All the Types of Venue Events: Why Visiting Venues Is Crucial in Wedding Planning

Picking your wedding venue is one of the most exciting parts of planning your big day. It underpins everything and is the deciding factor in how your wedding will look, feel, and flow. From your maximum headcount to the type of vendors you can use, every decision starts with the venue.

That’s why visiting venues in person is absolutely crucial. Whether it’s via a private viewing, an venue open day, or even a wedding venue fair, seeing the space yourself will help you envision what your big day might look like in a way websites or social media pages just can’t. But, what is an in-person venue visit, and how do you book them?

Don’t worry—we’ve got you covered. In this guide, we’ll break down the different types of venue visits, what to expect from each, and how to book them. So, sit down, grab a cup of tea, and learn about all the different types of venue visits and what you need to look out for at each one. 

Why visiting venues is crucial in wedding planning

Seeing a wedding venue in person is a completely different experience from scrolling through their website or social media. Yes, the pictures may be lovely, and yes, they may showcase the very best of the venue. But, nothing beats actually walking through the space, soaking up the atmosphere, and imagining your special day there. 

And that’s not all. Check out these 4 reasons why visiting wedding venues in person is crucial:

• You’ll spot details you may miss online. Just as with house listings, venue photographs often overlook any less desirable spots in a wedding venue, choosing to focus on their best parts. While we completely understand that venues want to show themselves in the best light, seeing the venue from all angles is crucial to ensure there are no surprises and that everything meets your needs on the day.
• To test the logistics. Just because a venue claims to be accessible doesn’t necessarily mean that it is. Visiting yourself means you can check how accessible it actually is. For example, is the venue accessible by design, or will it need specific accommodations? Are all the bathrooms wheelchair-friendly, or just some? Is there a quiet space for neurodivergent guests to retreat to if they need a break? These details are so important for making sure every guest feels comfortable and included.
• You can get to know the staff. The venue staff are just as much a part of your wedding day as your guests and vendors. You need to get a feel for the team, balancing whether they’re warm, professional, and genuinely invested in making your day run smoothly. Meeting them in person gives you the chance to see if you gel before the big day. 
• To experience a gut feeling. Sometimes you just know when you’ve walked into the right venue, and you’re not going to just know by looking at pictures online. Being there in person lets you experience the atmosphere, allowing that elusive gut feeling to kick in and tell you, “this is the one.”

A brief overview of wedding venue events

Let’s learn a little more about wedding venue events, including what they are, what you can expect, and some practical booking tips. 

All about wedding venue viewings

What is a wedding venue viewing?

A venue viewing is a private, pre-booked tour of a wedding venue, and can make all the difference when deciding if a space is right for you. It’s usually conducted by a wedding coordinator or the venue’s events or hospitality manager, and will include a tour of the gardens, the venue and its key spaces, any changing rooms or wedding suites, and any other wedding facilities like spas or guest accommodation. 

How does it work?

You’ll need to book your viewing in advance, using Bridebook’s in-app date-picking tool. Once confirmed, simply return to the venue at your preferred date and time to be greeted by your host in the reception. Be sure to bring your future spouse and anyone else you need to make your decision. Whether it’s your mum, maid of honour, or your most trusted bridesmaids, having a small group of supportive voices can help you spot details you might miss.

Top tip: Keep your Bridebook app to hand so you can tick off any must-ask questions as you go, jot down notes, and save photos for later. It’ll make comparing venues afterwards a breeze.

Who’s it best suited for?

Private viewings are usually (though not necessarily) one of the last wedding venue visits, following on from an open day or a wedding fair. They’re best suited for couples who have already narrowed down their shortlist and are seriously considering booking. 

This is your opportunity to see the wedding venue in a slightly more private setting, with the full attention of the events team focused on you and your vision. It’s perfect if you have any final questions and want to take the time to chat them through—something that can be tricky when you’re in a crowd or competing for attention at a more public event like an open day or wedding fair.

Typical duration and format

Wedding venue viewings can last anywhere from 45 minutes to an hour and a half, depending on how many questions you have and the size of the venue. If you’re tight for time or juggling multiple viewings in one day, you can ask your host how long their viewing typically lasts to ensure you don’t run over.

Whether it’s a whistle-stop tour or a luxurious stroll around the venue with a tea break in the middle, most venue coordinators will be happy to adapt the pace to suit your preference. 

What couples can expect at a venue viewing

At a viewing, couples can expect:

• A full venue tour, including the main building, grounds, accommodation, and more.
• An introduction to the staff, including managers, hospitality staff, and key team members like caterers or coordinators who’ll be involved on your big day.
• A tour of the most popular photo spots, including both indoor and outdoor options. 

How to book a venue viewing

You can easily book a private viewing directly using your Bridebook app. Simply select your venue’s Bridebook profile, and use the calendar picker to book your viewing directly via the app. You’ll see their availability right there, so it’s easy to pick a time that works for both of you. 

Alternatively, you can just request a viewing through a simple enquiry form, ticking the viewing intent checkbox, after which the venue team will get back to you to confirm the details.

What to bring to a venue viewing

There’s nothing you technically need to bring to a private viewing. However, bringing some tools can make the meeting run smoothly.

1. Your phone. We know, we know—who goes anywhere without their phone, right? But having your phone ready to take photos, record notes or voice memos, and make use of Bridebook’s Favourites and Scrapbook tools will make the whole experience so much easier. You’ll be able to tick off questions as you go, save key details, and keep everything neatly organised in one place.
2. A list of questions. Even if you think you’ll remember them, the excitement of the day can make your mind go blank. Jot them down in advance in either your Bridebook or notes app for a seamless process. 
3. A tape measure. If you’re planning big installations or need to check space for things like a band or long banquet tables, a quick measurement can save headaches later.

For more information, check out our ultimate guide to wedding venue viewings.

All about wedding venue open days

What is a wedding venue open day?

A wedding venue open day is a relaxed, open-house style event where lots of couples are invited to view a venue all at once. The rooms will usually be dressed for a wedding, and there will be lots of staff on hand to answer questions. It’s the perfect opportunity to get a feel for a venue without the formality of a one-on-one viewing.

How does it work?

Typically, a venue will advertise its open days on its social media accounts, on its website, and through the Bridebook app. You don’t typically need to RSVP. However, some venues will ask you to book a free space and/or answer some pre-qualification questions for a rough idea of the headcount. 

When the big day arrives, the main room will be well signposted for the event. Follow the signs, and you’ll be greeted by members of the events team who may take your name, hand you a goody bag, and give you a quick rundown of what’s on offer. You’ll then be free to wander around at your own pace, exploring the ceremony rooms, reception spaces, and grounds. 

Who’s it best suited for?

Open days are best suited to couples who have just started looking at wedding venues. They’re relaxed, low-commitment, and the perfect way to dip your toes in and see what’s out there. You’ll get loads of inspiration without the pressure of making a decision on the spot, and it’s a brilliant chance to start narrowing down your shortlist.

Typical duration and format

The beauty of an open day is that you can spend as long or as little time at the venue as you’d like. They’re usually a morning, afternoon or evening affair, with open hours spanning some 4 to 5 hours. For example, the venue may open its doors between 11 am and 4 pm, or between 12 pm and 5 pm, with drop-ins at any point between those hours.

Once you’ve arrived, most couples like to do an initial lap to take everything in, then go back to chat with the suppliers or venue staff that really caught their eye. Others may pop in for just 20 minutes to get a quick feel for the place. Whatever your preference, there’s no pressure. Take your time, soak it in, and make the most of the day!

What couples can expect at an open day

Couples can expect a relaxed feel, beautifully styled spaces, and hopefully some free canapés! Open days are intended to be much less formal than other wedding venue visits, meaning you really can make what you’d like of it. If you want to spend all day or evening there, soaking in the details, you can. Similarly, if you want to zip around in 10 minutes, you’re more than welcome. All that matters is that you get what you were hoping for.

Pro tip: If you like the feel of the venue but want a closer look, you could always follow up your visit with a private venue viewing! 

How to book an open day

First things first—check with the venue to see if you need to book. If you do, it’s usually just a quick online form or a free registration through email or a platform like Eventbrite. Most venues don’t require you to book in advance, but it’s always a good idea to let them know you’re planning to come along so they can be prepared. Sometimes, the venue will also have you answer some simple pre-qualification questions to get an idea of things like headcount.

An easy way to book a wedding venue open day is through the Bridebook app. You can send a direct enquiry to ask if they’ve got an open day coming up or to secure a spot if booking is required. This enquiry will go to your ‘Messages’ tab, where you can keep chatting to the venue to confirm your attendance and any next steps.  

What to bring to an open day

Again, there isn’t anything you need to take to an open day. However, some things and people can smooth the waters, making the whole experience more fun. 

1. Your wedding tribe. Don’t be shy about inviting your mum, maid of honour, or a couple of close friends whose opinions you really trust (as well as your partner, of course). They’ll not only hype you up, but may also notice details you might miss. Just remember, you may need to confirm the number of attendees with your venue, just in case they’re preparing drinks or canapés ahead of time.
2. Lists upon lists. Create a list of your venue non-negotiables to prompt you before the open day. Whether it’s headcount, accessibility considerations, budget, or photo opportunities, having it on hand will make it easy to see how the venue lines up with your vision. You can even keep it in your Bridebook app for easy access and updates.
3. Your phone. Use your phone to snap photos, take videos, and make a note of any thoughts you have as you wander around the venue (you can save these directly in your Bridebook app). It’ll make it easier to recall when you’re at home that evening, and you’ll thank yourself later when you’re comparing venues.

For more information, check out our ultimate guide to wedding open days.

All about wedding venue fairs

What is a wedding venue fair?

Wedding venue fairs are, again, quite informal events where you can explore a venue at your own pace. The room is, again, dressed for a wedding, and you’ll get the opportunity to interact with staff and managers just as you would at an open day. However, with wedding venue fairs, local vendors and suppliers are also invited to set up booths showcasing their work. 

These are usually suppliers the venue knows well and recommends. They may have worked with them before, for example. 

More general wedding fairs (also known as wedding shows), on the other hand, tend to be bigger, more formal affairs where lots of vendors are invited to a larger venue or exhibition hall, often attracting hundreds of couples at once. These can be brilliant if you want maximum choice and inspiration, but they don’t always give you the same intimate feel or chance to picture your wedding in a specific venue like a wedding venue fair does.

How does it work?

You’ll probably need to book your place at a wedding venue fair, just so the venue can get an idea of numbers and ensure their vendors aren’t overwhelmed trying to speak to too many people at once. You can either do this through the venue’s website or through a ticketing link, like Eventbrite. Once you’ve confirmed your headcount, you’re good to go. 

Simply show up at the designated date and time, and make your way to the welcome desk, where staff will check you in and usually hand you a programme or map of the event space. From there, you’ll be free to wander around the venue, meet suppliers at their booths, and explore the spaces dressed for a wedding.

Most couples like to do a quick lap first to see everything on offer, then circle back to the suppliers and staff they want to chat to in more detail.

Who’s it best suited for?

Wedding venue fairs are best suited to couples in the mid-stage of their venue planning. They’re perfect if you’ve already got a shortlist of venues and want to dig a little deeper into what each one offers, as well as getting to meet lots of different suppliers to learn more about their personal style and pricing. It’s two (or more!) birds with one stone. 

Typical duration and format

As with open days, a wedding venue fair will likely go on for between 4 and 5 hours. However, you can spend as long as you’d like there. If nothing takes your fancy, leave after 30 minutes. If you find a florist you really click with, take your time chatting to them. Some vendors will even give you instructions on how to book a follow-up consultation or tasting session (where relevant) so you can explore their services in more depth later on.

Vendors will usually set out individual booths around the perimeter of the event room with portfolios, brochures full of packages and pricing, samples of their work, and even a few freebies like cake bites or sweets. It’s the perfect opportunity to see their style up close, ask questions about how they work, and get a feel for whether they’re the right fit for your big day.

What couples can expect at a wedding venue fair

Couples can expect laid-back vibes and the opportunity to meet lots of different suppliers all at once, while also familiarising themselves with the venue’s key spaces. If you’re in the mid-point of venue planning or have booked your venue and now need to start thinking about vendors, a wedding venue fair could be just the weekend activity to get you booking. 

How to book a wedding venue fair

Similarly to open days, you’ll need to check with the venue to see how they’d like you to book. A quick message on the Bridebook app is all it takes to get organised. Then, book your tickets, confirming how many people you’re bringing with you so the venue can prepare accordingly.

Once you’re booked in, you’ll usually receive a confirmation email with details like timings, directions, and a list of the suppliers who’ll be there. Pop it all in your Bridebook app so everything’s in one place, and you’re good to go!

What to bring to a wedding venue fair

There are a few things you might like to bring to a wedding venue fair to make the day more enjoyable:

1. Your phone. Goes without saying, right? Your phone will be great for snapping pictures, making notes, and maybe even taking a few short videos for you to look at later. 
2. Your wedding mood board. The best way to see if a vendor matches your vibe is to show them what you’re envisioning. Whether it’s your Bridebook Scrapbook, a wedding Pinterest board, a folder of saved Instagram posts, or a few magazines, having visual inspo will make it so much easier to communicate your style.
3. A list of must-ask questions. It’s easy to get caught up in the excitement of the event and forget the practical stuff, so jot down any non-negotiables or burning questions so you don’t miss anything important.

For more information, check out our ultimate guide to wedding venue fairs.

Some practical advice on venue events

Looking for some more practical advice on how to navigate these venue events? Read on for key questions you might like to ask, as well as potential red flags to look out for on your visits. 

Essential questions to ask on the day

You might like to ask:

• Is the venue exclusive use?
• What’s the price difference for a weekday wedding?
• Are catering and accommodation included in the price?
• Can we come in the day before to set up? Is there an extra charge for that?
• Do we clean up the next day, or do you do that?
• Do you allow sparklers, fireworks, or confetti cannons?
• Is there a noise curfew?
• What’s your wet weather plan?
• Do you have a recommended taxi company or shuttle service for guests?
• Do you offer free overnight parking?
• Is there space for a photo booth, live painter, or other entertainment extras?
• Do you have somewhere secure for gifts and cards during the reception?
• Can the bridal party get ready on-site, and how early can we arrive?
• Is the honeymoon suite included in the package?
• Can we bring our own drinks? Do you charge corkage?
• Are suppliers allowed to do a walk-through before the wedding day?

You might find yourself with more questions on the day, so it’s a good idea to make some notes as you walk around. Having your list handy in the Bridebook app allows you to easily check off items and jot down answers right then and there. This way, you’ll feel organised and prepared to compare venues later, making the whole process more enjoyable and stress-free. 

Red flags to watch for during venue visits

There are a few red flags you might want to look out for when attending wedding venue events.

• An overfull venue. This is a low-key red flag, but if the venue has packed as many people as possible into the space without any thought for comfort, flow, or how a real wedding would actually feel, it’s definitely worth noting. 
• Disinterested staff. If the venue team seems rushed, distracted, or not particularly keen to answer your questions, take that as a sign. You deserve a team that’s warm, attentive, and genuinely excited about your big day. 
• Vague answers. Watch out for staff who can’t give you clear responses on things like pricing, capacity, or timings. Transparency is key, and if you’re getting a lot of “we’ll get back to you,” it could make planning stressful later on.
• Hidden costs. If venues or suppliers aren’t upfront about extras like corkage, late-night extensions, or cleanup fees, that’s a definite warning sign.
• No backup plan. Whether it’s for bad weather, unexpected illness, or a power cut, a venue (or  supplier) should always be able to tell you their contingency plans. If they can’t, that’s a risk you probably don’t want to take.

Next steps

Looking to follow up after your wedding venue event? Follow these 3 simple steps to ensure your wedding is the one that sticks in their mind. 

1) Follow up

After the event, shoot the venue team a quick thank-you message to let them know you appreciated their time and to keep the conversation going. Maybe reiterate your interest in the venue (if it was genuine) and ask about next steps. If you’re using the Bridebook app, pop it straight into your Messages tab so everything stays in one place.

2) Collect & compare

Once you’ve visited a few venues, it’s time to sit down and compare your notes, photos, and videos. Which one made you feel special? Which one was big enough to hold your dream guest list? Were there any places where the staff made you feel especially welcome? All these are crucial clues to help you decipher “the one”.

3) Make a decision

It doesn’t have to be immediate, and you’re very welcome to visit more wedding venues first. However, at some point, you will need to make a decision. This typically involves finalising your wedding date with the venue, and paying a deposit to secure that date.

Once you’ve booked your venue, everything else just falls into place. So, don’t leave it too long—dates book up quickly, especially at the most in-demand venues and you don’t want to lose your dream spot to another couple. Trust your gut, lean on your notes (and your Bridebook app), and go for the venue that feels right.

Pick your dream wedding venue with Bridebook

Through whatever method or type of event, visiting venues in person is a game-changer for your wedding planning process. It allows you to really get a feel for the place, and seeing it dressed for the event while meeting the staff will give you the confidence to picture your big day there. With Bridebook, you can easily find, book, and keep track of your private viewings, open days, and wedding venue fairs—all in one handy app.

So, open your Bridebook, start exploring venues, and take that exciting step towards saying “I do” in the venue of your dreams.

You Might Also Like…

• The Ultimate Guide to Wedding Venue Viewings
• The Ultimate Guide to Wedding Venue Open Days
• The Ultimate Guide to Wedding Venue Fairs
• Top 10 Tips for Choosing Your Dream Wedding Venue
• 22 Questions to Ask Your Wedding Venue

Happy Planning!