Your Questions Answered
What’s included in the Site fee?
The site fee allows for the exclusive use of the site during the contracted hours of your event, plus set up and breakdown time. The Villa offers different assets that are included in the site fee, such as tables, chairs, a prep kitchen, a bridal ready rooms and restrooms. For a complete list of items included in the site fee, visit the Weddings or Special Events pages.
When can we access the venue to decorate?
Family and/or friends who are providing assistance setting up décor, may arrive two hours prior to guest arrival time. Specific vendor arrival and departure times will be arranged in writing between the event manager and the vendor, and ample set-up time will be provided for their specific needs.
Who is responsible for set up & breakdown of Villa’s on-site table & chairs and what is the cost?
Setup & breakdown charges are included for Villa owned tables, chairs, bar tables and barstools. Our setup of Villa assets is typically completed the day prior unless there is an event scheduled. If an event is occurring the day prior to your event, the onsite assets will be setup at least 3 hours prior to your event start time. This gives most vendors plenty of time for what they need to accomplish. However, if more time is needed this can be arranged prior to the event by your site coordinator, for an additional fee
Do I have to choose from your preferred list for catering or can I bring in an outside caterer?
The caterer is one of the most important vendors at your event! Not only will they be preparing and serving the food, but the catering staff also has the most interaction with your guests. It is very important to us that the caterer is professional and will be able to provide excellent service as well as prepare delicious food. All the caterers on our approved vendor list not only exceed our minimum requirements but their food, service and presentation are truly exceptional as well.
It’s easy to streamline your catering selections by working with our in-house vendor matching experts. There are many caterers to choose from and we provide sample menus with pricing & customized recommendations based on your desired criteria.
However, we do understand that sometimes you may have other plans in mind and if you wish to use an outside caterer they will need meet our standard requirements and provide the necessary information. To use an outside caterer there is a buy-out fee of $750 and, most importantly, your caterer must be pre-approved prior to booking. Your caterer will need to provide a copy of their current insurance policy with the Villa added as an additionally insured. party, comply with our vendor rules and regulations and attend a walkthrough conducted by our staff.
Can the bride get ready onsite? How early can we access the bridal suites the day of the wedding?
The Villa includes 2 ready rooms on site that are accessible on the event day from 12pm until the end of your event and are suitable for all your getting ready needs. We do have an early access option to arrive at 8am for an additional $350.
Where can dinner and dancing occur?
Due to the close proximity of neighbors and city noise ordinance, the outside space must be enjoyed prior to 6pm for your event. Wedding ceremonies are typically held in the garden and cocktail hour hosted in the spacious vintage bar room indoors. Dinner and dancing are held inside in either of our event rooms.
Can I bring my own liquor for the full bar package?
No, due to our license and ABC laws clients cannot bring in their own liquor for the bar. We provide everything that is needed for the bar and clients are welcome to bring in their own wine or beer for no additional fees.
Is there a military discount?
Yes, we are happy to provide any active members who are hosting the event with a $500 discount off the site fee.
Is there a Healdsburg locals discount?
Yes, there is a 20% discount from the applicable site fee for residents of Healdsburg who are hosting their event at the Villa.
What happens to my event if there is a fire or other natural disaster?
Should a government mandate forces your event to be postponed, we can move your event to a future date without penalty.
How early or late can my event go?
Events at the Villa typically conclude at 10:00pm. Standard event time is from 4-10pm but we are flexible and can shift the hours of event time with approval. Additional hours may be added to the start or end time of your event for an overtime fee of $1000 / hour plus any applicable overtime vendor charges.
When can guests arrive on property?
Guests can start arriving no earlier than 30 mins prior to event start time. It is very important that our vendors have enough time to set everything up without any interruptions. Our team is happy to recommend places near the Villa if guests want to gather before heading to the event.
Are live bands allowed?
Yes, provided they play indoors!
Can we use sparklers & have live flames?
Sparklers (Cold or Hot) are not allowed due to the county fire ordinance. LED candles are allowed but not ones which utilize live flames
Where are the best photo spots?
The Villa has so many beautiful and unique locations for your event photos. When choosing a photographer from our preferred list, you will be pleased to know that they are extremely knowledgeable about each site and know the best areas with the proper lighting at any given time of day. If you are not choosing someone from our list, then we can conduct a walk through with them and show them popular areas for your photos. Being familiar with the venue is a huge benefit because it saves on time and ensures that the photographer will be able to capture your wedding details in each photo.
What are the rain backup options?
Our team has extensive experience in planning for inclement weather. We can offer back-up plans including alternate layouts. One of the benefits to hosting your event the Villa is that weather related issues can be reasonably addressed and minimized. We have hosted many beautiful ceremonies indoors!
What are some options for our rehearsal dinner?
We have a good knowledge of the area and will be happy to suggest ideas once we understand the scope of your plans
Do I have to use the photographer/florist/videographer you recommend?
We highly encourage you to look within our preferred list of experienced vendors. If you still feel like someone else will be a better fit for you, then you may use the vendor of your choice and no buyout fee is applied.
Do I need to approval for all vendors? If so, what is that approval and process?
To protect you and the Villa from any issues that may arise when using an outside vendor, we require that all vendors must review and sign our vendor agreement that goes over the rules and regulations pertaining to working at this site. Any caterer, DJ, or Planner who is not on our preferred vendor list, in addition to signing the vendor agreement form, will also need to go through the approval process. This process includes having insurance which lists the Villa as additionally insured, and attending a walkthrough conducted by our staff prior to booking. Keep in mind that when you use someone from our preferred vendor list it is a huge benefit to know that they are already familiar with the Villa and pre-approved! This will save you time, money and less stress when choosing your vendor.
Caterer – $750 buyout fee (outside vendors) provide insurance, sign the vendor agreement form and attend a walkthrough prior to booking.
DJ – $500 buyout fee (outside vendors) provide insurance, sign the vendor agreement form and attend a walkthrough prior to booking.
Band –$500 buyout fee (outside vendors) provide insurance, sign the vendor agreement form and attend a walkthrough
Florist – vendor agreement only
Photographer – vendor agreement & insurance
Rentals – Encore or Bright for basic rentals, specialty suppliers ok with approval
Transportation company – vendor agreement only
Photobooth – vendor agreement & insurance
Lighting company – vendor agreement & insurance
How does the rental relationship work?
If you are not utilizing the Villa in house rental package, your planner will place & manage your rental order, which will follow the specific rules & regulations which include setup & breakdown, delivery & pickup times.
Is a planner required
Yes, at minimum a day of coordinator is required, however there is a range of planning services to choose from. If you are not already working with a planner, after selecting the Villa, our team will help guide you in booking a planner from our curated list that meets your desired criteria. If you are working with an outside planner, not partnered with us, a $750.00 buyout fee will apply.
Your coordinator is required to manage your timeline, communicating with all vendors and setting up and removing all décor. This person must also not be a guest at your wedding.
Are there any coordination services included in the Site fee?
No there are not. A site manager from Milestone or your hired planner will be present during your event to represent and manage the venue.
Can a family member/friend be a vendor at the wedding
As much as we love our families we do not encourage or recommend this. We find that guests, family and friends really like to enjoy the day with you. However, if you would still like to use a family or friend, they will still be treated as an outside vendor and need to meet our standard requirements. Please see above for using an outside vendor.
Will I need to hire transportation services
Not typically as the Villal has parking for up to 150 vehicles. If you do want to utilize transportation services, we or your planner have recommendations of companies we work. Both Uber and Lyft operate locally, so these are options for your guests as well.
What are the rules around alcohol?
Villa Chanticleer can serve distilled spirits and offers a specialty bar option, a beer/wine bar and a great BYO beer/wine option too.
Is there a minimum bar purchase
The villa has a $2000 bar minimum which includes bartenders, glassware, ice and non-alcoholic beverages.
How does Villa Chanticleer count underage guests when estimating the bar pricing?
Anyone under 21 years old will be charged $10.00 for a “soda gun” package.
Do I need to purchase event insurance?
Yes, every event is required to obtain special event general liability insurance with per occurrence limits of at least $1,000,000; aggregate coverage of at least $2,000,000 insuring its liability for injury and loss and naming the Event Manager and the Venue as additional insureds. The insurance coverage shall include a waiver of subrogation clause and host liquor liability.
Clients must purchase their insurance through Event Helper: · https://www.theeventhelper.com/#3ET73H
Why is it important that I hold my event at a legally permitted location?
If a site does not have legal wedding & other event type permits, it is not operating legally and any event it hosts is at risk. There have been sites that have been closed down because they are not operating legally. These closures do not happen with warning and the fact that a client has paid a deposit and is preparing for an event is of no consequence.
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