A Wedding Site Visit is SO important! If you’ve yet to hear the term I am happy to enlighten you. A Wedding Site Visit is a trip you take out to your Wedding Venue(s) with the intention of planning your wedding day setup structure. The benefits of this Site Visit are plentiful. I have a list of tasks and best practices for you when you schedule yours. #ofcourseIdo
Free Workshops on Wedding Site Visits
Before I start into this post I would love to draw your attention to our Free Wedding Planning Workshops page. I host Free Facebook Event Workshops on Site Visits 5 times a year. I’m betting you might find it helpful 😉
When to have a Wedding Site Visit
The ideal time to schedule your first Wedding Site Visit is about 2 months before your wedding. This time frame gives you enough time to make adjustments to your plan. This estimate is flexible. If your venue won’t have any changes happen to it between now and your wedding, you can go closer.
Venues such as farms, wineries or private properties can sometimes have weather affect their landscaping weeks before a wedding. Hotels and resorts will never change based on the weather. So take into consideration your own venue.
How to Schedule a Wedding Site Visit
Give your Wedding Venue plenty of time to prepare for you. Again, hotels need less notice than private properties, since they’re used to lots of wedding traffic. Call your Venue coordinator about 1 Month before you want to schedule. So, 3+ Months before the Wedding Date.
Inform him/her that you would like to set up a time to walk through the venue. You’ll want to take a few pictures and make some planning notes. Mention that you would like to do this in about 3-4 weeks. This way you’re giving them lots of room to schedule you.
Note: Your Wedding Site Visit will likely be on a weekday. It’s best when the venue is either closed, less busy and not hosting another wedding on the same day. You might think that’s a good idea, to visit a venue while another wedding is happening, but it truly isn’t. You will not get the attention you need from the Venue Coordinator because he/she will be focused on that day’s Bride and Wedding.
Scheduling in 5 Steps
- Call the Venue 3+ Month Prior to your Wedding
- Say you want a Site Visit in the next 4 Weeks from today
- Ask them to give you 2-3 date options
- Request a time closest to your Ceremony Time
- Schedule, or Hang up and wait for a follow-up email with the date
How to Have the Site Visit
Once you’ve scheduled and the day comes, you’ll want to be prepared. This is the main reason to attend one of my Free Wedding Workshops on Site Visits. In the Workshop, you receive a worksheet that teaches you to walk around the Venue thinking critically.
- Take pictures of where you want your Project Blocks to be set up by your Set Up Crew.
- Ask Questions about the Venue rules and your wedding. You likely already did this once before you booked the venue. But now you have more information about your wedding. Specifically, target questions about setting up your wedding needs.
- Consider the GEG Vendor Interview Book of Questions!
- Make changes to your layout if you discover problems.
- Print out your pictures and draw your design ideas on them.
- Finally, confirm all arrival and set up times with your Venue contact so that the Big Day runs smoothly.
Site Visit Affiliate Sponsor
The Site Visit Workshop on Facebook is brought to you in part by our friends over at Wedit. A Wedding Video program that allows you to never miss a capture. Read more about Wedit and Wedding Videos.
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Hi there! I’m Kandice, Owner of Green-Eyed Girl Productions and engineer of The Project Block System. Thank you so much for stopping in on this blog post! For more Wedding Inspirations, How-To Articles, Vendor Advice and DIY Projects, join our Inspired Coordination Newsletter by subscribing below. You’ll get informational posts just like this in your inbox on Fridays.
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