Wedding venue open-house coordination calendar

Date and scope

Suggested planning dates only. The event date and every package, availability, and access detail must be set by the venue.

Suggested open-house date; replace with venue-confirmed date. 2027-02-20.

Eight planning actions with caption examples

• 2027-01-09 — Set event owner and tour purpose: Choose the staff lead, decide which spaces are part of the tour, and identify the venue contact who can approve schedule and package details. Caption: “Our venue open house is planned for [confirmed date]. Tour information will be posted at [link].”
• 2027-01-16 — Create appointment slots: Choose tour start times, length, party-size limits, registration route, and a way to record cancellations or changes. Caption: “Choose a tour time for [venue open house]: [confirmed slots]. Reserve at [link].”
• 2027-01-23 — Prepare the visitor route: Map the approved entrance, tour path, restroom location, parking references, and contact for questions. Check the details with the venue team. Caption: “Before your visit, review the venue’s confirmed arrival and tour information at [link].”
• 2027-01-30 — Confirm staff roles: Assign the greeter, tour lead, booking contact, and person who can answer package questions. Prepare one current information sheet for the team. Caption: “At [venue open house], our team can answer questions about [confirmed topics]. Details: [link].”
• 2027-02-06 — Publish current open-house details: Recheck the date, slots, visitor instructions, contact route, and registration link. Update the source page before repeating details elsewhere. Caption: “The current tour slots and visitor information for [venue open house] are at [link].”
• 2027-02-13 — Send the attendee reminder: Contact registered visitors through the chosen route with the approved arrival time, entrance, contact, and any venue-specific instructions. Caption: “Your [venue] tour is scheduled for [confirmed time]. Please review the current arrival notes at [link].”
• 2027-02-20 — Run the open house: Check in the venue lead, use the current tour route, record schedule changes, and route booking questions to the assigned contact. Caption: “We’re welcoming visitors to [venue open house] today. Current tour information: [link].”
• 2027-02-27 — Follow up with visitors: Send the venue-approved follow-up, share the correct inquiry route, and remove any temporary availability statement that is no longer current. Caption: “Thanks for visiting [venue]. For a confirmed date inquiry, contact [approved route].”

Copy a venue tour-slot handoff

Fictional slot: a 10:00 tour runs until 10:20 with a greeter at the entrance and a separate booking contact afterward. Record the actual allowed party size, rooms and interval the venue selects. A tour appointment does not reserve a wedding date.

• Open-house date, tour start/end, maximum party size: [venue-confirmed values]
• Tour lead, greeter and booking-question contact: [roles/routes]
• Entrance and tour stops in order: [approved route]
• Spaces included in this tour / spaces unavailable: [current list]
• Package or supplier question → responsible contact: [topic, contact]
• Visitor arrival instructions and inquiry URL version: [link/version]
• Slot change or cancellation → affected booking contact: [private reference and action]
• Post-visit next step and person responsible: [actual inquiry/follow-up route]

Download the editable action plan

The CSV matches the eight dated actions and their caption examples.

Download suggested dates

The ICS contains all-day planning entries. Replace suggested dates with the organizer's confirmed schedule before relying on it.