A show-round is a working hour, not a tour. You will see the rooms, meet a planner and get a feel for how the day would run. Take a list of questions, and write the answers down while you are there, because two venues can sound alike until you compare the details.

Before you go

Ask for the date you have in mind, the number of guests for the ceremony and for dinner, and the time of year. A room that works for 60 in June can feel different for 60 in December. If you are bringing anyone who will help you decide, bring them. A second pair of ears catches the answer you missed.

Wear shoes you can walk in. A show-round usually covers more ground than a website, and some of the best rooms are at the end of a corridor or across a yard.

The twelve questions

These are the questions couples ask most often, from the practical to the legal. The answers should be specific. If a venue cannot answer one, ask them to write it down and send it after the visit.

• How many guests can the room seat for dinner, and how many standing?
• What is the wet weather plan if we planned to be outside?
• Is the space approved for civil ceremonies, or is it blessings only?
• Which rooms are included in the hire, and what time does the hire start and finish?
• When must music stop, and is there a noise limit?
• What is included in the venue hire, such as tables, chairs and staff?
• How is the date held, and what agreement and first payment do we sign?
• Can we use our own suppliers, and are there any we must use?
• Where do guests park, and how do they get to the entrance?
• Is the space step-free, and where are the accessible toilets?
• What time can we get in to set up, and what time must we leave?
• Who is our main contact on the day, and how do we reach them?

Answers to listen for

On wet weather, you want a real room rather than a gazebo and a hope. On music, you want a time in writing, not a rough idea. On the date, you want to hear that nothing is held until the agreement is signed and the first payment arrives by bank transfer. On ceremonies, you want to know whether the room is approved for a civil ceremony or whether you would need a blessing after a legal ceremony elsewhere.

Ask who answers the phone during the planning year. At Wrenhurst, one planner takes the enquiry and stays with it, and the office is open Tuesday to Saturday, 10am to 5pm. That is the sort of detail that matters in the final month, when a question cannot wait for an email.

After the visit

Write your notes the same day, while the rooms are still clear in your mind. Compare the total price, not just the venue hire. Food, drink, staff and any extras should be on the same quote. If you liked the venue, ask what happens next and when the date would be held.

A good show-round should leave you with fewer questions than you arrived with, and a clear idea of what the day would cost.