Venue Sourcing & Tours

Our sourcing fee covers a detailed needs analysis, curation of a bespoke shortlist and initial outreach to venue managers. You’ll receive professional recommendations tailored to your style, capacity and budget. Any additional venue proposals beyond the first are charged at €100 each, and each physical or virtual tour is €100. Travel surcharges may apply for locations outside our central service area. This structure ensures you only pay for additional research or in-depth visits you truly need, keeping costs transparent and under your control.

First venue sourcing: €180 flat fee

Additional venue proposals: €100 each

Physical or virtual tours: €100 per visit

Travel surcharges: Applied where necessary

Transparent invoicing: All fees agreed before work begins

We recommend beginning venue sourcing at least 9–12 months before your wedding date, especially for peak seasons (May–October). This lead time allows us to research availability, negotiate dates and arrange tours before venues fill up. If your wedding is during a quieter season or on a weekday, you might start 6–9 months ahead. Early engagement also gives you breathing room to refine your criteria and explore more options without feeling rushed. Starting sooner maximises your chance of securing your dream venue on your ideal date.

Peak season (May–Oct): 9–12 months ahead

Off-peak/weekday: 6–9 months ahead

Destination weddings: 12+ months for international bookings

Short notice: We can fast-track searches at request

Flexible timing: We adapt schedule to your planning pace

Absolutely. We offer a hybrid approach to fit your needs. Physical tours let you experience a venue’s atmosphere in person, while virtual tours provide high-resolution walkthroughs via video call. You can choose any combination, perhaps an in-person visit for your top choices and virtual viewings for secondary options. We manage all scheduling, send calendar invites with tech links, and provide detailed follow-up notes. For virtual visits, we ensure optimal lighting and camera angles so you can evaluate each space as if you were there.

Hybrid flexibility: Combine in-person and online tours

Tech setup: We handle video-call links and walkthrough protocols

Detailed recaps: Photos and notes shared after each tour

Time-zone coordination: Schedules tailored to your availability

No extra effort: We manage all bookings and follow-ups

Yes, over the years we’ve cultivated relationships with a range of venues, fincas, castles, wineries and coastal estates, across Andalusia, Catalonia, Madrid and the Balearics. These connections sometimes grant us early notice of availability, preferred rates or complimentary upgrades. While we can’t guarantee exclusive discounts at every property, our insider status frequently means better terms and streamlined communication. We transparently disclose any perks or limitations upfront so you can benefit from our network without surprises.

Insider access: Early availability alerts for popular dates

Preferred rates: Negotiated pricing where possible

Complimentary extras: Upgrades or amenity inclusions on occasion

Transparent disclosure: All perks and restrictions explained

Nationwide reach: Partnerships in major regions and hidden gems

Typically, we present 1-3 venues that best match your brief. Our criteria include capacity, style, location, budget, logistical requirements (catering, parking, acoustics) and any special requests (pet-friendly, wheelchair access, views). We also consider seasonal light, travel distance for guests and backup options for weather. Each shortlisted venue comes with pros and cons, so you can compare them effectively. Should you want more or fewer options, we adjust according to your preference.

Standard shortlist: 1-3 top matches

Capacity fit: Guest count vs. venue size

Style alignment: Architectural and décor aesthetics

Logistics review: Amenities, permits and accessibility

Custom filters: Any unique needs (e.g. pet-friendly, eco-certified)

Absolutely, we understand that personal taste is highly specific. If you’re not completely satisfied with the initial shortlist, you may request additional rounds of research at the standard fee of €100 per new venue proposal. We’ll revisit your feedback, refine the brief and expand our search to include alternative regions or venue types. Our aim is to keep iterating until you find a location that resonates with your vision, with full transparency around any additional costs.

Additional proposals: €100 per extra venue

Brief refinement: Feedback-driven adjustments

Expanded search: New regions or venue categories

Rapid turnaround: Additional options within 5–7 business days

No hidden fees: All extra research billed at agreed rates

Yes, we act as your advocate every step of the way. Once you’ve selected a venue, we negotiate date holds, deposit schedules and any special terms (e.g. blackout dates, catering minimums). We review contracts line by line to ensure clarity on cancellation policies, insurance requirements and permit obligations. If permits are needed, for music, fireworks or drone operation, we coordinate with local authorities and handle submissions. You simply approve each step; we manage the paperwork and follow-ups.

Contract review: Detailed vetting of all clauses

Deposit management: Scheduling and remittance coordination

Term negotiation: Best-value arrangements and date flexibility

Permit facilitation: Music, fireworks and drone permissions

Ongoing liaison: Single point of contact for all admin

Travel costs are billed separately to keep our sourcing fees as low as possible. For in-person tours beyond a 30km radius of our base, we calculate mileage or public-transport fares and include them as a transparent surcharge. If overnight stays are required, particularly for international or remote locations, we’ll estimate accommodation fees in advance and seek your approval. 

Mileage/public transport: Applied beyond 50 km radius

Overnight stays: Pre-approved accommodation costs

Detailed breakdown: All surcharges disclosed upfront

Expense receipts: You receive invoices for all outlays

Definitely, we offer holistic vendor coordination as part of our sourcing tours. If you’d like to combine a venue visit with catering tastings, floral mock-ups or AV walkthroughs, we’ll schedule and confirm each appointment. We liaise with caterers, stylists and technical teams so that your tour day runs smoothly. Fees for additional vendor sessions are negotiated separately but can often be bundled for convenience. This one-stop approach saves you juggling multiple calls and dates.

 Multi-vendor scheduling: Catering, décor and tech demos

Single-day coordination: Back-to-back appointments

Bundled pricing: Where vendor packages allow

On-site liaison: We ensure everyone arrives on time

Follow-up summaries: Notes and photos from each meeting

We maintain a strict no-refund policy: once you’ve paid and we’ve begun venue research or scheduled tours, fees are non-refundable. If you need to change your date, we’re happy to adjust bookings subject to our availability, but a €25 amendment fee applies per venue originally sourced. Any travel or accommodation arrangements we organised follow the respective vendors’ non-refund terms; we’ll assist you in seeking credits where possible. This approach ensures you have full clarity on costs if plans shift, while still providing the flexibility to update your dates as needed.

No refunds at any stage once payments are made

Date-change fee: €25 per originally sourced venue

Rescheduling is subject to our team’s availability

Travel/accommodation remain non-refundable per vendor policies

Transparent contract clearly outlines all terms and fees

We maintain a strict no-refund policy: once you’ve paid (all fees subject to IVA) and we’ve begun venue research or scheduled tours, payments are non-refundable. If you need to change your date, we’re happy to adjust bookings subject to our availability, but a €25 + IVA amendment fee applies per venue originally sourced. Any travel or accommodation arrangements we organised follow the respective vendors’ non-refund terms; we’ll assist you in seeking credits where possible. This approach ensures you have full clarity on costs if plans shift, while still providing the flexibility to update your dates as needed.

No refunds at any stage once payments (plus IVA) are made

Date-change fee: €25 + IVA per originally sourced venue

Rescheduling is subject to our team’s availability

Travel/accommodation remain non-refundable per vendor policies

Transparent contract clearly outlines all terms, fees and IVA treatment

While we pour every ounce of our expertise into sourcing venues that match your style, budget, and guest count, it’s impossible to promise a perfect fit on the first try. Instead, we commit to doing our utmost: hand-selecting each property, conducting thorough site visits (real or virtual), and negotiating with managers to secure favourable terms. If none of the initial options resonate, we offer additional rounds of research at the same sourcing rates. Our goal is to guide you toward the venue that best captures your vision, even if the journey takes a few more steps.

Best-effort commitment: We leverage our network and experience on your behalf

Additional rounds available: More options at standard sourcing fees if needed

Transparent expectations: We clarify that “perfect” is subjective, but we aim high

Collaborative feedback: We refine our shortlist based on your input each step

Flexible adjustments: Scope can expand or shift until you feel confident in your choice