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10 Proven Ways Wedding Pros Can Stand Out to Wedding Venues

Hey there, CEO! Getting on a venue’s preferred list can feel a bit like trying to score a seat at the cool kids’ table. And if you’ve been furiously firing off emails and hearing crickets? Well, you’re not alone. I’ve been there — both as a wedding planner and as someone who managed a venue for years.

“Here’s the truth. If email isn’t working, that’s because email was never the strategy.”

So, what is the strategy? It all comes down to relationship-building, showing up, and serving first. Let’s dig into the actionable steps you can take starting today to get yourself noticed and ultimately land a spot on that preferred vendor list — without begging, bribing, or blending in.

💡Part 1: Show up. Share. Serve.

1. Be Present Before You Pitch

Before you even think about sending that email, you’ve got to show up. Venues refer people they know, like, and trust.

“When you’re emailing a venue cold, they’re like… who even are you? They get that same email five to ten times a week.”

Start by getting in their orbit:

• Attend networking events they’re part of.
• Look out for open houses and vendor mixers they host.
• Show up, introduce yourself, and please, DO NOT pitch right away.

2. Watch Their Social Media Like a Hawk

Venues leave breadcrumbs all over their stories and posts about where they’re going and what they’re doing.

“You wanna understand, okay, well if they went to this month’s WIPA, they might be going to next month’s WIPA, right?”

Follow their IG, see what events they attend, and plan to be in the same room. Casual connections become real conversations.

3. Comment With Intention

Liking a post isn’t enough. You need to engage in a way that makes you memorable.

“We don’t just want a basic comment. We want a real, thoughtful comment for them to say, ‘Oh, I wonder who this is.’”

Pro Tip: Say something like “This bridal suite is absolutely stunning. That light coming in? Photographer’s dream.”

4. Share Their Content

If they’re promoting something, amplify it. It shows you’re invested in them, not just your own growth.

“Make sure you tag them so they know that you shared it. This is a hugely underutilized way to build that relationship.”

It’s easy, it’s quick, and it keeps your name popping up in their notifications.

5. Ask for a Venue Tour (the Right Way)

Want to stand out? Ask for a tour — but frame it around their benefit, not yours.

“Say, ‘I’d love to better understand how to refer your venue to the right clients. Can I come by for a tour?’”

Bring a little gift (coffee, local treats) and make it 100% about them. Ask thoughtful questions like:

• What makes a great partner for your team?
• Are there any rules I should know when working here?
• What kind of clients are the best fit for your space?

6. Refer the Venue First

Yes, you read that right. Even if they haven’t referred you yet.

“If you’re sharing about the venue and showing up consistently, I promise — you’re going to book a wedding there eventually.”

Tag them. Talk about them. Recommend them. It builds reciprocity. And when you finally work a wedding on their turf…

🚀 Part 2: Crush It Onsite

Once you’re inside their venue, it’s time to deliver massive results. This is where pros either shine or completely blow it.

“You want to make their staff’s life the easiest it possibly can be that day.”

7. Show Up Early & Ask How You Can Help

“How simple is it to just ask: ‘Is there anything I can do to make your life easier today?’”

Be early (but not disruptive), be ready, and be helpful.

8. Stay Organized and Out of the Way

“There’s nothing worse than a planner or florist just throwing stuff everywhere. Keep your mess to yourself.”

Bring your own supplies. Know where your gear can go. Don’t make it their problem.

9. Be a Team Player (Even When It’s Not Your Job)

“I remember a wedding where it started storming unexpectedly and every vendor pitched in to dry chairs. That stuck with me for years.”

Venues remember who steps up. Don’t be the vendor hiding in your vehicle when things go sideways.

10. Clean Up & Say Thank You

“Leave the space better than you found it. It’s wild how many vendors don’t do this.”

Say thank you in person. Send a follow-up email or card. Share photos or a reel and tag them in it. It takes almost no time but makes a massive impression.

💌 When It’s Time to Pitch, Do It Differently

So now you’ve made your mark. You’ve shown up. You’ve delivered. Now it’s time to pitch.

“Email isn’t dead. It’s just ineffective if you haven’t laid the groundwork first.”

Here’s how to go for the ask:

• DM them with something warm and specific.
• Invite them to coffee or lunch after you’ve worked with them.
• Ask about collaborating on a styled shoot that fits their marketing goals.

“Ask if there’s any area of their venue that hasn’t been showcased (as they would like it to be) yet — that’s how you get a yes.”

Don’t just come with your vision. Ask about their content needs and build the shoot around what helps them sell.

Before We Go

Getting on a preferred venue list isn’t about who shouts the loudest. It’s about who shows up the most consistently, serves with heart, and builds genuine relationships.

“If you show up consistently, serve generously, and focus on relationships over referrals, you’ll not only get on the list — you’ll own it.”

So, stop sending cold emails. Start showing up with intention. Your name belongs on that list — now go out and earn it.

Want more tactical tips like this? Be sure to tune in to the Wedding Pro CEO Podcast and submit your questions — I just might answer yours next!

FAQ

Q: How long does it take to get on a preferred list?

It varies! It’s a long-game strategy. Focus on consistency and serving first.

Q: What if I’ve never worked at the venue before?

Start by showing up where they are — networking events, open houses, social media. Build that connection before asking.

Q: Should I send my pricing and portfolio in the first email?

Nope. That’s cold pitching. Instead, request a tour and show genuine interest in their business.

Q: Are styled shoots still a good strategy?

Absolutely — but only if you tailor the shoot to what the venue actually needs.

Q: I referred a venue, but they didn’t return the favor. Should I keep trying?

Yes. Referrals are about building trust. It may take a few jobs, but consistency wins.

Check out the video version of the podcast below. 👇
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💌For business inquiries: sayhello@weddingproceo.com