6 Tips for Selecting a Venue
Make an appointment.
Search for package pricing.
Ask about flexibility with preferred vendors.
Remain flexible on dates.
Consider the capacity of the venue.
Hire a wedding planner.
Selecting a wedding venue can be challenging. The bride and groom are both eager to be wed and making site visits can take a lot of time. It’s important to see the venue in person before signing the contract. There are rare situations (destination weddings) where one might consider a venue without ever seeing it first, but not seeing a venue upfront can lead to frustration and disappointment.
At Royal Affairs Ballroom, venue selection is challenging for couples. The goal of everything being perfect on your wedding day is a high bar to reach. We strive to make it easy for couples to find our venue and fall in love with it. We work hard to make it easy for couples to choose Royal Affairs with our convenient location, package pricing, and generous policies for wedding setup so that the bride and groom can simply enjoy their most special day.
Here are the 6 top tips we have learned from decades of experience when couples are selecting a wedding venue.
Schedule an appointment with every venue on the list that you want to see in person. Appointments indicate that you are serious about the venue personnel selecting their business and that you are almost ready to make a decision. Appointments also ensure that you will get to see the venue without interruptions or frustrations. Interruptions could come from other potential clients who are scheduled for a private tour, and you want the full attention of the venue coordinator when you visit. Frustrations arise if you drop in to see a venue and no one can provide a tour.
Search for package pricing.
Imagine finding the perfect venue and it fits in your budget only to find out that the cost of the venue does not include all the things needed to utilize it like tables, chairs, linens, dinnerware, etc. All of these items may incur an extra rental charge if a venue does not include those in the price. At Royal Affairs Ballroom, our package pricing consists of the items you need like tables, chairs, table cloths, other linens, some table decorations, china, silverware, stemware, and the use of the groom’s and bride’s suites to dress. A la carte pricing can quickly add up on top of a venue rental. Be sure to search for venues where everything you need is included in the price.
Ask about flexibility with preferred vendors.
We provide a list of preferred vendors we know to provide excellent customer service that meets our expectations. We do encourage our clients to use the preferred vendors. We offer flexibility with these vendors. Not all venues allow clients to use vendors not on the list. Be sure to discuss with each venue the policy on using preferred vendors to avoid disappointment and frustration.
Remain flexible on dates.
Popular venues may have limited dates available. Remaining flexible on dates can make it easier to use the venue you love even if the date you prefer is unavailable. Consider all dates available including Friday or Sunday afternoon weddings. Flexibility will be the key to keeping your cool throughout the wedding planning process.
Consider the capacity of the venue.
Be sure to understand the capacity at each venue. The venue may be able to accommodate 150 people without tables and chairs, but if a seated dinner is part of your plan, 150 people at tables and chairs will not work. Find out the capacity of the venue and the specific space. For example, our ballroom can accommodate up to 350 people, but our rooftop is a more intimate option with a lower capacity.
Hire a wedding planner.
The venue coordinator works for the venue to ensure that the location is ready for the clients who have contracted to use it. The venue coordinator answers all questions related to the venue and its intended use throughout the planning process and the execution of the event. The venue coordinator works for the venue, but a wedding planner works for the bride and groom. A wedding planner will cover every detail of your wedding plan to ensure that the wishes and needs of the bride and groom are met by every vendor. A wedding planner will work to relieve stress from the bride and groom by taking care of the many details of the wedding plan. We strongly recommend hiring a capable wedding planner.
We know that venue selection is one of the most important parts of the wedding plan. We work hard to earn clients' trust as they plan their wedding. We provide information so that there are no surprises throughout the process. Call us today (972-221-6565) for a private tour to see the venue and ask questions. We can’t wait to meet you!
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