when is the last time you can make changes to the seating arrangements. Also advise the venue where the special dietary requirements are sitting as well as any highchairs that may be needed.
Have a discussion about other floorplan areas such as casual seating zones, dessert areas/rooms, outdoor seating areas if having these, bar set up etc. Discuss how each areas will be set up in detail.
Additional information to consider
Some other considerations you should look to discuss;
For other hire companies ensure you inform the venue of everything coming in and that you have the right number of tables, chairs, side tables, bars, glassware, crockery and cutlery etc if this is being hired in.
How will entrance music be played? Through the PA system, or by the band/DJ? Who will be announcing this?
Does the venue have a cake stand and knife?
Signage: Do you need additional signage or are you providing this. Let the venue know your plans
What is the noise curfew, if the venue has one? Are there any restrictions or rules that the DJ/band need to be aware of?
If you have a suppliers who will be setting up outdoors, is there a designated space for them?
Where can the wedding party leave their belongings?
For outdoor weddings, in case of rain, whats the plan B?
Where are all the toilets are located
Find out the parking arrangements for family, suppliers and the guests
Where can you store gifts and cards safely? And advise who will collect them later
