Wedding planning questions & answers

What is the role of the Royal Roads University event co-ordinator?

The Events Team will work with you and your wedding planner throughout the planning stages to ensure the venue is set up to support every aspect of your wedding. 

On your special day, our team will support your wedding planner and suppliers to ensure a seamless celebration for you and your guests.  

What is the role of my wedding planner?

Your wedding planner works the closest with you to create an event plan for your whole wedding day. They provide Royal Roads Events Team with details to set up for your ceremony and reception.
We recommend hiring a local wedding planner from our list of recommended suppliers to ensure you are working with someone who understands our venues and any restrictions of hosting an event at a Historic property.

What is the deposit schedule?

When you sign the license agreement with Royal Roads University, you'll make a 50% non-refundable deposit toward the facility rental cost. The remaining deposit is due 60 days prior to your event. Please refer to your contract agreement(s) for specific deposit details.

Your other vendors and suppliers may have different deposit schedules which will be noted in their contract details. A Wedding Planner can assist you with managing all aspects of your budget planning.

Do I require liability insurance?

Yes, you do. You can buy liability insurance from insurers licensed in British Columbia. It should have a limit of at least $2,000,000, and name Royal Roads University indemnified. You may contact any licensed British Columbia insurance broker or PAL Insurance.

What is the capacity for each venue?

Hatley Castle drawing room: 100

Hatley Castle main level: 200

Grant Quarterdeck: 250

What do I need to know about heritage responsibility?

We are stewards of Hatley Park National Historic Site. We preserve and protect the buildings, grounds and gardens for future generations. We perform some heritage restoration work each year. We will let you know if any activities will be in progress around the time of your wedding date.

Do you permit the use of drones?

No. The Royal Roads campus falls within Transport Canada's restrictions for recreational drone use.

Does my wedding package include a rehearsal?

Wedding packages do not include rehearsals. However, you may be able to visit the gardens for an informal rehearsal, Monday to Friday after 5 pm. Please ask your Event Coordinator.

If the gardens are available, we will let you know two weeks before your wedding date. Hatley Castle is not available for rehearsals.

What audio visual equipment is included in my wedding package?

We provide a media console and public address system as part of your package. You can also rent additional in-house audio visual equipment and hire a Royal Roads AV technician if needed*.

Do I need an audiovisual technician to help?

We'll show you how to operate the media console and public address system. If you would like to hire an AV technician to run a slideshow or other media on your wedding day, we can help you arrange that*.

Do I need to rent a dance floor?

We're responsible for protecting the heritage of our buildings, which includes the floors. If you're planning on dancing inside Hatley Castle, you'll need to rent a dance floor, approximately 15’ x 15’. The rate is $450 plus taxes, and includes set up and take down. You can request a dance floor on your venue planning tool.

Are open-flame candles permitted?

No, only battery operated candles are permitted.

What linens are included in my wedding package?

We will provide linens for your registry table, buffet, dessert stations, head table, guest tables, gift table and registration table. You may choose white, ivory or black. Additional linens or other colours are also available*.

What if it rains on my wedding day?

Some say rain on your wedding day brings good luck to the marriage! But to keep your party dry, we offer these alternatives:

Classic Hatley Castle or Classic Hatley Castle & Quarterdeck combination packages

We'll hold the ceremony inside Hatley Castle’s grand foyer. You can seat 35 guests in the foyer, with additional guests standing on the west staircase.

Garden ceremony

We'll hold the ceremony under the Italian garden loggia.

What celebratory items can we use during the ceremony?

We suggest blowing bubbles! They're the perfect and prettiest way to celebrate your ceremony. Flower petals, rice or confetti are not permitted because our peacocks mistake them for snacks.

Is your facility wheelchair accessible?

Yes, venues are wheelchair accessible.

Do my guests pay for parking?

Pay parking is in effect in all parking lots. Let your Event Coordinator know if you need accessible parking or if you would like to arrange pre-paid parking for your guests in advance.

Do you have overnight accommodations on campus?

Yes, we do! They're modest on-campus accommodations. Please email the campus welcome desk to find out about price and availability.

Can you provide high chairs?

Yes, we have two high chairs available.

Is there a noise bylaw?

We have students on campus and neighbours nearby, so we follow the City of Colwood’s noise bylaw. After 11 pm, loud music or amplification isn't permitted, but it can continue until 12 am at a reduced level.

When can suppliers access the venue?

This depends on your wedding package. Please view your package timeline for details. Any items must be removed at the end of the event.

When should my venue logistics be shared with the RRU event coordinator?

Your wedding planner will consult with you to complete our venue planning tool. Our team needs to receive this information at least 45 days before your wedding date to ensure enough time to review details and ensure shared understanding for your special day.

Do I need to hire security for my wedding?

Your package includes an on-site representative who will be on hand for the whole wedding to address security or safety issues that may arise.

Can I arrive earlier than my contractual reservation time?

Unfortunately no, the wedding party needs to arrive at the scheduled reservation time. Please refer to your wedding package timeline for more details.

Is water available for guests attending a garden ceremony?

Yes, you can order a water service station. Our gardeners don't appreciate guests drinking from the hose!

Is atmospheric smoke permitted?

No, it is not.

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* Additional costs will apply