Special Event FAQ

Below is a list of our most frequently asked questions (FAQ) about special events.  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 619-222-1620).

Special Event FAQ

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 Coordinationwww.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 9:00 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 is available to you at 7AM (meetings) or 9AM (special events).

Our special event policy is that you have access to the room at 9AM, but we won’t guarantee that the room will be ready until 2 hours before your scheduled event time.  This means if you come in at 9AM to start decorating for a 5PM event, there is a chance that (at 9AM) our maintenance crew may not have finished cleaning the room from the night before.  That said, we always do our best to have it ready for you early in the day, to allow you/your vendors to have more time to set up.

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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