Marina FAQ

Below is a list of our most frequently asked questions (FAQ) about our marina and boat slips.  If you have additional questions or concerns, please contact one of our staff members; for a detailed directory you may refer to the Contact Information page on this web site (or call 619-224-3125).

Marina FAQ (15)

What paperwork do I need?

If you own a boat and want to lease a slip (even temporarily), you can be sure that you will need one thing above all: paperwork.

There are many boaters who are unsure of what certain documents look like. The visual reference further down will assist you in making sure you have the items our marina requires prior to docking. You should always have a copy of your boat’s current insurance and registration/documentation on board.

The paperwork you must provide will be different depending on the type of lease you have with us.   Boaters must ensure that our office has all necessary paperwork BEFORE docking or the boat cannot come in. Please contact the office after you have sent the application to confirm that we have received everything.

Short term guest slips
  [download application here]
– Copy of boat’s current registration -OR- USCG certificate of documentation
– Copy of boat’s current insurance [read requirements here]
– Copy of driver’s license
– If the boat is in a company name, you must sign a letter of personal guarantor.

Month-to-month “permanent” slips [download application here], requires formal approval
– Copy of current home utility bill, mortgage statement, or lease for the registered vessel owner(s) (Living aboard is not permitted at our marina; max 90 overnights per calendar year)
– A few current photos of the vessel to show condition & length, including swim steps & bow pulpits
– Copy of current valid insurance [read requirements here]
– Copy of current valid boat registration -OR- USCG certificate of documentation -OR- temporary travel letter from your documentation service
– Copy of valid drivers’ license(s) of the registered vessel owner(s)
– If the boat is in a company name, you must sign a letter of personal guarantor.

It is your responsibility each year to provide or ensure that we have current registration (or documentation) and insurance to keep on file here in the office.  Some insurance agencies will send your policy automatically, but it is still your responsibility to ensure that we receive it.  This also helps us to make sure we always have current owner information.  If you transfer ownership of your boat you must notify us, as you are still responsible for the slip until your lease is over.


SAMPLE DMV BOAT REGISTRATION – not the title

Sample boat DMV registration

This looks very similar to a vehicle registration. Some people have this instead of a USCG certificate of documentation. Your boat registration must be non-expired, and must be in the name of the registered owner(s) of the boat. You can find more information on boat registration at the CA DMV’s website. After you have submitted your title (or “pink slip”) to the DMV and paid the appropriate fees to them, you will receive a current registration along with stickers/CF numbers. You must provide a copy of your registration to us as soon as you receive it, and are responsible to make sure that we always have a copy of your renewal. Side note – we have HUNDREDS of tenants here, and it isn’t always easy to keep track of who has updated stickers on their boat. Please give us a copy of your registration!

Info on boat registration can be found on the Dept. of Boating & Waterways site and also the ABC’s of California Boating Law. You can calculate your registration fees here. Here are some consequences of operating an unregistered boat in California (hint: don’t do it!).

TITLE / PINK SLIP – NOT ACCEPTED OR REQUIRED

Sample title/pink slip for a boat

This is not your DMV registration.  This is one of the items you submit to them when you are purchasing a boat.  Boat owners receive this when they own the boat outright, the way you do when you pay off a vehicle.  The title is not an acceptable document in place of registration or documentation.

SAMPLE USCG CERTIFICATE OF DOCUMENTATION

Sample of a USCG certificate of documentation for a boat

This is a certificate of documentation, provided by the US Coast Guard. Some people have this instead of a DMV registration. You can find more information on how/why to document your vessel at the USCG’s website. The process to document a boat is sometimes quite lengthy, so in the interim we will accept travel letters from a documentation service showing the progress that has been made. You must provide a copy of your certificate as soon as you receive it, and are responsible to make sure that we always have a copy of your renewal. We recommend Dona Jenkins Maritime Document Service if you do choose to use a third party.


SAMPLE DECLARATION PAGE OF INSURANCE

Sample declarations page of insurance

This is an example of an insurance declaration page – this is the only thing we need; we do not require a copy of your entire policy. The appearance of declaration pages will vary, however these are the checkpoints to look for:
1) Insured: This should match the registered or documented owner, and also must be the person who will be leasing a slip. (If it is in a company name, you must sign a letter of personal guarantor.)
2) Policy period: This shows the effective dates of your policy. It must be current.
3) Liability coverages: The wording on this can vary, however we require a minimum of $500,000.
4) Additional Insured: Anyone wishing to dock here for a month or more must list the additional insured as follows:
SCPT Marina Village, LLC
1936 Quivira Way
San Diego, CA 92109

City of San Diego
Real Estate Assets Department
Attn: Vladimir Balotsky
1200 Third Avenue, Suite 1700
San Diego, CA 92101

There are many insurance companies, we recommend you research the best one for your personal situation. We suggest talking to an agent at a company you’re already familiar with, such as whomever insures your car or home.  George Greenwell Insurance and Means Financial are local companies that we recommend as well.  While insurance companies mail us the renewal if we are listed as additional insured, YOU are responsible to make sure that the copy we have on file for you is current each time you renew.

You’ll need to have your boat surveyed before getting insurance – check out Christian & Co. Marine Surveyors for some good general information and sample surveys.

Here is some information on understanding boat insurance terms. While the Department of Boating & Waterways states “you do not have to have boater’s insurance in California“, you ARE required to have current boat insurance to dock at our marina for ANY length of time.

The appearances of these documents can vary, please contact the marina office if you have any questions.

What are your insurance requirements?

For overnight or short-term guests (less than 2 weeks), our lease states the following:
That Owner shall have effective bodily injury and property damage insurance for the protection of the Marina and others with a combined minimum limit of $500,000.

For boaters that plan to be here for a minimum of 30 days, we require that your insurance lists the following:
– General watercraft liability limit with a minimum of $500,000.
– Additional insured endorsements should be listed as follows:
SCPT Marina Village, LLC
1936 Quivira Way
San Diego, CA 92109
City of San Diego
Real Estate Assets Department
Attn: Vladimir Balotsky
1200 Third Avenue, Suite 1700
San Diego, CA 92101

Your boat should be identified on the declaration page (make, year, etc.).  You will need to sign a letter of personal guarantor if the boat is listed under a company name.

The long version of what we require for permanent tenants is as follows:
Owner shall have in effect bodily injury, property damage and pollution insurance, as well as insurance covering contractual liability the Owner contractually assumes under this Agreement, for the protection of the Marina and others with a minimum coverage limit of $500,000 per occurrence. Owner shall, before locating his/her Vessel at the Marina, provide an original or a true and correct copy of the Vessel‟s Certificate of Insurance evidencing such coverage, with a combined minimum limit of $500,000 per occurrence. The Marina, including its employees and agents, and the City of San Diego shall be named as additional insureds. A current Certificate of Insurance shall be maintained on file with the Marina at all times during the term of the Agreement, and Owner agrees it is his/her sole responsibility to ensure a current Certificate of Insurance is tendered to the Marina. Owner shall be responsible, with or without demand, for tendering a copy of the Vessel‟s current registration/documentation and Certificate of Insurance, so current copies are always maintained by the Marina. Owner agrees to provide written notice to Marina of any change in insurance carrier, insurance agent or policy number, within five days of the occurrence of any such change. Insurance provided by the Owner shall be primary as to all covered claims and any insurance carried by the Marina is not excess and is non-contributing.
Copies of policies or original certificates of insurance with respect to each policy shall be delivered to the Marina prior to the commencement of the term of this Agreement and thereafter, at least thirty (30) days before the expiration of each existing policy.

 

SAMPLE DECLARATION PAGE OF INSURANCE

Sample declarations page of insurance

This is an example of an insurance declaration page – this is the only thing we need; we do not require a copy of your entire policy. The appearance of declaration pages will vary, however these are the checkpoints to look for:
1) Insured: This should match the registered or documented owner, and also must be the person who will be leasing a slip. (If it is in a company name, you must sign a letter of personal guarantor.)
2) Policy period: This shows the effective dates of your policy. It must be current.
3) Liability coverages: The wording on this can vary, however we require a minimum of $500,000.
4) Additional Insured: Anyone wishing to dock here for a month or more must list the additional insured as follows:
SCPT Marina Village, LLC
1936 Quivira Way
San Diego, CA 92109

City of San Diego
Real Estate Assets Department
Attn: Vladimir Balotsky
1200 Third Avenue, Suite 1700
San Diego, CA 92101

There are many insurance companies, we recommend you research the best one for your personal situation. We suggest talking to an agent at a company you’re already familiar with, such as whomever insures your car or home.  George Greenwell Insurance and Means Financial are local companies that we recommend as well.  While insurance companies mail us the renewal if we are listed as additional insured, YOU are responsible to make sure that the copy we have on file for you is current each time you renew.

You’ll need to have your boat surveyed before getting insurance – check out Christian & Co. Marine Surveyors for some good general information and sample surveys.

Here is some information on understanding boat insurance terms. While the Department of Boating & Waterways states “you do not have to have boater’s insurance in California“, you ARE required to have current boat insurance to dock at our marina for ANY length of time.

The appearances of these documents can vary, please contact the marina office if you have any questions.

How far in advance can I reserve a guest slip?

Reservations greater than two weeks in advance must have a minimum stay of 7 days, confirmed with a credit card, pre-paid for at least four days, non-refundable. All other reservations can be handled within the 14 day period, pre-paid with a credit card, one day non-refundable.

The daily rate applies unless otherwise stated.

Do you have live aboard slips?

No. Live aboard slips are not allowed within Mission Bay.

For us, “live aboard” constitutes “being aboard a Vessel after midnight for more than five (5) consecutive nights or more than a total of ninety (90) nights within a calendar year”. Additionally, your vessel must have a USCG-approved marine sanitation device if anyone is staying on the boat overnight.

If you are looking for live aboard marinas in San Diego, here are some places that may offer live aboard slips:
Sunroad Marina
Shelter Cove Marina
California Yacht Marina
Pier32Marina

Are utilities included in the rent?

Utility fees are included in the daily guest rate. For permanent slips, a flat rate monthly utility fee is charged.

Are there locked gates to the docks?

Yes, we have an electronic gate control system, allowing each boater to access their dock and facilities such as restrooms, showers, and laundry.

Is there a fee for parking?

No, we have ample free parking for our boaters. Parking is controlled with permits issued by the Marina Office. A maximum of two permits are issued per slip, and tenants must provide valid car registration in their name to obtain a permit.

If I buy a boat in the marina, is the slip transferable?

No, the slip does not transfer with the boat, and we have waiting lists for most sizes of slips. Buyers or prospective buyers must fill out an application for a slip if they wish to keep the boat in the marina for any length of time.

Selling your boat or transferring your title to someone does not mean your responsibility to us has ended.  You have leased a slip from us and are responsible for it (and all related fees) until such time as your lease ends.  If you have a buyer that wants to buy your boat in payments, let the office know.

Do NOT give your gate keys, boat keys, or parking tags to your buyer until authorized to do so by our office staff.

Permanent tenants are required to give 30 day notices.  If you have a bottom liner, the bottom liner must also leave for us to consider the slip vacant/re-rentable.

 

 

 

 

How long does it take to get to the open ocean from your marina?

The Mission Bay channel is only 2-3 minutes from your slip and from the channel it’s a short 6-7 minute transit to open waters.

Do you have boat launch facilities and fuel at the marina?

There are no fuel or launch facilities at our marina. A launch ramp is available over at the nearby Dana Landing, and a fuel dock is available within the basin (at the Hyatt).

What do you require before I bring a boat in?

There are a number of mandatory requirements to provide before a boat can stay in our marina. This means you MUST have them in place BEFORE you dock your boat here.

Boaters that dock under a guest agreement are only required to provide a completed application and copies of valid, current registration (or documentation) and insurance.  We do not retain copies of these items or keep your application on file for future visits.  This must be completed BEFORE you dock your boat.

Boaters wishing to apply for a long-term lease agreement need to provide multiple things, and must have a dockmaster-approved long-term application on file before we begin collecting other items.  Some of these are proof of residence, insurance, valid license, boat documentation/photos, an approved power cord, etc.  This must be completed BEFORE you dock your boat.

Please call for further details.  You may review our slip rates here.

Can you add on extra cleats?

Our slips have four cleats – port and starboard for both bow and stern. We can replace broken cleats upon request, but we won’t install a fifth cleat.  Tenants are welcome to install a bow cleat on their own if they choose.

I plan on vacating the slip. Now what?

If you are here as a guest tenant, we do not require a 30-day notice.  Your length of stay is defined and pre-paid when you make the guest reservation.

If you are here as a permanent tenant, we do require a 30-day notice

If you are here as a permanent tenant and thinking of selling your boat, we suggest submitting your notice sooner rather than later, as you will be financially responsible for the slip thirty days from the date we receive your form.

If you are selling your boat and your buyer is leaving the same day they purchase the boat, the seller is financially responsible for the slip for all 30 days.  We may be able to utilize your security deposit to cover time remaining after you give your notice, however we can discuss that option at the time notice is given.

If you are selling your boat and the buyer wishes to keep it in the marina, the following must happen:
1) AS SOON AS THE BOAT IS IN THEIR NAME, the buyer must submit the following:  a completed guest application, proof of insurance and proof of registration or documentation (all in their name).  A bill of sale or travel letter will temporarily suffice while they are on a guest agreement.
2) The slip does NOT transfer with the sale of the boat.
3) If the buyer would like to stay as a permanent tenant, they will have to go through our application process, much like the seller themselves may have.  This involves a completed long term application, proof of residence, credit or  reference checks, et cetera.

For further details or clarification, please contact our office.

I have or need to rent a boat trailer. Do you have storage?

We do not have trailer storage, only a few designated parking spots that are for guests only. We do not offer long-term trailer parking, and typically do not allow trailer parking for more than two weeks.

Our trailer parking spots are available on a first-come first-served basis and are not guaranteed even if pre-requested due to our limited area. If spaces are available upon arrival, the Marina Office will assign a temporary permit to attach to the trailer. There is no charge for trailer parking when it is available.

We do not have trailer storage here at the marina. There are numerous trailer storage facilities available throughout San Diego, however we have none on site.

We do not rent boat trailers. There are numerous boat trailer rental companies available throughout San Diego, however we have none on site.

Do you offer Dock N Dine services?

If you’re interested in any dock ‘n’ dine activities, there are several nearby facilities that do offer those types of services.

Meeting FAQ (20)

Besides meetings or parties, what else can I host?

Expos, trade shows and promotional events are also welcome, however we need a general estimate of how many people you expect throughout the day.   If you are selling tickets at the door we will retain a portion of the ticket fee.

Can I rent the Seaside or Catalina room?

The Seaside & Catalina rooms must be rented directly through Ranch Catering.

Can I stay overnight?

We do not have overnight accommodations, however there are a number of hotels close by, two of which are within walking distance.  A list of area amenities is available on our site (over here), and we can always send you a list of our recommended hotels (discounts according to availability).  We have a deli on our property, but if you want to go elsewhere there is no shortage of nearby places to eat, not to mention things to do!

Do you allow outside catering?

Yes, you may provide your own food and alcohol for any of the rooms that we rent. There are no on-site kitchens in the facility.

Does your on-site caterer offer vegetarian meals?

Yes. Please contact the sales office for vegetarian options, however orders should be finalized no less than 3 business days before your event.

How far in advance do I need to book a meeting room?

We are currently booking up to one year in advance.

What is the earliest I can get into the room to set-up?

You may have access as early as 7:30 am. If you need to make special arrangements, please contact the sales office.

Can we bring our own food & alcohol?

Yes. We allow off-site catering in all rooms that we rent. Seaside/Catalina rooms must be rented & catered directly through Ranch Catering.

When can I place an order for A/V equipment?

All A/V needs must be finalized 3 business days prior to the event.

What is your cancellation policy for meetings or conferences?

The following is our cancellation policy for conferences, as defined in our contract.  Feel free to review our sample conference contract for reference.

 

CANCELLATIONS AND REFUNDS: If CENTER receives written cancellation notice from CLIENT greater than twenty-one (21) calendar days prior to scheduled meeting date, then CLIENT shall incur a $100.00 adminstrative processing fee and the remainder of any deposits received from CLIENT shall be returned.   If CENTER does not receive written cancellation notice from CLIENT at least twenty-one (21) calendar days prior to scheduled meeting date, seventy five (75%) percent of the contract value shall become due.  This amount will be billed to CLIENT, due and payable upon receipt.  Additionally, any changes to the room set-up after the room is set, will result in a labor charge of $25.00 per hour, minimum one (1) hour charge.

Do you have kitchen facilities for off-site caterers?

None of our rooms have kitchen facilities, however there are prep areas for caterers to set up in.

What is included with the room rental?

Your room rental includes tables, chairs and linens. 

How many hours are included with the room rental?

Room rental includes a full day 8-hour time block. If you need to make special arrangements, please contact the sales office.

What are your office hours?

Monday – Saturday: 8:30 am to 5:00 pm and Sunday: 9:30 am – 5:00 pm

Does your facility offer overnight accommodations?

No. Marina Village is a conference center and marina only and has no overnight amenities.  We do, however, have two hotels nearby and also within a few miles.

Do you offer tours?

Yes. We can schedule tours of meeting rooms Tuesday through Thursday from 10am to 4pm, however walk-ins are fine as well.

Do I need an appointment to view the rooms?

No.  However, we recommend that you call ahead to make sure rooms are available.  Many rooms are in use during the week for meetings.

What forms of payment do you accept?

We accept cash, check (no less than 30 days from the event), money order,  Visa, MasterCard and purchase orders.

What is your parking situation and fee?

There is abundant parking in our lot and there are no fees.  We also have extensive street parking.

Do you have A/V equipment or WiFi?

Yes. We offer a selection of rental equipment for your conference or meeting needs, and WiFi is available as well.

Our WiFi charge is $10 per user per day, cash only.  At this time we can no longer add it to a company’s bill, due to past discrepancies.

Note – we do not have an on-site tech support or A/V support person.

For pricing on other rental items, please see our A/V Services and Rental Equipment page.

Special Event FAQ (61)

Are we responsible for clean up?

Yes. You must take out all garbage; remove decorations or any items you have brought into the room. We will take down the tables, chairs, dance floor and vacuum the room. The goal is for you to leave the room essentially as you found it when you first showed up.

Are your rooms and restrooms handicap accessible?

Our Sunset and Spinnaker rooms are 2nd level/stair-access only; Spinnaker’s restrooms are located inside the room itself (Sunset’s are downstairs).  The Marine room is primarily on ground level, but it does have two steps in the middle, splitting it into two levels.  All our other rooms and restrooms are on the ground level.  If you rent a room with stairs of any form, we ask that you please share this information as soon as possible with your ALL your guests and vendors so there are no last-minute surprises.

Besides meetings or parties, what else can I host?

Expos, trade shows and promotional events are also welcome, however we need a general estimate of how many people you expect throughout the day.   If you are selling tickets at the door we will retain a portion of the ticket fee.

Can I have a DJ or band?

Yes! Marina Village does not have noise restrictions, we only ask that you be courteous of other guests and tenants.

Can I have a smoke/fog machine?

No.  Our property is not designed to handle smoke/fog machines.

Can I have more than five hours in the room?

You may extend your party time but not beyond midnight (ex: 6pm-12am but not 7pm-1am). Additional hours beyond the planned five-hour event time are billed at $100 or $200 per hour (depending on the room).

Can I have my ceremony there, or an outdoor reception?

Two lawns are available for outdoor ceremonies (only).  In the rare case of poor weather, we will work with you to move your ceremony indoors.

Can I leave items overnight for pick-up the next day?

No. All items that have been brought into the banquet rooms must be removed the same evening; items left overnight will be removed by our maintenance crew and we will adhere to our cleaning policy for charges to your account.

Can I rent a bouncy house/jumpy house to bring to my event?

No. Unfortunately our liability policies do not allow for any type of bouncy house, jumpy house, moon bounce, or any of the other large inflatable-style houses. We apologize for the inconvenience.

Can I rent the Seaside or Catalina room?

The Seaside & Catalina rooms must be rented directly through Ranch Catering.

Can I stay overnight?

We do not have overnight accommodations, however there are a number of hotels close by, two of which are within walking distance.  A list of area amenities is available on our site (over here), and we can always send you a list of our recommended hotels (discounts according to availability).  We have a deli on our property, but if you want to go elsewhere there is no shortage of nearby places to eat, not to mention things to do!

Can we bring our own food & alcohol?

Yes. We allow off-site catering in all rooms we rent, and you are welcome to provide your own alcohol and beverages. If you are selling drinks we will need a copy of your bartender’s liquor license. If you are not selling the drinks, you do not need to provide anything.

Can we extend our party beyond five hours?

You may purchase additional party hours in advance or on the day of the event. Parties may go no later than 12:00 am for any reason (excluding New Year’s Eve).

Can you coordinate on the day of my event?

Our office team or maintenance staff are always here if you need general assistance, however we do not provide day-of coordination. At present, we recommend Cupcake Coordination – www.CupcakeSanDiego.com.

Do I need an appointment to view the rooms?

No. However, we recommend that you call ahead to make sure rooms are available if you have a specific one you’d like to look at.

Do I need to get a liquor license?

The only time we require a copy of a liquor license is if beverages are being sold during your event.  If you are selling drinks, we require a licensed bartender and copy ofa liquor license.  If you are NOT selling drinks, we do not require either of those.  Copies of any other permits, insurance, and various et cetera are not necessary, however if you want to provide them we will gladly keep them on record.

Do I need to get a permit?

No. We do not require that you get a permit of any sort, UNLESS you would like to have a cash bar (where you are selling drinks), then you would be required to provide a copy of a liquor license.

Do you allow outside catering?

Yes, you may provide your own food and alcohol for any of the rooms that we rent. There are no on-site kitchens in the facility.

Do you double-book rooms?

No – we host one event per room per day – no rushing! Rooms are rented at one flat rate per day, not per hour or per person/plate.

Do you have a kitchen or similar facility?

We do not supply an on-site kitchen, stove, refrigerator or freezer.  You must supply your own coolers, kegs, hot plates, buffet trays, et cetera.   A few rooms have sinks, however these are just for basic purposes (hand-washing, filling containers with water, etc) and will clog easily, so we recommend that you do not put anything down them other than liquids.

Do you have any rooms for me to get ready in?

Changing/prep rooms are available at the rate of $75 per day if you have rented a reception hall with us; these will have a basic setup of tables, chairs and mirrors.  You may rent as many rooms as availability allows.

Do you have kitchen facilities for off-site caterers?

No, however they are welcome to bring grills and warming equipment as long as they do not cook items inside the room. Please call for further details.

Do you offer overnight accommodations?

No. Marina Village is a conference center and marina only. We do however offer suggestions on local accommodations.

Do you offer tours?

We can schedule tours of all of our event rooms Tuesday-Friday during office hours (contact the sales office if you’d like a formal tour), however walk-ins and self-guided tours are welcomed and encouraged. We would be happy to answer any questions you may have prior to that though.

Do you offer WiFi?

We do have limited WiFi available.  The charge is $10 per user per day, cash only.  At this time we can no longer add it to an invoice or bill, due to past discrepancies.

Note – we do not have an on-site tech support or A/V support person.

Do your rooms have A/C?

Most of the rooms have air conditioning, however if you leave any doors open it will stop working. Also, if you turn the air conditioning all the way up it will freeze the lines and start leaking water from the ceiling.  Please contact the office or maintenance staff and we will be more than happy to assist with temperature or lighting issues.

Does Marina Village accept credit cards?

Yes, Visa and MasterCard only. If your debit card has a Visa or Mastercard logo that is fine as well.

How far in advance do I need to book a room?

We are now booking through 2013.  Typically people opt to book their event one year in advance, though we are available for last minute needs as well.

Plan for what suits your budget: you will be required to put a 50% deposit down; the other 50% is due 60 days before your event, and a refundable security deposit is due 30 days before your event.

Please call for further details.

How long may I rent the lawn for?

The lawns are rented in time blocks of three hours, to ensure that parties do not overlap and that you have enough time to prepare.  We suggest that you choose a ceremony time in the middle of this three-hour period.  We supply up to 100 chairs as well as an arch, and more chairs (indoor & outdoor) are available at a small additional cost.  Special setups for the ceremony (i.e. chairs in a circle instead of rows) are possible if you are the only party for that day on your chosen lawn.

How many people can I invite?

Our largest banquet room holds up to 350, and our conference rooms can perfectly accommodate small groups, meetings or seminars – even for those with fewer than 20 attendees.

How many people can sit at each table?

Up to 10 people may be seated at a 60″ round table, and up to 3 at a 6′ rectangular table.  You can fit a few extra people into the rooms, but (for example) please do not reserve a room that seats 130 people if you are inviting 150.

How many restrooms are there?

There are two sets of public restrooms, as well as restrooms inside several of the banquet rooms.

I have a lot of contracts with vendors, and a lot of questions to match. Help?

As with all business agreements, things go smoothest when there is no miscommunication.  Our primary request is that you are as open with us as we will be with you.   Event booking is at the sole discretion of the Marina Village property owners, and may be terminated during the actual event if you give us necessary reason to do so.  We will do our very best to make sure we’re all on the same page, especially during any paperwork, so please ask as many questions as you need to.

I have a question but can’t find the answer here.

If you have any questions about any of our policies, procedures or recommendations, please contact us directly.

I have a unique request for an event idea, but I don’t know if your space will work. Where else can I go?

If we can’t host it, rent it or show it, we can almost always find someone comparable to refer you to.

I need a last minute venue, what can you do?

We are able to book a room on short notice, however we may require payment in full or a doubled damage deposit, depending on availability (i.e., if you want to book something less than two weeks away).

I want to come by on a weekend when lots of things are happening, is that ok?

Absolutely, but please be respectful of any events occurring when you are visiting the property.  We ask that you show the same courtesy to clients on your visitation day as you would like them to show to you on your event day.

I’m in a fraternity/sorority and we want to have our fundraiser/formal/et cetera there.

Unfortunately we can no longer host any fraternity/sorority-related events at our facility.

Is any of the money we put down refundable?

The damage deposit is refunded to you via a mailed check, usually no later than ten days after your event.  The amount you receive may vary in certain cases (room left in poor condition, allotted amounts for optional rental items, etc), however we generally refund the entire damage deposit ($200 or $400, depending on room size).

Please refer to our cancellation policies (or call) for further questions.

Is set-up and clean up included within the five hours?

No. You may begin setting up as early as 9:00 am on the day of your event and may clean up after your five-hour party block as long as all music has been turned off and your guests have left.

Is the damage deposit refundable?

Yes, as long as there are no damages and the room is returned to the state it was in when you first entered. We will take care of vacuuming/mopping and removing the tables/chairs/dance floor, however you are responsible for cleanup. Essentially you need to take out everything you brought in; we will provide trash cans but you need to bring bags.

My friend’s brother has a band – can they play at my event?

Entertainment is up to you!  Live bands, karaoke, et cetera welcome, however we do not provide full DJ equipment.  Please remember that this is a family-oriented facility and even though we try to keep all events private, you are still in public.

What are your office hours?

Monday – Saturday: 8:30 am to 5:00 pm, Sunday: 9:30 am – 5:00 pm.

What can I rent from you?

Linens, napkins, belly bars (tall cocktail tables), podiums, screens, etc are available to rent.  Please see our Additional Rentals page for more details.

What do I need to put down to reserve a room?

To reserve a room, we require a 50% deposit of the room at contract signing.  (Include 50% of the lawn fee if you would like to book a lawn as well.)  The remaining amount 50% is due 60 days before the event, and the damage deposit is due 30 days before the event.  Again, no checks are accepted within 30 days of your event, even for rental items.

What do you set up?

Our staff will setup and break down the tables and chairs according to your chosen room layout; they will also vacuum at the end of the night.  You are welcome to use your own tables/chairs/arch if you’d like, however we must know ahead of time and you must remove them at the end of your event.  Any trash left in the room will be charged at a rate of $10 per bag and $40 per man per hour – we do not have a cleaning service on hand, rather, that is what you will be charged if you leave items that we cannot vacuum. A good rule of thumb here is to leave the room as you found it.  Generally caterers will clean up what they bring in.

What forms of payment do you accept?

We accept Visa, MasterCard, checks, money orders, and cash.  Checks are not accepted within 30 days of the event.

What is included in my price?

Special Event pricing includes five hours of actual event time, set-up/break-down of tables, chairs and dance floor.

Linens & napkins are optional and may be rented through us, however items such as silverware, decorations, etc will need to be something you find on your own.

What is included with the room rental?

You room rental includes five hours for the party itself, set-up of all tables, chairs and dance floor.

What is the earliest I can get into the room to start decorating?

Your room will be available to decorate anytime after 11:00 am on the day of your event. Don’t forget to take all items with you when you are completely done/cleaned up at the end of the night! Another imporant note: if you are bringing specialty rentals (tables, chairs, linens, etc), they must be picked up the same day as your event – no next-day pickups, please.

What is the latest I can have my event?

Events must end by midnight; cleanup may commence after the end time you specify with us prior to your event. The ONLY exception to this is on New Year’s Eve – then the event may end at 1AM with cleanup afterward.

What is your cancellation policy for special events or ceremonies?

The following is our cancellation policy for conferences, as defined in our contract.  Feel free to review our sample special events contract or our sample conference contract for reference, or give us a call if you have further questions.

 

CANCELLATION POLICY FOR SPECIAL EVENTS:
In the event the CLIENT should cancel this contract within 72 hours of signing the contract, CLIENT agrees to pay CENTER one hundred dollars ($100.00) administration fee, to be deducted from the CLIENT’S deposit.  In the event CENTER cancels the contract within the first 72 hours, then the CLIENT’S deposit will be fully refunded.  Should either party cancel this event after seventy-two hours (following execution of this contract) liquidated damages shall be paid by the canceling party to the non-canceling party at the time of the cancellation.  This amount is agreed not to constitute a penalty.  Payment due as a result of cancellation of the contract under this provision shall be made by the canceling party to the non-canceling party at the time the contract is canceled by written notice in accordance with the following schedule: 1) cancellation date is ninety (90) days or more calendar days prior to the date of the function, 25% of the total room rental charges; 2) cancellation date less than ninety (90) calendar days but greater than 60 calendar days from the date of the function, 50% of the total room rental charges; 3) cancellation 60 calendar days or less prior to the date of the function, 100% of the total room rental charges.   If the CLIENT requests to change the date or room location of their event, CENTER at its sole discretion can approve such change.  If CENTER can’t accommodate CLIENT with the change request, CLIENT then must comply with the terms and conditions of this contract.  If the CENTER can accommodate the change, the charges will be increased accordingly, but in no case will the charges be reduced or the due dates delayed for pre-payment of deposits.  In the event an earlier date is accepted, then the due dates for deposits will be accelerated to match the earlier due date.  Failure to pay deposits on time will result in CLIENT default and this default results in automatic cancellation of the event, subject to liquidated damages payable by CLIENT to Center as defined in this contract.

CANCELLATION POLICY FOR CEREMONIES:
Should either party cancel this event after seventy-two hours after execution of this contract, liquidated damages shall be paid by the canceling party to the non-canceling party at the time of the cancellation.  This amount is agreed not to constitute a penalty.  Payment due as a result of cancellation of the contract under this provision shall be made by the canceling party to the non-canceling party at the time the contract is canceled by written notice in accordance with the following schedule: 1) cancellation date is ninety (90) calendar days or more prior to the date of the function, 25% of the total lawn charges; 2) cancellation date less than ninety (90) calendar days but greater than 60 calendar days from the date of the function, 50% of the total lawn / courtyard charges; 3) cancellation 60 days or less prior to the date of the function, 100% of the total lawn/courtyard charges.

What is your parking/unloading situation like; are there any fees?

There is abundant parking and it is all free.

We allow you to park anywhere in our conference center lot, and street parking is available if the lot is full (from Seaforth Marina to Hospitality Point, a stretch of about a mile).  Multiple handicap parking spots are available, there is no valet, and staff parking is for Marina Village Staff ONLY.  Vendors are welcome to pull up to certain driveway areas to unload, but must move their vehicle to a standard parking space after doing so.

What kind of security is provided?

At least one security guard is on the property at all times, as well as at least one party guard for special events.  We have had up to five security guards at one time for exceptionally busy days.  There is no extra charge for this service, however our guards are not on duty as door-person for your event.  They will check in with you periodically throughout the night, but they will not check RSVPs or anything of that nature.

What sort of restrictions do you have with decoration?

Very few, but there is absolutely no uncontained, unmonitored open flame.  This includes fire-breathers and fire-dancers/twirlers/spinners, as well as large candelabras or things of that nature.  A good example for candles is to have the small votives that you can float on water, all contained inside a small bowl or glass bubble.  Hurricane votives work as well, because they are solid and stable.  This way you can still maintain a candlelit atmosphere and there is no danger because the water will extinguish it if it tips over.

You are welcome to use pushpins or tape to adhere your decorations (room wrap is okay), and freestanding draperies or exhibits are welcome.  We do not provide ladders for liability reasons.

What supplies can you provide?

Extension cords and keys for the small conference rooms are available to sign out, however we suggest you bring your own extension cords.  Dollies, handcarts and flatbed carts are available on a limited basis, just inquire at the office.

When can I come by?

We welcome you to stop by and view the property at your own convenience (and are open 7 days per week), however we ask that you do call in advance so we can make sure the room you choose isn’t already in use.  Generally the rooms are locked to the public around 4:30pm.  Our Sunday hours are 9:30AM-5:00PM, all other days are 8:30AM-5:00pm.

When can I get into my room?

Room access for special events is available to you and your vendors beginning at 11AM.  Our policy for special events is to allow our guests access to their rooms by 11AM for early decoration and item drop off, though we don’t permit overnight storage of any items.

When do we need to confirm our event details/rental orders, and what do you need?

We need to know your room layout, how many people are attending, your event times, catering/entertainment info, and any rentals you get from us.  This should all be confirmed about ten days before your event, though we can take last minute changes/orders up to five days prior.

When should I book my event?

We are now booking through 2013!  Typically people opt to book their event one year in advance, though we are available for last minute needs as well.

Plan for what suits your budget: you will be required to put a 50% deposit down; the other 50% is due 60 days before your event, and a refundable security deposit is due 30 days before your event.

Please call for further details.

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