What to Look for When Touring Wedding Venues: Key Considerations for Finding the Perfect Location
Your wedding venue sets the stage for your entire celebration. From guest capacity and layout to vendor policies and hidden fees, every detail impacts your wedding day experience. To help you make an informed decision, this guide covers everything you should look for when touring wedding venues.
At Michelle Leo Events, we’ve toured countless venues and know exactly what to ask and watch for during a site visit. Here’s how to ensure you pick the perfect venue for your dream wedding.
Choosing the Right Wedding Venue: What You Need to Consider
1. Consider the Venue’s Capacity and Layout
Before falling in love with a venue, ensure it can comfortably accommodate your guest count. A venue that feels too tight can make guests uncomfortable, while an overly spacious one may lack intimacy.
Key Questions to Ask:
✔ What is the maximum guest capacity for a seated dinner vs. a cocktail-style reception?
✔ Are there multiple event spaces (indoor/outdoor) in case of weather changes?
✔ How does the layout work for ceremony, cocktail hour, and reception flow?
✔ Are there separate spaces for bridal party prep, vendor staging, and guest mingling?
💡 Pro Tip: Walk through the space as if it were your wedding day. Visualize where guests will arrive, sit, eat, and dance.
“At Blue Sky Ranch, we emphasize the importance of thoughtful event flow to create an unforgettable guest experience. Every venue has unique logistics to consider—from guest capacity to vendor access points and service areas. Michelle Leo Events is a master at designing layouts that not only accommodate guest comfort but also ensure seamless vendor operations. Their team carefully considers everything from catering load-ins to entertainment setups, creating a plan that maximizes the beauty of the space while maintaining effortless movement throughout the event. With MLE’s expertise, couples can trust that every detail is accounted for, resulting in a celebration that feels natural, elegant, and perfectly executed.”
2. Understand the Venue’s Rental Fees & Hidden Costs
Many venues have base rental prices, but additional costs can quickly add up. Understanding the full pricing structure upfront prevents budget surprises.
Key Questions to Ask:
✔ What is included in the venue rental fee (tables, chairs, linens, lighting, sound system)?
✔ Are there additional fees for setup, breakdown, or cleaning?
✔ Is security, parking, or valet service required, and is it included?
✔ Are there overtime charges if the event runs past the agreed time?
✔ Do they require event insurance?
💡 Pro Tip: Ask for a detailed breakdown of all costs in writing before signing a contract.
3. Know the Venue’s Preferred Vendor Policies
Some venues have an exclusive list of preferred vendors for catering, florals, rentals, and entertainment. Others allow you to bring your own vendors with approval.
Key Questions to Ask:
✔ Do we have to use your in-house catering or can we bring an outside caterer?
✔ Do you have a preferred vendor list, and are we required to use it?
✔ Are there restrictions on DJ, live music, or entertainment setups?
✔ Can we bring our own alcohol, and if so, is there a corkage fee?
💡 Pro Tip: If the venue requires preferred vendors, ask for pricing and menu samples in advance to ensure they align with your budget and style.
“At St. Regis Deer Valley, we partner with a carefully curated list of preferred vendors to ensure every event meets our high standards of service and quality. Our in-house catering team provides an elevated culinary experience tailored to each couple’s vision, and we guide clients through our trusted vendor partnerships for florals, rentals, and entertainment. Michelle Leo Events is a valued and trusted partner for obvious reasons—their expertise, attention to detail, and seamless collaboration make for an effortless planning experience and stunning event execution. While we do allow outside vendors with prior approval, working with our preferred partners, like MLE, ensures a smooth and stress-free wedding day.”
4. Consider Parking, Accessibility & Guest Accommodations
Your guests’ experience begins before they even step inside the venue. Consider parking, transportation, and accessibility—especially for elderly guests or those with mobility concerns.
Key Questions to Ask:
✔ Is there ample parking for guests, or will they need to shuttle/carpool?
✔ Are there ADA-compliant restrooms, ramps, and accessible seating options?
✔ What are the closest hotel accommodations for out-of-town guests?
✔ Does the venue offer bridal or guest suites for getting ready?
💡 Pro Tip: For destination weddings, consider whether the venue is easily accessible from airports and if guests will need transportation.
5. Check for Plan B Options in Case of Bad Weather
Outdoor venues are beautiful, but unpredictable weather can derail even the best-laid plans. Always check the backup options if your wedding is affected by rain, wind, or extreme temperatures.
Key Questions to Ask:
✔ What is the backup plan for outdoor weddings (tent rentals, indoor options)?
✔ Are heaters, fans, or climate control available for seasonal comfort?
✔ Who makes the final call on weather-related changes, and by what time?
💡 Pro Tip: If a venue requires a rain plan commitment days in advance, make sure you’re comfortable with their policies.
6. Ask About Timing, Curfews & Noise Restrictions
Some venues have strict event timelines and noise ordinances—especially those in residential areas or national parks.
Key Questions to Ask:
✔ What time can vendors arrive for setup and breakdown?
✔ What time must the event end due to noise restrictions?
✔ Are there rules on amplified music, fireworks, or late-night celebrations?
💡 Pro Tip: If your venue has an early curfew, consider an after-party location nearby to keep the celebration going.
“At 4U Ranch, we want every wedding to feel like a seamless and unforgettable experience, so we set clear expectations for event timing and noise policies. Being in a scenic, rural setting means balancing incredible celebrations with respect for our surroundings. Michelle Leo Events understands this, and they work closely with our team to create timelines that maximize the event experience while staying within the local and venue guidelines. Their ability to coordinate setup, entertainment, and breakdown ensures that every event runs smoothly, allowing couples to enjoy their day without last-minute surprises.”
7. Find Out What’s Included vs. What You’ll Need to Rent
Some venues provide tables, chairs, linens, and glassware, while others require you to rent everything separately.
Key Questions to Ask:
✔ What furniture and decor are included in the rental?
✔ Do you provide lighting, AV equipment, or dance floors?
✔ Are there restrictions on hanging decor, candles, or open flames?
💡 Pro Tip: If the venue includes rentals, check their style, quality, and condition to ensure they fit your aesthetic.
“Transparency in pricing is key to ensuring couples can plan their wedding with confidence. At River Bottoms Ranch, we provide a detailed breakdown of what’s included in our venue rental so there are no surprises down the road. From tables and chairs to getting-ready spaces and on-site coordination, we want our couples to understand exactly what they’re receiving. Michelle Leo Events is exceptional at guiding couples through these details, ensuring they consider every factor—from setup and breakdown fees to potential overtime costs. Their expertise helps couples budget realistically and make informed decisions, so their day unfolds flawlessly.”
8. Understand Contract & Cancellation Policies
Before booking, carefully review the contract terms, deposit structure, and cancellation policies.
Key Questions to Ask:
✔ How much is the deposit, and is it refundable?
✔ What is the cancellation or postponement policy?
✔ Are there penalties for date changes or rescheduling?
✔ What happens if an emergency forces us to cancel?
💡 Pro Tip: Always get everything in writing and review the contract with your planner before signing.
“Understanding a venue’s contract and cancellation policies is just as important as loving the space itself. At The Kimball Terrace, we believe in transparency, ensuring couples know exactly what to expect regarding deposits, rescheduling, and cancellations. Michelle Leo Events is an incredible partner in this process—they carefully review contracts, ask the right questions, and guide couples through every detail to avoid surprises. Their expertise ensures that couples are fully informed before signing, giving them peace of mind that their venue contract aligns with their wedding vision and overall planning strategy.”
9. Get Expert Guidance in Choosing the Perfect Utah Wedding Venue
Choosing the perfect wedding venue is one of the most important steps in your planning journey—and having the right information can make all the difference. Whether you're drawn to a luxury resort or a more private setting, or you're still deciding what time of year is best for your celebration, these resources will help you weigh your options with confidence:
Top Destination Wedding Venues in Park City, Utah – Explore some of the most breathtaking venues in Park City, from alpine lodges to refined resort spaces, all just a short drive from Salt Lake City.
Utah Wedding Venues: Resort vs. Private – Learn the key differences between hosting your wedding at a resort versus a private venue, and how to determine what aligns best with your guest experience and vision.
The Pros and Cons of Having a Utah Wedding in Each Season – Understand how each of Utah’s four distinct seasons can influence everything from venue availability and design decisions to guest comfort and travel logistics.
With Michelle Leo Events by your side, you’ll have expert guidance every step of the way—from venue selection and seasonal strategy to thoughtful design and flawless execution.
Final Thoughts: Touring Wedding Venues the Right Way
Choosing the perfect wedding venue is about more than just aesthetics—it’s about functionality, logistics, and overall experience. By asking the right questions and understanding what’s included, you’ll avoid unexpected costs and ensure a smooth planning process.
Need expert guidance in choosing the best wedding venue? At Michelle Leo Events, we specialize in helping couples find and book stunning venues that align with their vision, guest count, and budget. 📩 Contact us today to start planning your dream wedding in Utah!
