Wedding-venue comparison sheet

What this comparison sheet helps you do

This tool is a simple, printable worksheet that you can bring to venue tours (or complete after each visit). It helps “your day” stay clear in your head while you compare places that look similar online but can cost very differently in real life.

Vowfield is a FREE matching service that helps couples find and tour wedding venues near them. The comparison sheet is not a venue, caterer, or wedding planner—just a practical way to collect the right info so you don’t miss important fine print.

You’ll use it to track:
- Pricing basics (site fee, food/beverage minimums, per-plate or package pricing)
- What’s included (tables/chairs, staffing, cake cutting, alcohol, rentals)
- Rules that affect your total (vendor restrictions, overtime, cancellation terms, corkage)

Then you can compare venues side-by-side and decide what truly fits your budget and your vision—garden, ballroom, vineyard, beach, historic estate, barn, or something completely your own.

Who it’s for (and when it’s especially helpful)

This sheet is for couples who feel overwhelmed by venue tours, especially when you’re comparing multiple options across different neighborhoods or cities. It’s also great if you’re planning from out of town (or even from another country) and need a clear way to ask the right questions.

It’s especially helpful if reading contracts in English is harder for you. You can bring it in your preferred language (the PDF is generated separately) and use it as a “script” for what to ask and what to write down during the tour.

If you’re worried about budget surprises, you’re exactly who we made this for. Venue pricing often depends on details, and ranges vary—this sheet helps you turn “I think it’ll be around…” into “here’s what the venue says is included, and what drives the cost up or down.”

How to use it on venue tours (easy step-by-step)

Before you tour, fill in the basics: your rough date, your guest count range, and the setting you’re picturing. If you know your must-haves (like outdoor ceremony, a specific style of dinner, or space for photos), note them too.

During the tour, ask questions and write quick answers as you go. Don’t rely on memory—venue details blur together fast after the second or third tour.

1. Write down the venue’s name, address/city, and the date you toured
2. Capture the “pricing structure” they describe (site fee, minimums, per-plate/package) and whether there are service charges
3. List what’s included vs. extra (staffing, rentals, linens, cake cutting, setup/cleanup)
4. Note any rules that can change your final cost (overtime, vendor restrictions, corkage, final guest count deadlines)
5. Ask about payment timing (deposit amount and due dates) and cancellation terms—then record what they say

After each tour, add your quick thoughts while they’re fresh. Then use the comparison section to compare all venues fairly, based on your guest list and what you actually want.

Cost notes to include (so you compare the real “all-in” number)

Venue pricing is rarely one simple number. In most places, the “all-in” cost depends on: the date/season, the day of the week, the city/ZIP, the number of guests, and what’s included in the package. Different venues can look similar on the same guest count but add up differently once minimums, service charges, and extras are included.

When you’re filling out the sheet, capture the key categories you’ll be quoted (always confirm with the venue in writing and read the full contract before paying a deposit):
- Site fee (sometimes there is one; sometimes it’s bundled)
- Food-and-beverage minimum (common for many venues)
- Per-plate pricing or package pricing (and what menu level it covers)
- Service charge and any additional required fees (ask what %/amount applies, if mentioned)
- Deposit amount, due dates, and payment schedule (record what you’re told)
- Overtime rules (for example, extra hours after a stated end time)
- Cancellation terms and whether deposits are refundable
- Vendor restrictions (who is allowed for catering, rentals, photography, etc.)
- Corkage (if you plan to bring in outside items like alcohol)

A helpful way to think about it: aim for “all-in, realistic” comparisons—not just the first number someone says on a tour.

Next step: match with venues, then compare like a pro

After you download the worksheet, the smart next step is to build a short list of venues to tour—ideally a mix of “close to your budget,” “stretch option,” and “dream vision” so you can see trade-offs clearly.

If you want help finding venues near you, Vowfield can match you with wedding venues in your area to tour and compare—free for you. Get started with get matched and tell us your rough date, guest count range, city/ZIP, and your preferred language. We collect contact + wedding intent only (names, phone, optional email, setting, city/ZIP, rough date, rough guest count, language)—nothing like financial or sensitive records.

Then use the comparison sheet on each tour to keep your notes organized and your decisions calm. If you want more guidance, explore guides or browse venues and costs for practical checklists and cost breakdowns.