The Site Visit Strategy: What to Look for Beyond the Pretty Pictures
Why the tour comes fourth—not first—and how to make it count
Here’s one of the biggest challenges venue teams face—and we see it all the time:
Someone falls in love with a venue’s photos online and immediately wants to book a tour. But before walking through the doors, there are a few essentials to confirm:
- Is the date available?
- Can the space handle the guest count?
- And most importantly—does the client’s vision and budget align with what it actually costs to host an event in that venue?
The site visit isn’t step one. It’s a possible step four.
Your Pre-Venue Tour Reality Check
Before you tour any venue, confirm the essentials:
- Date availability – Is your preferred date (or a backup) open?
- Guest count – Can the space realistically accommodate your group?
- Location fit – Will it work for your guests’ travel, parking, and logistics?
- Budget alignment – Do the pricing expectations match the space’s reality?
- Event type and goals – Is the venue designed to support the experience you’re planning?
These don’t live in isolation—your guest count affects your layout, your date affects cost and flexibility, your budget shapes your vendor needs. This is the reality check before you walk in the door.
The sequence that saves time:
Inquire → Evaluate → Confirm Fit → Tour (if needed) → Decide
What the Site Visit Actually Accomplishes
Once you’ve confirmed the basics, the site visit serves one real purpose:
It helps both sides qualify the fit.
You’re not there to design the event on the spot. You’re there to see if this space can realistically support what you’re envisioning—and to give the venue team insight into whether your event fits their structure, timeline, and systems.
“A great tour isn’t about selecting the menu or decor—it’s about listening and making a match. The best tours end with a vision and mutual clarity.”
— Barbara Gart
Questions That Help You Qualify the Fit
Use the site visit to gather insight that goes beyond photos or price sheets. You’re here to understand how your event would operate in the space—and whether it makes sense for both you and the venue.
Ask things like:
- “What types of events tend to work really well here?”
- “Are there any timing, sound, or access constraints we should plan around?”
- “Where do things like check-in, catering setup, or staging usually go?”
- “Is there space for things like coat check or phone charging stations?”
- “What types of event setups tend to feel the most natural in this space—and what would you steer clients away from based on your experience?”
- “If we moved forward, what does the planning process typically look like?”
Then pause—and let the venue team ask you a few questions, too. That’s a good thing. They’re trying to make sure your event works within their space and systems. The best partnerships start with both sides looking for alignment.
Ask about past events similar to yours. The more they can reference real examples, the better. Use what you hear to help guide your decisions.
Don’t try to force something that doesn’t fit.
When you go against the grain of how a venue naturally operates, it often leads to higher costs, added stress, or compromised guest experience.
What Comes Later
You don’t need to map out your lighting plan or bar placement on the first visit. That part comes once the venue is booked and you’re building out your team.
Right now, your job is to answer one question:
Does this space support the kind of event you’re planning and the budget you have to work with—and does the venue team feel like the right partner to help you pull it off?
If the answer is yes, you’ve likely found your venue—and you can start building something great.
