Anniversaries
Celebrating an important anniversary is a time of reflection, where the past dances gracefully with the present, weaving memories and milestones. It is a testament of enduring love, resilience, and shared dreams. Villa Vista’s mission is bringing people together to Gather, Celebrate and Savor… not only the beauty around us and the food on the table, but the moments that bring us together.
Whether your company is celebrating 20 years, or your parents are celebrating 50 years of marriage. Villa Vista has the recipe for a memorable event recognizing an amazing accomplishment.
- Stunning Scenery and Picturesque Views: Nestled in the heart of nature, Villa Vista offers breathtaking views and stunning landscapes that create the perfect backdrop for your wedding photos and memories.
- Elegant and Versatile Event Spaces: Our venue boasts a variety of beautifully designed indoor and outdoor spaces, accommodating both intimate ceremonies and grand celebrations. Whether you envision a romantic garden ceremony or an elegant ballroom reception, Villa Vista can bring your vision to life.
- Exceptional Service and Personalized Attention: Our dedicated events team is committed to providing you with exceptional service and personalized attention. From the initial planning stages to the final moments of your celebration, we ensure every detail is perfect.
- Gourmet Catering and Customizable Menus: Delight your guests with exquisite cuisine designed and prepared by our dedicated and creative culinary team. We offer customizable menus to suit your tastes and dietary requirements, ensuring a dining experience that’s as unique as your own story.
- Convenient Location and Ample Accommodations: Conveniently located and easily accessible for your guests, Villa Vista also offers an easy journey from airport (SFO) and local hotels to our venue. 7-10 minutes at most to an international airport and dozens of lodging choices ranging from the modest to the luxurious.
- Unforgettable Experiences and Unique Features: From the beautiful golf course and surrounding open space to the stunning water features, Villa Vista is filled with unique features that will make your anniversary event truly unforgettable. Every corner of our venue is designed to add a touch of magic to your special day.
Food
At Villa Vista, your event’s cuisine transcends the ordinary, thanks to the masterful guidance of Executive Chef Alicia Petrakis. Known for her remarkable tenure at Astaria, THREE and Par 3, Chef Petrakis crafts dining experiences that are both innovative and satisfying. Her menus are mindfully curated, featuring the freshest local ingredients, which reflect the seasonal tapestry of Californian bounty. Whether you’re indulging in a sumptuous multi-course banquet or savoring elegantly presented hors d’oeuvres, you can expect a feast that tantalizes palates and gracefully complements your celebration, leaving each guest with a flavorful memory of your special occasion at Villa Vista.
Event Planning Checklist
We have developed a helpful checklist for you, as you plan your event at Villa Vista. Not all items apply to all events, but we find that the more prepared we can help our clients become, the better their event will be.
- Set a Budget: Establish your budget early to guide your decisions.
- Choose a Date: Secure your event date promptly.
- Understand Venue Capacity: Ensure the space accommodates your guest count comfortably.
- Book the Venue: Reserve your room at Villa Vista well in advance.
- Have a clear understanding of the style, look and feel of your event.
- Menu Planning: Customize a menu with dietary needs considered.
- Floor Plan Layout: Decide on the seating arrangement and event flow.
- Event Timeline: Create a detailed timeline, including setup and takedown.
- Vendor Coordination: Confirm details with all vendors.
- Audio/Visual Needs: Confirm AV requirements and test equipment.
- Décor Theme: Decide on and communicate your event’s decoration theme.
- Entertainment: Arrange music or performances that fit the space.
- Transportation: Plan guest arrival and departure logistics.
- Lodging: Secure hotel blocks for out-of-town guests.
- Invitations: Send out invites with essential information and manage RSVPs.
- Insurance: Consider additional event insurance when needed.
- Dress Code: Communicate attire expectations clearly.
- Emergency Plan: Develop a plan for unforeseen circumstances.
- Accessibility: Ensure guests with special needs are accommodated.
- Signage: Arrange directional signage for guests.
- Payment Schedule: Stay aware of deposit dates and payment due dates.
- Staffing: Confirm the number of staff and their roles.
- Final Walk-Through: Schedule a final walk-through before the event date.
- Guest Comfort: Plan amenities for guest comfort.
- Event Favors: Decide on and organize take-home gifts.
- Delegate Responsibilities: Assign tasks to team members.
- Food Service Timing: Coordinate meal service timings.
- Refreshments for Setup Crew: Provide snacks for the setup team.
- Background Music: Arrange music for event ambiance.
- Navigational Signs: Use signs for easy guest navigation.
- Personal Belongings Security: Secure personal belongings.
- Transportation Arrangements: Coordinate guest transport if needed.
- Connectivity: Ensure guests have access to internet and phone charging.
- Lost & Found Procedures: Establish procedures for lost and found items.
- Break Areas: Designate areas for relaxation or networking.
- Curated Signage: Utilize clear signage for different event areas.
- Sustainability Considerations: Implement eco-friendly practices.
- Photography Plans: Provide a shot list and schedule photography sessions.
- Plan Refreshments: Schedule drink services and special bars.
- Confirm Details with Villa Vista: Review all plans with the event coordinator.
- Create an Event Checklist: Develop a comprehensive checklist.
- Childcare Options: Consider childcare services for younger attendees.
- Post-Event Planning: Establish breakdown protocols.
- Review Vendor Contracts: Double-check agreements with vendors.
- Electronics Charging Stations: Plan for guest electronic needs.
- Event Insurance: Secure necessary event insurance coverage.
- Accessibility Features: Ensure ease of access for disabled guests.
- Backup Plans: Have contingencies
- Communication with Guests: Keep guests informed about any changes or important details.
- Liability and Permits: Secure necessary permits and understand liability coverage.
- Guest Book or Sign-In: Consider having a guest book for attendees to sign.
- Special Guest Accommodations: Make arrangements for VIPs or special guests.
- Plan for Dietary Restrictions: Confirm meal plans for guests with allergies or special diets.
- Event Briefing: Inform hosts, speakers, or leads of the event schedule.
- Confirm Event Services: Double-check arrangements for parking, security, and cleanup.
- Seating Arrangements: Finalize seating plans and prepare place cards.
- Health and Safety: Include basic health and safety measures.
- Personal Emergency Kit: Prepare with safety essentials for emergencies.
- Rehearsals: Schedule a rehearsal for ceremonies or performances.
- Event Day Contact: Designate an on-day contact for coordination.
- Beverage Plan: Ensure a variety of drinks are available.
- Record Keeping: Organize files with event-related documents.
- Decor and Setup Time: Clarify setup timelines.
- Quiet Space: Provide an area for guests seeking a break.
- Stationery: Prepare printed materials like programs or menus.
- Special Moments: Plan and time special event segments.
- Gift Handling: Establish a process for receiving and storing gifts.
- Sound Check: Schedule sound checks for presentations or entertainment.
- Photography/Videography Boundaries: Discuss privacy boundaries with photographers.
- Dress Rehearsal: Conduct a full dress rehearsal for performances.
- Light Control: Manage event lighting changes throughout the day.
- Gratuity and Vendor Tips: Plan and distribute vendor gratuities.
- Venue Rules: Adhere to venue rules and policies.
- Accessibility Check: Ensure all areas are accessible and marked.
- Overnight Storage: Arrange for storage of equipment at the venue.
- Leftover Food: Plan for disposal or donation of excess food.
- Personal Items: Ensure all personal items are collected post-event.
- Emergency Contact List: Keep emergency contacts handy.
- Venue Amenities: Utilize all amenities for a memorable event experience.
- Dress Code Reminders: Send reminders closer to the event date.
- Speaker and Guest Bios: Prepare bios for introductions.
- Accessibility to Devices: Ensure devices are charged and ready.
- Check for Updates: Stay informed of any last-minute changes.
- Technology Backup: Have backups ready for tech components.
- Relaxation: Take a moment to relax before the event.
- Review Final Details: Double-check all event plans.
- Restroom Readiness: Ensure restrooms are stocked and accessible.
- On-site Coordination: Identify on-site coordinator for the event.
- Event Hashtags: Create a hashtag for social media engagement.
- Child-Friendly Amenities: Plan activities for younger guests.
- Clearance and Security: Establish clearance procedures if needed.
- Vendor Delivery Schedule: Coordinate vendor arrival and setup.
- Charging Cables and Power Strips: Provide charging solutions.
- Health Protocols: Stay updated on health safety measures.
- Venue Contact List: Have key contacts for quick communication.
- Floral and Decor Maintenance: Ensure decor and florals are maintained.
- Networking Opportunities: Facilitate networking times and spaces.
- Transportation Coordination: Confirm shuttle schedules.
- Wardrobe Malfunctions: Prepare a kit for clothing emergencies.
- Social Media Engagement: Encourage guests to share event experiences.
- Event Closure Timeline: Establish the timeline for closing and cleanup.
- Thank You Emails: Send post-event thank you notes to attendees and vendors.
What some say about us
Villa Vista FAQs
- What types of events can be held at Villa Vista? A: Villa Vista is perfect for weddings, celebrations of life, mitzvahs, corporate events, parties, and more.
- Can I have my wedding ceremony and reception at Villa Vista? A: Absolutely, you can hold both your ceremony and reception in our versatile spaces. Villa Vista boasts beautiful options for your ceremony.
- How many guests can Villa Vista accommodate? A: Our Ballroom can accommodate 200 seated and 300 for a reception, including the private patio. With the addition of the Par 3 restaurant we can take your bash to 400ish
- Are there any types of events not permitted at Villa Vista? A: We’re open to a wide variety of events, but reserve the right to decline those that don’t align with our venue’s values or regulations.
- Can I host a daytime and evening event at Villa Vista? A: Definitely. Our flexible scheduling can accommodate both daytime and evening events.
- Can events be extended past the standard closing time? A: This is possible with prior arrangement and may include additional fees.
- What if my event runs longer than expected? A: We understand that celebrations can extend beyond the planned time and we can accommodate this within reason, potentially with additional costs per our venue policy.
- How much time is allocated for the event clean-up? A: Post-event clean-up timing is factored into your event schedule. Typically, we allocate one to two hours for clean-up, depending on the event scale.
- Is there a limit to the number of events held per day? A: To ensure each event receives our full attention, we typically limit the number of events per day based on the availability of our spaces.
- Will there be other events happening during my reserved time? A: We schedule events to ensure privacy and dedicated service, so during your reserved time, your event will have your own team focusing on you!
- Are there any local noise restrictions we should be aware of if the event is in the evening? A: We adhere to local noise ordinances to ensure the comfort of all guests and neighbors. Our venue is located on 120 acres golf course surrounded by a 130 acre county park, so we do not have the typical late nice noise restrictions as many other venues. Our event coordinators can provide the details specific to your event time.
- What’s the latest time an event can conclude? A: All events must conclude by 1:20 am due to local regulations.
- How much time is usually allotted for event setup? A: Setup time varies by event, but we typically allow several hours before the event starts. There is a total event booking time allocated for each event and our sales director will be happy to go into more detail with you.
- Is there outdoor space at Villa Vista? A: Yes, we have a beautiful private patio with bar service and fire pits, plus direct access to a large lawn area.
- Does Villa Vista have heating options for outdoor spaces? A: Yes, our outdoor patio areas are equipped with fire pits and we offer additional heating options to ensure your guests’ comfort.
- Can the event spaces be divided for smaller group activities? A: Yes, certain spaces at Villa Vista can be divided to cater to smaller groups or breakout sessions during your event.
- Does Villa Vista offer sample floor plans for events? A: Yes, we can provide sample floor plans that can be customized to suit the specific needs of your event.
- Is there a space where children can be entertained during the event? A: We don’t have a designated children’s entertainment area, but we can help arrange a suitable space within your event setup. Our lawn area can also be made available as long as the children are being supervised at all times.
- Are there accommodations for nursing mothers? A: We support all guests’ needs and can provide a private area for nursing mothers upon request.
- Are there restrictions on the use of the outdoor spaces at certain times? A: Outdoor spaces may have time restrictions based on local noise ordinances, which our event team can detail for you.
- Can I book only the outdoor patio for a smaller, more informal event? A: Depending on availability, our outdoor patio can be reserved for smaller events. Please consult with our events team for details. We do not do this. It limits our ability to rent the ballroom. The only time we can do this is very last minute
- Is there a bridal suite available? A: We have created a sweet space within our sales director’s office for bridal party as well as an amazing “Glamping tent” that can become either a bridal suite or a groom’s den. (please ask for further details)
- Are there any noise restrictions for events at Villa Vista? A: We are mindful of our surroundings and local ordinances; thus, we adhere to sound level restrictions after certain hours, which our event team can inform you about. This only applies to loud amplified music outside during golfing hours
- Can I use pyrotechnics or fireworks for my event at Villa Vista? A: Due to safety regulations and to ensure the well-being of all guests, the use of pyrotechnics and fireworks is typically not permitted.
- How far in advance should I book an event? A: We recommend booking as early as possible, especially for peak season events.
- What is the cancellation policy for events? A: Cancellation policies vary, so please discuss this with our event sales director during booking.
- Is the venue fee separate from dining and additional services? A: Yes, the venue fee is separate. Dining and other services are priced accordingly to ensure flexibility in your planning.
- Is there a minimum spend requirement to book an event at Villa Vista? A: Minimum spends vary depending on the time of year and space. Please contact our events team for details.
- What is the booking deposit for an event at Villa Vista? A: To reserve your date, a non-refundable deposit is required, the amount of which will depend on the specific details of your event. Our events team will provide full details upon inquiry.
- Does Villa Vista have insurance requirements for events? A: We require all vendors to carry their own insurance. Event hosts may also need to obtain liability insurance depending on the event size and type.
- What methods of payment does Villa Vista accept? A: We accept various payment methods, including credit cards, checks, and electronic transfers.
- Does Villa Vista have a backup plan for outdoor events in case of bad weather? A: Yes, we have indoor spaces that can serve as a backup plan in case of inclement weather, ensuring your event runs smoothly no matter what the forecast. Please note that all weather alternate plans must be planned in advance and agreed upon by all parties
- Can we have a cash bar at our event? A: Yes, we can arrange for a cash bar if that suits the style of your event.
- Is the venue fee refundable if I need to cancel my event? A: The deposit is non-refundable, and depending on the circumstances and timing of the cancellation, different cost may have been incurred. It is est to discuss this with our event sales director for clarity.
- How can I secure my chosen date for an event? A: You can secure your date with a deposit and a signed contract. Please speak to our event sales director to begin this process.
- What information do you need to create a detailed event quote? A: We need specifics regarding the date, type of event, estimated guest count, and any unique requirements you may have.
- Can we change or cancel specific services after signing the contract? A: Depending on the terms of the contract and timing, some changes can be made. Please discuss any potential changes with our event team as early as possible.
- Does Villa Vista offer event planning services? *A: We can assist with event coordination, menu planning and room design. Full event coordination is available for a charge and we can also recommend offsite preferred event planners when desired
- May I visit the venue before booking? A: We encourage a site visit and would love to schedule a tour at your convenience.
- Can I hold a rehearsal at the venue before the actual event? A: Yes, a rehearsal can be arranged based on venue availability. Please discuss this with our event sales director
- Is there an in-house coordinator to help plan my menu and layout? A: Yes, our in-house events team will assist you with all aspects of planning, including menu selection and event layout.
- How do I schedule a site visit to Villa Vista? A: You can schedule a site visit by contacting our event sales team through our event inquiry button or by phone 650-522-7526.
- Can I bring in my own decorations, and do you offer set-up and tear-down services? A: You are welcome to bring in your own decorations, and we do offer set-up and tear-down services for an additional fee.
- Can I change the layout or décor of the event space to fit my theme? A: Yes, we allow changes to the layout and décor within our guidelines to help your event vision come to life.
- Can we display a welcome sign or banner at the venue entrance? A: Yes, we can make arrangements for welcome signage or banners. Please discuss size and placement with us in advance.
- Is it possible to have an eco-friendly/green event at Villa Vista? A: We support eco-friendly events and can work with you to ensure your event has a minimal environmental impact.
- If our event is seasonal, can you provide appropriate décor? *A: Absolutely, we work with a number of designers that can create whatever theme or season you are dreaming of. Villa Vista is surrounded by lush greenery and is a perfect backdrop to any look and feel you are wanting to create.
- Can we use confetti or similar items during our celebration? A: Such items are subject to our approval and may incur additional cleaning fees. Please consult with our team.
- Do you accommodate special requests for unique event themes? A: We love bringing creative visions to life and welcome unique themes. Let’s discuss your ideas to ensure we can accommodate them.
- Does Villa Vista provide signage to direct guests to the event location? A: We can arrange for signage to help guide your guests to the correct location within our venue.
- Are there decoration restrictions? A: We want to maintain the integrity of our space, so we do have some guidelines. Please consult with our event team for details.
- Can I customize the event menu? A: Yes, our culinary team will work with you to customize a menu that fits your event and dietary preferences.
- Can Villa Vista cater to specific dietary needs? A: Yes, we’re happy to accommodate special dietary requirements with advance notice.
- Can I bring my own caterer? A: Our in-house catering team is equipped to create exceptional menus tailored to your event.
- How does Villa Vista handle alcohol service? A: We have fully stocked bars and professional bartenders to serve alcoholic beverages. Outside alcohol is not permitted. Please inquire about our wine corkage policy
- Can I taste the food before finalizing the event menu? A: Certainly! We offer menu tastings so you can select the perfect dishes for your events with complete confidence.
- How are dietary restrictions handled for event catering? A: Our culinary team is experienced in creating menus that cater to various dietary restrictions—just let us know in advance.
- Can I arrange for a late-night snack service for my event attendees? A: We’d be happy to arrange late-night snacks. Our event team can discuss options that will satisfy those late-hour cravings.
- Will my event have a dedicated bar service? A: Yes, if you require, we can provide dedicated bar service tailored to your event’s needs.
- Does Villa Vista have audio-visual equipment available? A: Each room is equipped with state-of-the-art AV and PA systems for your convenience.
- Does Villa Vista provide a sound system for music and speeches? A: Yes, our comprehensive in-house AV and PA systems are suitable for both music and speeches.
- Is Wi-Fi available for guests at the venue? A: Yes, we provide complimentary Wi-Fi access for all your guests.
- Can you accommodate live music or a DJ at our event? A: Yes, our venue can accommodate live music and DJs. Please let us know your needs and we’ll make the necessary arrangements.
- Will staff be available to assist with the audiovisual equipment? A: Certainly, we have trained technicians on hand to assist with any audiovisual needs during your event.
- Do you offer lighting options to create different moods and atmospheres? A: Yes, we have extensive in-house lighting systems with dimming controls to customize the ambiance of your event.
- Are we allowed to have a live band play on the patio area? A: Live bands can perform on the patio; however, we need to comply with the golf course on acceptable volume while golfers are in play, which our event team will discuss with you.
- If our event requires additional electrical power, can this be arranged? A: Yes, let us know your requirements, and we can organize additional power support accordingly.
- Can you help facilitate a live streaming setup for my event? A: With our AV capabilities, we can certainly assist in setting up live streaming for your event.
- Are there guidelines or restrictions for the event photographer/videographer? A: We ask that photographers and videographers respect the privacy of other guests and adhere to specific areas when shooting. Detailed guidelines are available upon request.
- Are there any photography restrictions at the venue? A: We do not generally impose restrictions on photography, but we ask photographers to respect the space and other guests.
- Do you have preferred vendors for décor, music, and photography? A: We do have a list of preferred vendors we’ve worked with and trust. Our event team can share this list with you.
- Are there specific vendors we are required to use, or can we choose our own? A: While we have a list of preferred vendors known for their quality and reliability, you are welcome to use vendors of your choice pending their adherence to our policies.
- Do you have a preferred floral vendor, or can we use our own? A: You are welcome to use your own florist, though we do have a list of preferred vendors we can recommend for their quality and reliability.
- How early can vendors arrive to set up for an event? A: Vendor set-up times are typically arranged according to the event schedule. Please discuss specifics with our event team.
- Does Villa Vista at Poplar Creek have a preferred hotel partner for lodging? A: While we don’t have a single preferred hotel partner, we can recommend several nearby hotels for your lodging needs.
- Is security provided for larger events? A: For the safety of our guests, security may be required for larger events and can be arranged through our venue.
- How can we ensure privacy for our event? A: Our event spaces offer ample privacy, and exclusive use of certain areas can be arranged to ensure that your event remains private.
- What measures are taken by Villa Vista for safety and security during events? A: We take safety seriously, with staff training, security personnel for large events, and adherence to all local safety regulations.
- Is security required for high-profile events? A: For the safety and privacy of high-profile events, we may require additional security measures to be in place. duplicate
- Is there a lost and found in case any items are left behind after an event? A: Yes, any items found post-event are kept in our lost and found. Please contact our event team to inquire about any lost items.
- What is your alcohol policy regarding underage drinking? A: We adhere to strict ID verification practices and laws regarding alcohol consumption to prevent underage drinking.
- Do you have on-site parking? A: Ample free parking is available for all guests, with easy access to our handicap-accessible venue. in the event of very large events, our sales director will advise of alternate parking options at the County Park adjacent to our location
- Are the event spaces at Villa Vista handicap-accessible? A: Yes, all our event spaces and restrooms are designed to be accessible to guests with disabilities.
- Can vehicles, such as a limo or party bus, easily access the venue? A: Yes, we can accommodate special vehicle access and have appropriate space for drop-offs and pick-ups.
- How is parking managed during large events? A: For large events, we can arrange for parking attendants to manage the parking logistics and ensure smooth operation.
- Are there recommended hotels nearby for out-of-town guests? A: There are several hotels as well as an International Airport (SFO) less than 10 minutes away. Our team can provide you with recommendations.
- How accessible is Villa Vista for out-of-town guests? A: Our venue is conveniently located in San Mateo, accessible via major transportation routes and close to local accommodations.
- Is there a service charge or gratuity added to event bills? A: A service charge and customary gratuity will be added to your final bill. The exact amount will be outlined in your contract.
- Are there any hidden costs I should be aware of? A: We believe in complete transparency. All potential costs will be outlined in your initial quote and contract.
- Are there any additional fees for using credit cards or other payment methods? A: Villa Vista charges a 3% fee for using credit cards for payments.
- Do you offer a discount for booking multiple events or repeat business? A: We value long-term relationships and may offer discounts for multiple bookings or repeat clients. Let’s discuss how we can accommodate your event requirements and offer the best value.
- Can you accommodate a simultaneous interpreter for international events? A: While we don’t provide interpreter services directly, we can accommodate your chosen interpreter with our AV equipment and help facilitate any logistics.
- Do you provide tables, chairs, and linens? A: Yes, tables, chairs, and standard linens are provided for events.
- Do you provide coat check services during colder months? A: Yes, we can provide coat check services upon request for your event during the colder months.
- Is smoking permitted on the premises? A: Poplar Creek Golf Course is a non-smoking facility.
- How is waste managed during and after the event? A: We have waste management protocols in place to efficiently handle all event waste and support recycling efforts. All containers or boxes brought in by client for their event must be removed upon conclusion of event or additional cost may be incurred
Explore our Venues
The Ballroom
Reception capacity up to 250, Seated 200
The Ballroom & Private Patio is sun filled, with floor to ceiling windows.
The Banquet Room
Reception capacity of 150 (with patio), Seated 120
Banquet Room & Private Patio
Par 3 at Poplar Creek
Reception capacity of 100, Seated 100
Par 3 Patio: reception 75, seated 65
Celebrate your next event at Villa Vista
Custom Parties
Corporate Events
Blasts, Blowouts, Bashes
Community Events
