Wedding Venue Templates Library: Scripts, Emails, and Checklists

Ready-to-Use Templates for Venue Owners

Stop reinventing the wheel. These templates cover the most common venue communications and processes. Copy, customize, and use.

Email Templates

Inquiry Response (Immediate)

```

Subject: Thank you for your interest in [Venue Name]!

Hi [First Name],

Thank you so much for reaching out about your wedding at [Venue Name]! We're thrilled you're considering us for your special day.

I'm [Your Name], and I'd love to learn more about your vision for [Wedding Date].

A few things to explore while I prepare to connect with you:

📸 Our Gallery: [Link]

🎥 Virtual Tour: [Link]

📅 Schedule a Tour: [Link]

I'll be reaching out personally very soon. In the meantime, feel free to reply with any questions!

Warmly,

[Your Name]

[Title]

[Phone]

```

Tour Confirmation

```

Subject: Your [Venue Name] Tour - [Date] at [Time]

Hi [First Name],

I'm so excited to meet you and show you [Venue Name]!

Here are your tour details:

📅 Date: [Day, Date]

⏰ Time: [Time]

📍 Address: [Full Address]

🚗 Parking: [Parking instructions]

When you arrive: [Arrival instructions - where to go, who to ask for]

Before your visit, it helps if I know a bit more about your vision:

• Approximate guest count:
• Ceremony preference (indoor/outdoor):
• Any specific features you're excited to see:

Feel free to reply with these details or we can chat when you arrive.

Looking forward to meeting you!

[Your Name]

[Phone]

```

Tour Reminder (1 Day Before)

```

Subject: See you tomorrow at [Venue Name]!

Hi [First Name],

Just a friendly reminder about your tour tomorrow:

📅 [Day, Date] at [Time]

📍 [Address]

Quick reminders:

• Wear comfortable shoes for walking the property
• Feel free to take photos/videos
• Bring anyone who's part of the decision

If anything changes, just text me at [Phone].

See you soon!

[Your Name]

```

Post-Tour Thank You

```

Subject: It was wonderful meeting you, [First Name]!

Hi [First Name],

Thank you so much for visiting [Venue Name] today! It was a pleasure meeting you and [Partner Name] and hearing about your wedding vision.

I loved hearing about [something specific from the conversation].

As we discussed, here's what's next:

[Next steps based on conversation]

I've attached:

• Our detailed venue information
• Sample packages for your date
• Photos of the spaces you loved

Your date is currently available, but I want to be transparent that [Wedding Date] is popular and we do receive interest regularly.

Any questions as you're considering everything? I'm here to help.

[Your Name]

[Phone]

```

Follow-Up (No Response After Tour)

```

Subject: Following up on your [Venue Name] visit

Hi [First Name],

I hope you're doing well! I wanted to check in after your tour last [day of week].

I know venue shopping can be overwhelming with so many details to consider. If it's helpful, I'm happy to:

• Answer any questions that came up
• Clarify anything from our tour
• Discuss package options in more detail
• Schedule a second visit if needed

Is there anything I can help with as you're making your decision?

[Your Name]

[Phone]

```

Proposal Follow-Up

```

Subject: Your [Venue Name] Proposal - Any Questions?

Hi [First Name],

I wanted to follow up on the proposal I sent over on [date]. Have you had a chance to review everything?

I'm sure you have a lot to consider as you finalize your venue decision. If any questions have come up, I'm happy to chat through them.

A few things I want to make sure you know:

• [Any time-sensitive information]
• [Value-add or special consideration]
• [Reassurance about their specific concern if known]

What would be most helpful for you right now?

[Your Name]

[Phone]

```

Text Message Templates

Immediate Inquiry Response

```

Hi [First Name]! Thanks so much for reaching out to [Venue Name] 💍 I'm [Name] and I'd love to show you our space. I'll send you an email with more info, but feel free to text me here anytime! - [Name]

```

Tour Reminder (Day Before)

```

Hi [First Name]! Just a reminder about your tour at [Venue] tomorrow at [Time]. Can't wait to meet you! Text if anything changes. - [Name]

```

Tour Reminder (2 Hours Before)

```

Hi [First Name]! Looking forward to seeing you at [Time] today at [Venue]. Just text if you're running late or need directions. See you soon! - [Name]

```

Post-Tour Thank You

```

Hi [First Name]! So great meeting you today at [Venue]! I'll send you an email with all the details we discussed. Let me know if any questions come up! - [Name]

```

Check-In (Week After Tour)

```

Hi [First Name]! Hope your venue search is going well. Just wanted to check in and see if you have any questions about [Venue]. Here if you need anything! - [Name]

```

Checklist Templates

Tour Preparation Checklist

Day before tour:

• [ ] Review couple's inquiry details
• [ ] Check wedding date availability
• [ ] Prepare relevant package information
• [ ] Brief team on tour schedule
• [ ] Confirm any special requests/needs

Morning of tour:

• [ ] Walk property for cleanliness
• [ ] Check restrooms
• [ ] Prepare refreshments
• [ ] Have materials ready (brochures, business cards)
• [ ] Test any A/V if showing videos

Before couple arrives:

• [ ] Review their names and key details
• [ ] Clear tour path
• [ ] Ensure lighting is appropriate
• [ ] Check weather for outdoor spaces

Event Week Checklist

7 days before:

• [ ] Confirm final guest count
• [ ] Review timeline with couple
• [ ] Confirm all vendor arrival times
• [ ] Verify catering final numbers
• [ ] Check rental order

3 days before:

• [ ] Final walkthrough with coordinator
• [ ] Confirm setup details
• [ ] Check weather forecast
• [ ] Verify all payments received
• [ ] Send final timeline to couple

Day before:

• [ ] Prepare all spaces
• [ ] Stock supplies
• [ ] Charge all equipment
• [ ] Brief all staff
• [ ] Final client check-in

Day of:

• [ ] Early morning walkthrough
• [ ] Confirm vendor arrivals
• [ ] Execute timeline
• [ ] Troubleshoot as needed
• [ ] Document with photos

Post-Wedding Checklist

Day after:

• [ ] Property inspection
• [ ] Lost and found check
• [ ] Thank you text to couple

2-3 days after:

• [ ] Thank you email
• [ ] Request for photos from photographer
• [ ] Review request sent
• [ ] Final billing completed

1-2 weeks after:

• [ ] Follow up on review request
• [ ] Share on social media (with permission)
• [ ] Add to real weddings portfolio
• [ ] Referral program information

Script Templates

Tour Welcome Script

```

"Hi [Name], I'm [Your Name] - so great to finally meet you! How was your drive in?

Before we start the tour, I'd love to hear a bit about what you're envisioning. Tell me about your wedding - what's most important to you?"

[Listen and take notes]

"That sounds beautiful. I can already picture it here. Let me show you why [Venue] might be perfect for exactly what you're describing..."

```

Closing the Tour Script

```

"So that's [Venue Name]! What are your thoughts so far? Any questions?"

[Address questions]

"Based on everything you've shared, I think [specific space or package] would be perfect for you.

Here's what happens next: I'll email you a detailed proposal with everything we discussed today - pricing, what's included, your date availability.

Your date is currently open, but I want to be transparent that [honest statement about demand]. There's no pressure, but I wanted you to know that as you're considering your options.

What timeline are you working with for making a decision?"

```

Handling "We're Looking at Other Venues"

```

"That makes complete sense - this is one of the biggest decisions of your wedding! What other venues are you considering?"

[Listen]

"Those are great options. What draws you to each one?"

[Listen - understand their decision criteria]

"It sounds like [factor] is really important to you. That's actually one of the things that makes us different - [relevant differentiator]. Is that something you'd value?"

```

Price Objection Response

```

"I hear you - wedding budgets are real and this is a significant investment. Can I ask what you were hoping to spend on the venue?

[Listen]

There are a few options we could explore:

• [Alternative date with different pricing]
• [Different package option]
• [Value explanation for the investment]

What matters most is finding the right fit. What would make this work for you?"

```

How to Use These Templates

Personalization is Key

These templates are starting points. Customize them with:

• Your venue's voice and personality
• Specific details from each couple's inquiry
• Your unique offerings and differentiators

Save Time, Stay Consistent

• Load email templates into your CRM
• Create text shortcuts on your phone
• Print checklists or add to project management tool

Iterate Based on Results

• Track which messages get responses
• Note what language resonates
• Update templates quarterly based on learnings

Need Custom Templates?

These templates cover the basics, but every venue has unique needs.

[Schedule a Consultation](https://everbridal.com/contact) and we'll help you:

• Customize templates for your venue
• Set up automation with your CRM
• Train your team on effective communication

Great communication closes bookings. Get the templates right.