How to Ask Vendors About Venue Walkthroughs and Rehearsals

Walkthroughs and rehearsals are a vital part of making sure your vendors are fully prepared on event day. They help ensure everyone understands the venue layout, timeline, and any special instructions. But not every vendor will initiate these meetings—so it’s important to ask!

1. Are You Willing to Attend a Walkthrough at the Venue?

Some vendors may charge for their time, while others include it in their package. Clarify expectations early on.

2. How Much Time Do You Need for a Walkthrough?

Ask if they need time to measure, test equipment, or coordinate logistics with other vendors. This helps you schedule effectively.

3. What Do You Need to See or Know in Advance?

Encourage vendors to bring a checklist to the walkthrough so they can plan for access, outlets, setup space, and load-in routes.

4. Are You Familiar with This Venue?

If not, extra attention during the walkthrough may be required. Vendors unfamiliar with the space may need more time to prepare.

5. Can You Participate in the Rehearsal?

For weddings or productions, ask if key vendors—like the planner, DJ, or officiant—can attend the rehearsal to practice transitions.

Walkthroughs give your vendors a chance to clarify logistics and set expectations. They also give you peace of mind that everyone is on the same page when the big day arrives.