Choosing the perfect wedding venue is a pivotal decision in your wedding planning journey. However, sometimes circumstances prevent you from visiting potential venues in person. Perhaps you’re planning a destination wedding, juggling a hectic schedule, or dealing with travel restrictions. Whatever the reason, you don’t have to compromise on finding a venue that aligns with your dream wedding vision.
In this feature, we dive into how you can confidently select your wedding venue without setting foot on the property. We’ll be chatting with seasoned wedding planners and representatives from top wedding venues to gather their expert tips and insights. From leveraging virtual touring options to relying on the expertise of your wedding planner, and utilizing digital tools and resources, we’ll guide you through the process. Our aim is to empower you with the knowledge and strategies needed to make a well-informed and assured decision, ensuring your wedding venue is everything you’ve dreamed of, sight unseen.
How to Confidently Choose Your Wedding Venue Without Touring in Person
1. Know what you want
“Before you start your search, identify the most important things you want in a venue. Consider whether you would like an indoor or outdoor ceremony, your guest count, style, and any specific requirements you have, such as whether you would like your guests to stay on property or nearby. Utilize Green Wedding Shoes, social media platforms like Instagram and Pinterest, and even AI to find potential venues. Online searches can include “top full service wedding venues San Francisco” or “best outdoor wedding venues Wine Country.” Refine your searches to find venues that match your specific criteria and location preferences. Once you find a few spots, remember that using satellite imagery and street view on platforms like Google Earth and Google Maps can give you a better understanding of the venue’s surroundings.” – Raquel Bickford, Founder & Executive Producer, ROQUE Events
2. Request additional information.
“Ask for floor plans, layout diagrams, and any other relevant information that can help you visualize the venue. Engage in detailed conversations with the venue’s event manager. Share your desired vision, preferences, and any concerns you might have.” – Misty Damico, CEO + Founder, Luxe Event Productions
3. Lean on your wedding planner
“We’ve chosen venues for our clients before without ever setting foot in them, and while there’s always a slight hesitation in doing so, we always scour through other vendors that have potentially worked there and gotten a sense for how the flow works, the light works, the extra logistics you may need, etc. to make sure it’s the right fit from a professional standpoint, but also for the couple you’re working with. Having a planner that knows how to utilize resources in the industry and knows what to ask for from other vendors who have potentially worked at the venue before really makes the venue selection process a breeze if you can’t see it in person first hand just yet!” – Chloe Skelly, Chloe Alise Events
4. Try virtual touring
“Our venue offers a virtual tour for those who cannot tour in person. Whether you can’t travel to the venue or want to re-visit with family and friends who can’t make the trip, you can explore the venue from home! You can also request additional photos or videos if you’d like to view the venue during a particular time of time. For example, the grounds may look very different in each season so you’ll want to explore that before making a decision!” – Jessica Rodriguez Hanselman, Crossed Keys Estate
5. Think about reputation
“Your venue isn’t just a piece of real estate. There was a certain amount of love and energy that brought it into its current form and there will be a certain interaction with the people who run it throughout your wedding process. It’s helpful to check if the people running it have a good reputation. Are they easy to work with and helpful in your interactions with them? Do they have a track record that highlights a consistent approach and level of hospitality over a long period of time?” – Vijay Goel, COO, 440 Elm
6. Check out where the venue has been featured
“If you’re in a position where you cannot physically tour your dream wedding venue, there are still a lot of ways you can look around. I would focus on blog posts and Pinterest photos of real weddings at that venue. It will give you a great idea of the space and how other couples transformed it to their taste. And when/if you do have an opportunity down the line while planning, I highly recommend making a visit to your venue, even if it’s just the final walk-through. – Kari Dirksen-Smith – CEO + Lead Planner, Feathered Arrow Studio
7. Use a proxy if you can
“If you can’t go but someone else you trust can, then potentially send a proxy for you.” – Vijay Goel, COO, 440 Elm
8. Prioritize finding out the important logistics details
“It’s always hard to choose a venue without touring but if it has to be done, make sure you ask the right logistics questions! Use technology and have a video meeting with someone from or at the venue to see the space with your own eyes. Ask questions like the distance to the kitchen from the main spaces, the distancer to the bathrooms, and where high ceiling points are for hanging décor!” – Ariel Becker, Executive Planner, Becker and The Co.
9. Check out reviews online
“A great start to booking your venue sight unseen is to look at online reviews. Some of them will not only include a detailed account of the couple’s experience at the venue but will also include photos from their wedding day. That way you can get a realistic view of the venue as opposed to promotional photos on the website” – Lisette Gatliff, Lisette Gatliff Photography
10. Get video footage
“If you are not able to tour your potential venue in person, always request a video tour of the space to get the best sense for the layout and design before committing. Venues will be more than happy to provide you with a video tour and many have pre-recorded tour videos they can share as well. Additionally, request video samples of past weddings that have taken place at the venue. Venues always get a copy of wedding videos from videographers and should have several recent ones on-hand to show you to give you a sense for how the space can be transformed.” – Mandy Connor, Owner, Hummingbird Events & Design
11. Don’t forget to look into things like technology, infrastructure, and accessibility
“Ask about Wi-Fi availability, especially if you’re planning to have elements like a virtual livestream. Understand the acoustic dynamics. If the venue is known for echoes, you might need additional sound equipment. And consider accessibility for your guests! Is the venue accessible to guests with disabilities? Are there enough parking spaces, and is it close to the venue? Remember, while touring in person provides a tangible feel of the venue, thorough research and asking the right questions can also lead you to a venue that aligns with your vision and needs.” – Becca Davis, CMO, Fitzgerald Hospitality Group
12. Research local laws and regulations
“Make sure you understand any local regulations or permits required for events in the area where the venue is located. For example, certain locations have noise ordinances that may affect how late you can play music or where you can hold your reception.” – Raquel Bickford, Founder & Executive Producer, ROQUE Events
13. Ask for input from local vendors
“The local event professional community will have a sense of the great venues to work at in a given area. Ask local planners, caterers, florist, etc. for recommendations if it’s not an all-inclusive. Look for reviews or the reputation of the venue to get a sense of what people are saying about it and if that fits with your vision for your wedding.” – Vijay Goel, COO, 440 Elm
14. Pay attention to communication
“Ensure the venue’s management or coordinators are responsive. Good communication is vital, especially when you can’t visit in person. Don’t forget to discuss any concerns you have and ask questions until you’re satisfied.” – Becca Davis, CMO, Fitzgerald Hospitality Group
15. Trust your instincts
“Your intuition knows best! If a venue resonates with you, that’s a sign. Sometimes, your heart guides you to the perfect choice.” – Anastasia Shevchenko, Sheff Production Photography & Videography
16. Secure a flexible contract
“In case you encounter unforeseen issues upon seeing the venue in person later, make sure your contract allows for changes or cancellations. Review venue policies with your wedding planner to avoid any surprises. Finding a venue remotely can feel challenging, but with a wealth of online resources at your disposal, you can find your dream venue no matter where you are. Be diligent in your research, communicate openly with your planner, and trust your judgment to make the best decision for your special day.” – Raquel Bickford, Founder & Executive Producer, ROQUE Events
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