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Email template to ask a wedding venue for pricing and availability

You have a shortlist of places you might get married and you want real numbers before you book a tour. Most venues publish a starting price and not much else. The starting price is usually the bare room rental; the number that matters is the total once you add the required catering minimum, the service charge (a percentage the venue adds to the food and drink bill, which is not the same as a tip), and rentals for tables, chairs, and linens. Asking by email gets you a written answer you can compare across venues, and it lets you rule out places that are out of budget without spending a Saturday driving to them.

Before you send

  • Your date, or two or three dates you would accept. Saturday in peak season and a Friday in the off-season can be very different prices at the same place.
  • Your rough guest count. Venues price by head and by minimum spend, so "about 120" is enough.
  • Your all-in budget for the venue, food, and drink combined. You do not have to share it, but you need to know it to judge the reply.
  • Whether you want the ceremony there as well as the reception, since many venues charge extra for the ceremony space.
  • A short list of must-haves: outdoor space, a place to get ready, a room that fits a live band, parking.
Subject Pricing and availability for a wedding on [date], about [guest count] guests 
Hi [venue name] team,

My partner and I are planning our wedding and [venue name] is on our shortlist. Before we book a tour, could you send me your pricing in writing?

The details:

- Date: [date, or "any Saturday in October 2027"]
- Guests: about [guest count]
- Ceremony and reception, or reception only: [which one]

I'd like to know whether that date is open and what the total would look like, including the rental fee, any food and beverage minimum, the service charge and tax, and what is included in the rental (tables, chairs, linens, setup and cleanup). If you have a packet or sample contract you send to couples, that would be perfect.

We're hoping to choose a venue by [date], so a written quote would help us decide quickly.

Thank you,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • A good reply is a PDF or a clear email with a rental fee, the minimum spend, the service charge percentage, and a list of what is included. If you only get "let's schedule a tour," reply once and say you need pricing first to know whether a tour makes sense.
  • Add up the real total yourself: rental, minimum, service charge on top of the minimum, then tax. Service charges of 20 to 25 percent are common and they surprise people.
  • Ask what happens to the price on a Friday or Sunday, or in a slower month. Venues often have room to move on off-peak dates and rarely say so unless asked.
  • If the date is booked, ask to be told if it opens up. Cancellations happen, and a venue that has your email is a venue that can call you.

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Get wedding venue pricing and availability for me 
Hi StandIn,

Please find out which of these venues are available for our wedding and what each would cost all in.

The venues: [names and websites, or a city and the style you want, such as barn, hotel, garden].
Date or dates: [date, or a range of acceptable dates].
Guest count: about [number].
Ceremony and reception, or reception only: [which].
Must-haves: [outdoor space, on-site parking, room for a band, and so on].
Budget for venue, food and drink: [amount].

Ask each venue for a written quote with the rental, minimum spend, service charge and inclusions, follow up with the ones that do not answer, and bring me a side-by-side comparison so we can pick which ones to tour.

Thanks,
[Your name]

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