5 Reasons to Do a Final Venue Walkthrough

Get Ready for Your Big Day

If we were to give you one of the BIGGEST pieces of planning advice for the 6 weeks before your wedding, it is this- schedule another tour of your wedding venue before your event. There are so many benefits to taking the time to go back to your venue right before your big day. Ultimately, you want to be able to verify that you and the venue manager are on the same page about all the details.

So, when is the best time for a final venue walkthrough? Usually, you should plan a trip back to your venue 30-60 days before your wedding date. (Here’s a tip: some venues offer virtual tours, which may be a good thing to take advantage of depending on your schedule and location. Ideally you go in person, but make it work however you can!)

Here are our FIVE reasons why a venue tour 30-60 days out is so critical to the success of your event:

1. Refresh your memory

Depending on when you booked your space, it’s probably been a little while since you’ve seen your venue in person.

Usually touring venues is one of the first steps in wedding planning, and all the finer details haven’t been worked out yet. Even with pictures and videos, sometimes we remember things a little differently than they really are.

During a final walkthrough, you will have planned out the bulk of your celebration so it’s easier to visualize where everything should go. This is your chance to walk through each step of the day to

2. Finalize the Layout

This is a great time for you to create a final layout for everything in the space. You will want to make sure to have accurate dimensions when you walk around with the manager. Fill them in on your plans so they can confirm what will fit best in each area. If the venue has any concerns about what you are wanting with the space, this is a great time to discuss that.

One of our favorite resources for venue layouts is a website called AllSeated. Many wedding venues already have their spaces uploaded onto the website, so it’s a really fantastic way to virtually plan your layout. Not to mention, it’s also completely free to join!

Trust us on this, recording everything will make life easier for you, your setup team, the venue, and all your vendors. 

3. Go over the contract

It’s always a good idea to confirm with the venue what items they will be providing aka their inclusions. This can include tables, chairs, individual spaces, decorations, or other supplies. Be sure to let the manager know which things you’ll be utilizing on your day so they know what to plan and you know what you still need to pack & provide.

If you haven’t already, it’s officially time to create a wedding day packing list. This is a document that should outline every item included in your wedding day setup, down to the linens and candlesticks. This is also a great thing to share with anyone involved in your big day to make sure you’re all on the same page.

Don’t know where to start? We have a packing list checklist available here.

4. Ask Questions

Approach your final walkthrough prepared with any questions you may have for the venue manager. In our opinion, it’s better to air on the side of asking too many questions as opposed to not enough. (In reality, there’s no such thing as too many questions!) When planning a big event, you want as much information as possible.

Before you head to the venue, create a list of topics to discuss and questions to ask. As you chat with the venue manager, jot down the answers they provide. This will help you avoid forgetting anything important and remember what you talked about.

If you do end up forgetting a question or topic, send a quick email after your tour. We always recommend asking rather than assuming- it saves you from headaches on the wedding day.

5. Finalize the Details

This is the perfect time for you to look at all of your wedding planning as a whole and really assess how everything is coming together. In terms of the venue, double-check that you have provided all of the necessary documents and deposits before you leave the walkthrough.

Ask yourself about the overall timeline of your day and if there are any gaps that need to be ironed out. What about the vendors? Do they have all the information they need? Take this time to create a final guest count, which will be important in creating your layout as well.

In our experience, a final venue walkthrough is a wedding planning must-do. It will help you clarify and finalize all the details, but most importantly, get you really excited for your big day.

♥ The Everson Events Team