Frequently Asked Questions
Q1: What is needed to lock in my date?
A: The date is only locked in with a fully executed agreement and security deposit receipt. There is no deadline, but we can only hold your date with receiving the funds.
Q2: When are full location fees due?
A: All fees, deposits, and records, including the certificate of insurance and the balance of the rental fee, are due three days before your event. For Weddings, the total balance is due 60 days before the event. Failure to comply with this deadline may result in the event's cancellation, revocation of the agreement, and forfeiture of all fees and deposits paid. Permits, contracts, and agreements are nontransferable.
Q3: When can I or my vendors begin loading in?
A: Hours stated on the Agreement include time for set-up and clean-up. Arranging for set-up and clean-up is Renter’s responsibility. Caterers usually require 2 hours to set up and up to 1 hour to clean up. The Renter or vendors are not permitted on The Valley Villa’s grounds until the start of the rental time unless agreed upon in writing by TVV, so please schedule accordingly. All events must conclude, and the facilities must be cleaned and vacated by the contracted ending time. The renter will be charged an overtime fee for any additional time the renter or caterer uses. The overtime fee will be subtracted automatically from the damage deposit.
Q4: What happens if it is raining on my event day?
A: The Valley Villa reserves the right to make any physical changes to the facilities or the grounds. In inclement weather, The Valley Villa is not responsible for relocating the event, supplying heat lamps or rain shelters, or providing alternative facilities.
Q5: Any decoration restrictions?
A: Fire shows or burning material is NOT allowed unless approved in writing by The Valley Villa MGMT. No tape, adhesives, nails, screws, staples, tacks, or pins are permitted in or on walls, woodworking, windows, furniture, masonry, building exteriors or grounds. All decorations must be removed after the event. Confetti, rice, or birdseed may not be thrown. Flower petals or bubbles are suggested alternatives.
Q6: How much photography is included when in the contract?
A: For events with up to 100 guests, 2 hours is included. Up to 150 is 3 hours, 200 4 hours, and over 200 is 5 hours. Additional photography may be purchased. The Valley Villa reserves the right to photograph all events for social media and marketing purposes.
Q7: What is the parking situation?
A: Events under 100 may park on the street, but up to 15 cars on Rayen St. There is a $1,000 fine if more than 15 cars are parked on Rayen St. Any event over 100 must hire a valet. We have a preferred (but not mandatory) valet that is $700-$1200.
Q8: Which rooms are available?
A: Bedrooms are only available for regular events if agreed upon with TVV. For Weddings, two suites are available. North-East Main Suite and South-West bedroom are available for day use for bride and groom.
Q9: Until which time can the event go?
A: The outside event must end at 10 pm. However, music can be brought inside with the doors closed until any agreed-upon hour. Clients will pay an overtime fee per the agreement if the event extends past agreed-upon hours.
Q10: Who is responsible for furniture movement?
A: The guest is responsible for moving furniture. If a guest needs TVV to move furniture, there is a $500 fee. If guests move furniture, they must move everything back to its original place, which will be verified by the TVV site rep at the final walk-through.
Q11: When do my rentals need to be off the property?
A: Rentals must be off the property by agreed upon load-out time. If furniture needs to be stored in the garage until 11 am the next day, there is a $500 fee. If furniture needs to be stored until 6 pm, the fee is $1000. If the furniture is on-site past 6 pm the day after the event, the security deposit is forfeited unless agreed upon in writing by TVV.
Q12: Can I sell tickets to the event or have a cash bar?
A: Under no circumstances can tickets be sold to the event or solicitation of money in any manner is allowed without express written permission of The Valley Villa. NO cash bars are allowed at any events.
Q13: When is checkout for overnight?
A: For overnight, check out is 11 am. Late checkout is only available if in writing by TVV and can only be communicated 24 hours before the event's start date to ensure there is no conflicting event.
Q14: Who is responsible for cleaning?
A: Guests are responsible for all trash and rental removal. TVV will sweep and mop everything. In some cases, there could be a fee for excessive cleaning if trash isn’t removed or broken glass is found around the property. The renter is responsible for arranging trash removal for events exceeding 100 guests. A $300 fee will be deducted from the security deposit if trash is not removed.
Q15: What insurance is required?
A: Guests must get a certificate of insurance that covers $1 million per occurrence and $2 million aggregate and Host Liquor liability. The Valley Villa needs to be additional insured. The vendors also need to list TVV as additional insured.
Q16: Can I bring my own security?
A: TVV requires that our security team run the door and enforce house rules. Guests can bring their security for additional protection but cannot replace our security as head of security.
Q17: How loud can my music be outside?
A: Legally, the max allowed is 70 decibels. Our site reps and security team will periodically measure volume with a device and let the DJ know if music must be turned down. After three warnings, TVV has the right to shut the event down.
Q18: Anything else I need to know?
A: The Valley Villa is not responsible for any personal or professional articles or possessions that may be lost or stolen from the Renter and Renter’s guests, participants, or contracted service providers while using the facilities and grounds. No pets or animals of any kind are allowed in the facility, except for service animals, unless agreed upon in writing by TVV. No gambling is permitted. No indecent or illegal conduct is allowed.
Q19: When do I get my security deposit back?
A: The security deposit is returned 48-72 hours after event completion after TVV staff has completed a full walk-through for damages and contractual obligations.
Q20: What happens if The Valley Villa Cancels the event?
A: If The Valley Villa cancels an event due to unforeseen circumstances, a full refund will be provided to Renter.