Venue Training Academy: turn your site inspections into bookings

By:

Liv Croagh

Easy Weddings Content Writer

Updated on: April 9, 2025

Venue site inspections are crucial for a couple planning their wedding. It allows them to envision their day, puts them completely in the picture, and once the venue is chosen, it’s a huge thing crossed off their list. For Easy Wedding’s B2C Manager Darcy Allen and Vibe Tribe’s Lauren Samuel, perfecting a site inspection is their area of expertise.

In a recent webinar, Darcy and Lauren shared their secrets to nailing a site inspection. Whether you’re brand new to the game or have been doing this for years, these six steps will see more couples signing on the dotted line.

If you’re looking for fresh strategies, new business initiatives or want to connect with similar businesses to yours, Easy Weddings is launching a Venue Training Academy: a one-day intensive workshop for you to put even more strings to your bow. Find out more.

Six steps to transforming your site inspections:

Venue Training Academy, Taronga Zoo Event centre — Image: Taronga Event Centre

Step 1: Sense of arrival

For site inspections, communications is key. Communicate before they arrive. From where to park to who they’ll meet with, ensure couples are armed with enough information. This can clear any confusion, particularly regarding parking or where to go when they arrive. Driving around endlessly looking for a park can be frustrating, and walking into a lobby and looking lost can be a sticking point for many couples. Overcommunicate this information so that your couples feel empowered before they even arrive.

Hot tip: “A number one pain point for couples is if the person they are meeting with isn’t there,” explains Darcy. If you have to change who meets the couple, drop them a note before their arrival. Be ready for them to arrive early.

barefoot beach wedding setup in margaret river — Image: Barefoot Beach Weddings

Step 2: Get to know your client

It seems obvious, but getting to know your client is imperative. Ask them icebreaker questions and note key information that can be used again when closing. Where they work, where they grew up, and their heritage are all key points that can help you close.

It’s important to note that this is also a two-way street. Let the couple get to know you a little as well. Share stories about similar pets, perhaps a wedding date that might be the same or your work experience. These are things that the couple will remember when they’ve gone home to make their final decision after a number of site inspections.

Hot tip: Notes, notes, notes! “I make a lot of notes about a couple and will spend some time looking them up before they arrive,” says Darcy. Don’t be afraid to have the notes as part of your paperwork when touring them.

Step 3: Features and benefits

What are some of the unique features of your venue? From water features through to great outlooks for pictures or even a feature wall, there’s always something specific to your venue that makes it standout from the crowd – emphasise this in the tour.

Think about an Eiffel Tower moment at your venue.

What is an Eiffel Tower moment? “There are two or three key photos from every wedding you post every anniversary. Think about this and create these moments. Point them out to your couples and get them excited and picturing their Eiffel Tower moment,” Lauren explains.

Another great way to integrate the couple into the space is to show them the bridal table and the view from there. This puts the newlyweds directly into the picture and gives them a glimpse of what the view from the day will be like.

Hot tip: Highlight the exciting landmarks and key features before you discuss the specifics of a wedding package.

wedding setup in centennial vineyards site inspections — Image: Centennial Vineyards Restaurant

Step 4: Package customisation

There can be a common misconception when it comes to customisation. Venues hear this and think that every single package must be tailored to perfection for each individual couple. But it’s not so much about being exactly reflective of the couple as about inclusions and customisations that make the couple feel special and heard. “Don’t overcomplicate it,” Darcy advises.

The best way to customise is to know your venue capabilities, from signature cocktails to champagne towers. If you’ve gotten to know the couple, you should be able to tell which customisation add-ons would be the most appealing for them.

Hot tip: People like to hear ‘customisation’. It makes them feel seen. Don’t overbake it, but let the couple know that they are special.

Step 5: Next steps

Okay, you’ve made it through the site inspection. The couple has shown interest in the venue. But what are the next steps?

Do they want to put a hold on a certain date?
What will they have to do to secure the venue?
What’s the deposit?
What about the fun stuff: menu planning and drink tasting

Sometimes, it can be appropriate to close the sale now, but more often than not, the couples will have more venues to look at or at least their budget to discuss.

Hot tip: anticipate their next steps. If you’ve been able to determine whether they’re ready to book or want to know more, then offer all of this before they ask.

the woods farm in woollongong wedding venue — Image: The Woods Farm

Step 6: Surprise and delight

Here’s where you can get creative and put your customer service skills to the test. Leave the couple with a parting gift or memory: a bottle of wine, a handwritten note, or maybe a tasty treat in the form of dessert.

This is an unexpected surprise for the happy couple and showcases your customer service and what you have to offer. It’s a time to use your imagination and stand out from the other vendors. If you can give them a unique experience to go home with, they’ll remember your venue.