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  • Royal Affairs Ballroom

20 Questions to Ask a Wedding Venue

Updated: Apr 10

Whether you’re planning your wedding, birthday, quinceañera, or other special event, it’s always a good idea to ask all your questions early. When the venue list is narrowed down to 3-5 locations, it’s time to schedule private appointments with staff in order to see the facility and to understand the policies. As a special event venue, we strongly encourage the use of a wedding or special event planner alongside our staff. Our staff works to ensure that every detail at the venue goes exactly as scheduled. A hired special event planner will be your personal assistant throughout the day ensuring that all details of your event are flawless.

What questions should you ask venue staff? We’re glad you asked. These are our top 20 most important questions to ask a venue that you are considering for any special event.

  1. What dates are available in the month I'm considering?

  2. How many people can this location accommodate?

  3. What is the rental fee and what's included in that price?

  4. How many hours does the rental fee include, and is there an overtime fee?

  5. How much is the deposit, when is it due, and is it refundable? Be sure to get the terms of the cancellation policy.

  6. What's the payment plan for the entire bill? What forms of payment do you accept?

  7. Can I have my ceremony here, too? Is there an additional cost?

  8. Do you have liability insurance?

  9. Do you have in house catering or a list of preferred caterers? Can I provide my own? Is there a kitchen available?

  10. Is there a food and beverage minimum? What is the tax and service charge?

  11. Can we do food tasting prior to our event?

  12. Are there preferred cake bakers or can I use the cake baker of my choice? Is there a cake cutting fee? Can I provide people to cut cakes?

  13. Is on-site coordination included? Is there an additional fee for that? What exactly does that include?

  14. Can we have a DJ or live band?

  15. What security is offered? Is there an additional fee?

  16. What is the parking situation? Is there a fee?

  17. How many restrooms are available?

  18. What is the alcohol service available? Are there additional charges for bar staff?

  19. Are there any prohibited items at your venue? Confetti, sparklers, fireworks, animals, lawn games, bounce houses, food trucks, etc.?

  20. Are there heaters or umbrellas for the outdoor spaces? Can tents be used on the property for outdoor festivities?

Each wedding venue may have specific features or amenities that you would need to ask questions about. When you have a narrowed down list of venues to interview, be sure to include any location specific questions in addition to the 20 above. Keep in mind that you can spend hours at your venue visit, and you may still have questions come up after. Call the venue back and ask a quick question over the phone. Be sure to take good notes from every conversation. One other point that is helpful to consider is that there are ways to spot a bad venue. This article spells out some important red flags in identifying a venue you should avoid. 

Planning a wedding or other special event can be overwhelming, but being organized and taking good notes can help! At Royal Affairs, we work hard to ensure that our brides, grooms, and guests have a stress-free special event that they will love and remember for years to come. Our years of experience mean that you can relax and enjoy your special event without worry. 

We would love to work with you. Call us today at 972-221-6565 for a private tour of our venue. See the ballroom, the dressing rooms and the beautiful rooftop in person. We know you’ll love it. 

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