Why a Formal Site Visit to Your Wedding Hotel Matters
Checking out a hotel on your own is perfectly fine, especially if you’re in the early stages of exploring options for your wedding weekend. But if you’re serious about creating a comfortable, enjoyable experience for your guests, nothing beats making a formal site visit appointment with the hotel’s sales manager (and your wedding planner).
When you schedule a visit, the hotel team can prepare for your arrival, give you their undivided attention, and answer your questions thoroughly. Plus, your wedding planner will bring a seasoned, critical eye to the visit, ensuring no important detail slips through the cracks.
To help you get the most out of your hotel tour, I’ve created a comprehensive site visit checklist that you can print and take with you. This list will guide you through the questions and details that matter most when choosing accommodations for your out-of-town guests.
Hotel Site Visit Checklist for Your Wedding
General Information
Hotel Name: ______________________________________________________________________________
Contact Person: __________________________________________________________________________
Phone & Email: ___________________________________________________________________________
For Your Out-of-Town Guests
Your guests’ comfort sets the tone for the entire wedding weekend. Be sure to ask:
Distance from Airport:
Miles: ___________
Minutes: _________
Transportation Options from Airport:
Subway ☐ Yes ☐ No
Shuttle ☐ Yes ☐ No
Taxi ☐ Yes ☐ No
Shuttle Service to Wedding Venue:
If your ceremony or reception is offsite, will the hotel provide a complimentary shuttle?
Can the shuttle fee be built into the room rate?
Onsite Dining:
Does the hotel have restaurants?
What are their hours of operation?
Nearby Dining:
Are there restaurants within walking distance or a short drive?
Nearby Shopping & Conveniences:
Shopping Mall ☐ Yes ☐ No
Drug Store ☐ Yes ☐ No
Starbucks ☐ Yes ☐ No
(Pro Tip: Nearby conveniences make a huge difference for guests who may need last-minute items—or just a good cup of coffee!)
Arrival Experience
A smooth arrival sets the stage for your guests’ entire stay. Take note of:
Check-In Process:
- What time is check-in?
- Are there long lines?
- Is automated or mobile check-in available?
Check-Out Process:
- What time is check-out?
- Is express or automated check-out available?
Lobby Area:
- Is it easy to find the front desk?
- Are staff members available and attentive?
- Is there ample seating for waiting guests?
Bellstand Service:
- Are bellmen available and friendly?
- Do they offer assistance proactively?
Front Desk Service:
- Are lines long or adequately staffed?
- Is the team warm and accommodating?
- What is the hotel’s policy for storing guest luggage before check-in or after check-out?
Guest Rooms
Comfortable rooms are essential for a positive guest experience. Be sure to check:
Room Types Available:
King Bed ☐
Queen Bed ☐
Two Doubles Beds or Two Queen Beds ☐
Two Twin Beds ☐
Suites ☐
Wi-Fi:
Is Wi-Fi included?
Is it complimentary or is there a fee?
Green Policy:
Does the hotel have sustainability practices in place?
Smoke-Free:
Is the hotel 100% smoke-free?
Event Space
If you plan to host welcome receptions, brunches, or other wedding weekend activities at the hotel, you’ll want to pay close attention here:
Ballroom Condition:
- Are walls and doors in good shape?
- Is the space clean, well-maintained, and visually appealing?
Ballroom Foyer:
- What is its condition?
- Will it experience heavy foot traffic from other events?
- Could it serve as your cocktail hour location comfortably and securely?
Size & Capacity:
- What are the ballroom and foyer square footages?
- Does the space feel too small, too large, or just right for your guest count?
(Ask the hotel salesperson for their capacity chart or sales kit.)
Technical & Practical Details:
- Are airwalls soundproof?
- What is the quality of the lighting and sound system?
- Are there pillars or columns that could obstruct views?
Restroom Proximity:
- How far are the nearest restrooms?
- Keep older guests and accessibility needs in mind.
Final Thoughts Regarding the Hotel Site Visit for Your Wedding
Your hotel isn’t just a place for guests to sleep, it’s a central part of their wedding weekend experience. A thoughtful, thorough site visit can help you choose a property that reflects the warmth and hospitality you want your celebration to embody.
And this is just the beginning. In my next post, I’ll share additional insider questions you can ask during your hotel site visit to make sure you’re securing the best experience (and value!) for your loved ones.
If you are interested in a professional wedding planner to assist you with a worry-free wedding planning experience, contact your team at Howerton+Wooten Events.
Love and Soul Always, Kawania
Photography: Kirth Bobb Photography
P.S. If you’re interested in booking me as a speaker or wedding industry expert, click here to learn more.