When planning a special event, it can feel overwhelming to consider all of the vendors needed to make sure the event is successful and runs smoothly. It is different from planning a wedding or reception versus planning a banquet or corporate event.
When securing a venue for a wedding or reception, there are specific tasks that the venue manager will handle to ensure that the event exceeds the expectations of the bride and groom. This role is quite different from a wedding manager. As a venue, we know the venue manager's role well, and that’s what we will discuss today.
What does a venue manager do?
A venue manager works solely to coordinate the venue. From the opening of the venue on the day of the event for set up to providing staff for bar service and food service, to ensuring that the restroom facilities are clean and in good working order, the venue manager focuses on the venue. The cost of the venue manager will be part of the venue rental fee. It’s important to have a great venue manager.
A venue manager will hire, train, schedule, and supervise in-house staff. This staff might include bar staff, food staff, maintenance personnel, and security as needed. The manager will also continuously supervise the venue to ensure its cleanliness at all times.
The venue manager provides support throughout the contracted time on the day of the event including things such as:
Opening and closing the venue
Design and execute the layout of the space for the specific event
Set up linens, plates, and flatware for tables
Set up serving tables, cake tables, gift tables, entry tables, etc.
Meet vendors as they arrive at the venue
Assist vendors as needed with information and directions as they set up
Instruct the bar staff to set up the bar area according to the event plan
Instruct the wait staff to set up the kitchen and buffet area as needed for the event plan
Provide any required equipment for the day that has been discussed in advance
Venues often have a preferred list of vendors they work with that they recommend to clients. At Royal Affairs, our preferred list of vendors includes businesses that have worked at our venue previously. Their work or products have been vetted and exceed our expectations every time. The venue manager will work closely with vendors to be sure they have the necessary equipment or to assist as they set up items like extra decorations, DJ equipment, AV equipment, cake, and more.
Venue managers are essential to the success of the venue. They also are critical to the success of the events booked at the venue. Our venue managers work closely with clients so they can enjoy their special events without concern. They are experts at dealing with people, great communicators, strong negotiators, and excellent leaders. When selecting a venue, it’s important to understand the specific role of the venue manager at each place you visit, because not all venue managers operate the same. Here are 10 questions to get you started when interviewing a venue manager.
Is my preferred date available?
What packages are available?
What is included in the packages?
What is excluded from the packages?
Are there extra fees and is there a list of what is extra?
Are there specific rules and requirements for decorations?
Are there things that are not permitted at this venue? (candles, animals, glitter, etc.)
What deposit is required?
What is the payment plan?
What is the cancellation plan?
These 10 questions are a great place to start as you find the venue of your dreams. If you want more questions, check out this article by The Knot.
While our venue managers are excellent at their job, it’s important to understand the limitations of their work. The venue manager works for the venue. As a result, we strongly recommend that clients hire a wedding or event planner to coordinate the remaining details of the event. The scope of work for the venue manager will begin and end at the venue. An expert event planner will be helpful for all other planning needs. Here are two great articles about finding and hiring an expert wedding or event planner.
At Royal Affairs, we work with our clients to provide excellent customer service in order to create a stress-free special event experience. Even when we have a busy season with events back to back on a Thursday, Friday, Saturday, and Sunday, our staff works to reset the venue quickly, efficiently, and completely so that each client feels as though their event is our focus and priority for the day.
Call Royal Affairs Ballroom today. Schedule a private tour. Meet our venue managers. Ask all the questions you have, and then secure your preferred date. We can’t wait to meet you! It’s our pleasure to be part of your special day.
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