Reserving Royalty’s Inclement Weather Policy

Reserving Royalty’s Inclement Weather Policy

Oh No! Looks Like Elsa’s Letting It Go! ❄️

Snowflakes in the forecast? Ice on the roads? A hurricane or severe storm headed our way? North Carolina weather can be unpredictable, but one thing is always certain: the safety of our guests and cast comes first.

At Reserving Royalty, we know how much planning goes into a birthday party, special event, or character visit. We also know how disappointing and stressful it can be to consider changing those plans because of weather. That’s why we try to approach inclement weather with patience, flexibility, and a little common sense before letting Elsa cancel the ball.

We also have to consider that many of our performers are young and less-experienced drivers, sometimes traveling from different areas across the Triad. We simply cannot imagine asking them (or you and your family) to travel when road conditions may put anyone in harm’s way. Birthday celebrations are incredibly important, but lives are infinitely more important. The magic can always be rescheduled; everyone getting home safely cannot.

We Don’t Make Decisions Based on Early Forecasts

Weather forecasts (especially winter weather forecasts) can change dramatically several days before an event. Snowfall totals, timing, temperatures, ice accumulation, and actual road conditions are difficult to predict far in advance.

Because of this, a chance of inclement weather does not automatically mean your reservation will be canceled or rescheduled.

Unless conditions are clearly expected to create a significant safety concern, we will continue preparing for your reservation as planned.

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When Will Reserving Royalty Make a Decision?

Whenever possible, final weather-related decisions are made approximately 24 hours before your reservation start time, when forecasts and expected road conditions are considerably more reliable.

We monitor conditions affecting:

• The Fairytale Palace and surrounding High Point area

• The location of travel reservations

• Roads our performers must travel to reach your event

• Timing of precipitation and expected accumulation

• Ice, flooding, severe storms, or other hazardous conditions

• Government or emergency-management travel advisories

Weather can vary significantly throughout the Triad, so decisions may not be identical for every reservation.

What Happens If Conditions Are Unsafe?

If conditions are projected to make travel unsafe for our guests or cast, Reserving Royalty will contact affected reservation holders directly by text and/or email.

When an extreme weather situation requires us to reschedule, we will work with you to find an available future date. Weather-related rescheduling required because of unsafe conditions does not incur a rescheduling fee.

Please understand that we cannot guarantee the same date, time, performer, character availability, or other scheduling details when moving a reservation, but our team will do EVERYTHING reasonably possible to find a magical alternative.

We even build in a few empty reservation spots on Sundays in the winter to make sure we can reschdule even if we are "fully booked up" at the palace.

What If I Want to Reschedule Before Reserving Royalty Makes the Call?

We completely understand that every family’s circumstances are different. You may have guests traveling from out of town, young children on the road, vendors to coordinate, or simply prefer not to wait.

If you would rather proactively reschedule, please reply directly to your booking confirmation email as soon as you make that decision. Our team will be happy to discuss currently available options.

Because availability can change quickly, a new date or time is not secured until you receive an official rebooking confirmation from Reserving Royalty.

Whenever possible, please make your decision at least 24 hours before your reservation so our team has time to adjust staffing, performers, supplies, and scheduling.

Traveling to Another Venue?

If your Reserving Royalty character is appearing at a venue other than your home, please communicate with your venue before making changes with us.

Schools, parks, recreation centers, museums, government facilities, and other publicly operated venues may have their own weather-related closure policies. A venue closure may affect your reservation even when Reserving Royalty is otherwise able to perform.

If your venue closes, contact us as soon as possible so we can review your options.

What About The Fairytale Palace?

If weather is expected but conditions remain safe for travel, The Fairytale Palace may remain open and reservations will continue as scheduled.

Snow on the ground does not necessarily mean the Palace is closed. We consider expected road conditions, temperatures, timing, local advisories, and the safety of both our families and employees before making that decision.

If the Palace must close due to dangerous conditions, affected booked guests will be contacted directly.

Could We Switch to a Private Playdate Instead?

Depending on availability and the circumstances of your reservation, families with a smaller guest list may be able to move their celebration to a Private Princess Playdate at The Fairytale Palace. We often have a lot more flexibility in getting these scheduled with shorter notice.

This can be a wonderful alternative when rescheduling an entire guest list is difficult but you still want your child to have their special royal moment. Ask our team whether this option is available for your reservation.

What If I Choose to Cancel Instead?

Rescheduling and canceling are not the same.

If safe alternatives or rescheduling options are available but you choose to cancel your reservation entirely, the cancellation terms of your booking agreement still apply, including any applicable non-refundable retainer provisions.

Please refer to your individual booking agreement for the terms that apply to your reservation and we are happy to answer questions.

How Will I Receive Weather Updates?

For significant weather events, Reserving Royalty may send one or more updates as the forecast develops, but no more than 1 week's notice. Early messages are generally intended to keep families informed...not to indicate that a cancellation is expected.

As we get closer to the event, we’ll provide additional information when appropriate. If a weather situation requires a change to your reservation, we will contact you directly.

Please make sure the phone number and email address associated with your reservation are current and continue monitoring local weather conditions yourself as well.

Our Weather Philosophy: Safety First, Magic Whenever Possible ✨

We don’t want to cancel a celebration because a forecast might become problematic, and we also won’t ask our guests or cast to travel when conditions are genuinely unsafe.

So when Elsa starts letting it go, we watch, wait for reliable information, communicate, and make the safest decision we can as close to the reservation as reasonably possible.

Thank you for your patience and flexibility when Mother Nature adds an unexpected plot twist to your fairytale.

Stay warm, stay safe, and stay magical! ❄️👑

This page provides general information about Reserving Royalty’s inclement weather procedures. Your individual booking agreement and its applicable terms remain controlling. Weather procedures and available rescheduling options may vary depending on the circumstances of the event.