Planning a wedding is one of the most exciting times in a person’s life. It’s all about you and is your time to celebrate your love, show off your new fiancé(e) to the world, and revel in the excitement of starting the next chapter. So, go on, bask in the glory of being nearly-weds and try out a few wedding fairs as you plan your big day!
Wedding fairs are a fun and laid-back way to get to know some suppliers, see a venue all dressed up for the occasion, and gather tons of inspo for your big day. Whether you’re just starting out or finalising the finishing touches, they’re the perfect chance to ask questions, try samples (yes, cake!), and see what really sparks your imagination.
So grab your partner, your best mate, or even your mum, and head out for a day of wedding fun. You never know—you might just meet the florist of your dreams, discover the perfect venue, or finally find the dress. And with Bridebook by your side, you can keep track of it all and stay one step ahead as you plan the day that’s all about you.
What is a wedding venue fair?
A wedding venue fair is an on-site event hosted by a wedding venue where local suppliers gather under one roof to showcase their services (that’s why you’ll sometimes alternatively find them referred to as ‘showcases’). Typically, these are the suppliers the venue has experience working with and is happy to recommend, making it easy to envision exactly how your wedding could come together in that space. Trust us—venues and suppliers that know how to work together are a godsend, and make the whole planning process infinitely easier.
You’ll find that at wedding venue fairs, the room is typically set up just like it would be for a real wedding. Typically, you’ll find laid tables, floral centrepieces, and lots of staff around to chat with and answer your questions. It’s the best opportunity you’ll get to see the venue in full swing, dressed to impress, and buzzing with possibilities.
What’s the difference between a wedding venue fair and a wedding fair (or show)?
Wedding fairs (or fayres), also referred to as wedding shows, differ from wedding venue fairs in that they’re usually bigger, more commercial events where a wide range of suppliers from across the region (or even nationally) come together to showcase their services. They’re typically held in larger event spaces like town halls, conference centres, or hotels, and aren’t tied to one specific venue.
This style of wedding fair is great for getting general ideas, seeing what the trends are, and starting to get an idea of prices.
What to expect at a wedding venue fair
When you first walk into a wedding venue fair, you’ll notice there are booths set up around the perimeter of the room, manned by suppliers, wedding organisers, and venue staff, all ready to chat. They are typically organised by section—for example, all the photographers’ booths will be together—and will have examples of their work on display, as well as brochures, calling cards, and maybe even a few free samples on offer (be sure to check out the cake booths!)
You’ll be able to browse at your own pace, take in the atmosphere, collect brochures, and maybe even enquire about dates. We recommend doing a lap of the venue first to take in everything that’s on offer, and then revisiting any booths that particularly caught your eye or really stood out. This way, you won’t miss anything, and you’ll have a better idea of who you want to chat to more in-depth. Keep your phone or a notebook handy to jot down names, prices, or ideas that spark your interest.
Typically, at a wedding fair, you can expect to find:
- Photographers
- Videographers
- Caterers
- Mixologists
- Florists
- Entertainers
- Cake makers
- Dress companies
- Make-up artists
- Content creators
- Wedding favour creators
- Guest book rentals (for example, for telephone guest books)
Typically, the vendors at a wedding venue fair will be the preferred and approved (or sometimes even required) suppliers of the venue itself. That kind of familiarity can be a huge bonus when it comes to smooth setup, timing, and avoiding any last-minute surprises on the big day.
The advantages of a wedding venue fair
There are tons of advantages to attending a wedding venue fair, including:
- Inspiration. Venues will usually dress a selection of wedding tables in various styles, like boho, vintage, classic, and minimalist. Seeing the venue decorated in these styles will help you visualise different themes and figure out what feels right for you.
- Meet the suppliers. Someone can look great and professional on social media, but when you meet them in person or see how they interact with couples, you just don’t click. Finding that out on your wedding day would be a disaster, but a venue fair gives you the chance to test the vibe early—no pressure, no awkward surprises.
- Exclusive deals. Many venues offer discounts if you book them early, book them through a wedding fair, or book them as part of a package with their preferred suppliers. From free extras like a welcome drinks upgrade to discounted photography packages or reduced deposits, it’s always worth asking what’s available on the day. These little perks can add up to big savings!
- See the space in action. Seeing a hotel function room on a random Thursday versus seeing it in full swing with a wedding setup is like night and day. Seeing it all done up is the best way to get a proper feel for the place, without having to use your imagination.
Meeting suppliers
Meeting supplies, or supplier discovery, is simple at a wedding venue fair. They’re all in one place, with displays of their best work, and ready to chat through your ideas. All you need to do is move from booth to booth and be ready to strike up a conversation.
Suppliers are happy to tell you about how they work, their favourite weddings, their packages and prices, and what makes them stand out. You’ll get a feel not only for their style but also their personality (a key part of picking the right vendors!) Many suppliers also bring special offers or freebies just for couples attending the fair, so don’t be shy about asking.
What to ask at a wedding venue fair
Asking the right questions is crucial to making confident decisions about your suppliers and venue. We spoke to Joanna Newell, Wedding and Events Manager at Essendon Country Club, who explains, “Having a list of important questions at a viewing is really nice to have, as wedding planning can be overwhelming and there’s a lot of information to take in, so you can forget to ask some details that might be important to decision-making.”
Here are some questions you may benefit from asking at your next wedding fair:
For venues:
- Are my dates available?
- Are you exclusive use?
- Can I use any vendors, or do they need to be pre-approved?
- Do you have a maximum (or minimum) headcount?
- What time can we arrive, and what’s the latest we can stay until?
- Do you provide on-the-day coordination, or will we need to hire our own planner?
- Do you have any restrictions? (such as open flames or confetti?)
- Can we visit the venue again closer to the wedding day to confirm details?
- What’s the deposit required, and when is the balance due?
- Can we bring our own alcohol? If so, do you charge corkage?
For vendors:
- Are my dates available?
- How many weddings do you do a year?
- Do you work with this venue regularly?
- How often will you contact me in the lead-up to the wedding?
- Do you offer any discounts if booked in conjunction with this venue?
- What’s your payment schedule like?
- Are you likely to increase your prices soon?
- Do you have insurance and all the relevant certifications, like for PAT testing (especially important for caterers or entertainers)?
- How flexible are you with tailoring your services to our vision?
- Do you charge extra for travel or late finishes?
- Do you offer a tasting session or trial (such as for catering, cake, or hair/makeup)?
- How many team members will be there on the day?
- What happens if you’re unavailable or ill on the wedding day?
More questions may come up as you’re talking, but it’s a good idea to have a pre-prepared list of must-ask questions. This way, your brain won’t go blank as you’re chatting, and you’ll leave feeling confident you’ve covered all the bases. Pop your list into the Bridebook app so you can tick them off as you go and keep track of the answers!
What to look for in a wedding venue fair
Your first time visiting a wedding fair can be a little daunting. But, there are some things you can do to make the most of it and walk away feeling inspired instead of overwhelmed.
Have a game plan
Having a solid plan in place before you attend will help you feel organised and prevent any feelings of overwhelm during a wedding fair.
Some things to consider are:
- Are you going to see the venue, the suppliers, or both?
- Do you have a clear vision, or are you going for inspiration?
- Are you booking today, or just looking?
- Do you have your wedding date set, or are you flexible based on the vendors?
- Will you bring someone with you for a second opinion, or is this a first look with just you and your partner?
- Do you have a budget in mind for key services so you don’t get swept up in the excitement?
- How will you take notes—phone, notebook, or directly in your Bridebook app?
Going in with a plan means you’ll leave with exactly what you came for, so spend a little time before the event thinking about what you’re hoping to get out of it.
Packages vs. individual services
Some venues offer discounts when you book suppliers as part of a package, making planning simpler and often more affordable than arranging everything individually. These packages typically include important aspects like catering, decor, and sometimes entertainment, giving you a single point of contact and reducing the amount of admin you need to handle.
However, booking individual services means your wedding day will be more unique and tailored to your preferences. You don’t (usually) need to book a certain florist just because they work with your venue if you don’t like them! But, booking things this way can mean more admin and can work out more expensive over time.
Supplier red flags to watch for
It’s also important to keep an eye out for red flags with potential suppliers. Look out for:
- No online presence. It’s the 21st century, and if you can’t find any evidence of someone’s work online, that would be a red flag. Ask for their website, Instagram, Facebook, TikTok account, or Bridebook profile at the very least.
- Disorganised. No diary management tool or booking system? They may not be the vendor for you. Alleging to remember the dates of potentially hundreds of weddings off the top of their head could be a red flag.
- No real wedding experience. We appreciate that everyone starts somewhere, but that doesn’t mean they need to start with your wedding! Be wary of suppliers who don’t seem to have any real wedding experience. If their portfolio consists of just sample shoots or styled setups, they may not be the supplier for you.
- Unprofessional behaviour. If someone is rude to or dismissive of you at the wedding fair, don’t book them. This is your special day, and you deserve a supplier who’s kind, respectful, and excited to be part of it.
- No backup plan. People get poorly or experience family emergencies. What’s their contingency plan if they can’t make it on the day? If they don’t have anything in place, it’s a definite red flag.
- No contract or deposit payment. You need some sort of formal agreement in place. A clear contract and a secure deposit not only protects you, but also shows that the supplier is legitimate and professional.
At the end of the day, it’s all about peace of mind. If something feels off, trust your gut and move on—there are plenty of brilliant, reliable suppliers out there. And don’t forget, with Bridebook you can keep track of the ones you love in your Favourites, compare options side by side, and feel confident you’re booking the best team for your big day.
How to book a wedding venue fair
How you book a wedding venue fair will depend on the preferences of the venue. Some will allow you to show up on the day, no booking or payment required. However, some may ask you to register for a free ticket, while others may ask you to pay a small fee for a ticket. You will usually get this back in freebies and food. However, it’s always worth checking in advance so you don’t miss out (or worse, show up and find the event is fully booked!).
Most venues will share booking info on their website or social media, and if you’re using the Bridebook app, you can message the venue directly to confirm details and secure your spot. When browsing venues on Bridebook, you can also filter by ‘Upcoming events’ to identify those hosting wedding fairs.
Either way, booking ahead also means the venue knows you’re coming, so they can make sure there are enough goodie bags, glasses of fizz, and staff on hand to look after you. A quick RSVP can make all the difference to a venue, so be sure to let the team know you’re attending via Bridebook, phone, or email.
Book your next wedding venue fair with Bridebook
Visiting a wedding fair is another exciting chapter of wedding planning. Whether you’re looking for inspiration or have a clear vision for your big day, it’s the perfect opportunity to explore ideas, meet trusted suppliers, and see a venue styled and buzzing with energy.
Go in with an open mind, ask the questions that matter to you, and don’t forget to snap plenty of photos. Most importantly, trust your instincts—if something doesn’t feel right, it probably isn’t. Look out for suppliers who make you feel heard and are excited about your big day. It makes all the difference!
Keep track of your favourite venues and suppliers with Bridebook. It’s your one-stop shop for all things wedding planning, and the easiest way to stay organised without the stress.
You Might Also Like…
- All the Types of Venue Events: Why Visiting Venues Is Crucial in Wedding Planning
- The Ultimate Guide to Wedding Venue Viewings
- The Ultimate Guide to Wedding Venue Open Days
- Top 10 Tips for Choosing Your Dream Wedding Venue
- 22 Questions to Ask Your Wedding Venuea
Happy Planning!
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