Frequently Asked Questions
WeddingsCatering - Weddings & Corporate Events
Guest Rooms
Activities & Amenities
Spa
Location & Transportation
Weddings
How do I book the space and make my wedding definite?
Poets Cove Resort and Spa will confirm all space requirements for your wedding ceremony, reception, and wedding dinner upon receipt of your signed contract and initial deposit.
How much is the deposit and what method of payment to you except?
To confirm your function space a deposit is required at the time of the booking and is non-refundable. The deposit amount is based on the number of guests attending. For example, if you have 50-100 guests attending your deposit will be $1000, fewer than 50 will be $500. This deposit will be applied to the final bill upon completion of your event. Payments can be made by credit card or cheque.
How far in advance do we need to book our wedding?
As soon as you decide on a date for your wedding, let us know. The sooner we have a set date, the more likely we will be to accommodate your requests.
What locations can we get married?
We are flexible as to the venue for the ceremony, whether it is on the beach or on our beautiful oceanfront terrace, at a cottage or at one of the picturesque churches on Pender Island.
Is there a weather alternative for outdoor ceremonies? And is there a fee involved?
Yes, we can hold the ceremony inside the Sea Glass ballroom. You can decide up to two hours before the ceremony if you would like to be indoors or outdoors and there is no additional charge.
How do I obtain a marriage license?
You can obtain this before coming to Poets Cove at most insurance dealers, such as Coast Capital.
When is payment due for my event?
All catering & set-up charges are to be paid seven (7) days prior to the function date. An overall cost will be determined for wine and host bar. If the final amount exceeds the overall bill, the balance must be paid on departure; if less, the difference will be credited back to your account.
What happens if I choose to cancel my event?
All deposits are non-refundable and would be forfeited due to cancellation. Your contract will outline these details clearly for you to read prior to signing.
Are candles allowed on site?
Candles are permitted in the Seaglass ballroom, Aurora Dinning room and Syrens Bistro. Poets Cove staff will light them for you.
Does Poets Cove charge for parking?
No, the upper level parking lot is open to all guests at no additional charge.
What tasks does Poets Cove execute to help plan my wedding?
The services in our basic wedding package include, but are not limited to the following:
- Initial wedding consultation & property site tour
- Wedding rehearsals
- On site contact and liaison for days leading up to the event
- On site Event Coordinator the day of your wedding
- Menu planning – including food, wine & signature cocktails
- Event planning including booking venues, third party suppliers, room layout & coordination, signage, vendor referrals and budgeting.
- Finally putting all these details together in order to send the client a detailed schedule of events, banquet order & final breakdown of billing
Is there a dry cleaning service on Pender Island?
Unfortunately, there is not a dry cleaning service available on Pender Island
Does Poets Cove offer a Babysitting service?
Poets Cove does offer this service through our activities department. We would need at least twenty-one (21) days notice in order to make these arrangements. Please contact our activities department (250) 629-2116 or activites@poetscove.com for further details.
Do you provide a coat check service?
Unfortunately, we do not have a coat check service, but if you feel that this is a service that is going to be needed, please inform an Event Coordinator and we can have this arranged at an additional charge.
May bring my own cake and is there a plating fee?
Absolutely, you make bring your own wedding cake. Poets Cove does charge plating fee of $2 per plate.
Do you have photographs of guest rooms, ceremony and reception locations?
Yes, we can provide you with photographs of them all. Please contact the events department at 250-629-2135 or events@poetscove.com
Do you have a sound system that can be used for outdoor ceremonies?
We have a simple CD player that can be used at no additional fee. If a more substantial sound system is required, please review the AV equipment that is listed on our catering menus or speak to your Events Coordinator for further information.
Do you provide white tents for outdoor ceremonies or receptions?
The Poets Cove Resort & Spa does not provide outdoor tents; please review the Wedding Contact sheet for recommended wedding vendors.
Will the waterfall interfere with my wedding ceremony?
If you find that the sound of the waterfall would interfere, we would happy to supply a microphone for those that speak softly, but is left to the couple’s discretion. If you do require it to be turned off we would need at least one hours notice.
Do you have an attractive location for photographs?
The Resort is located minutes from many beautiful parks and beaches!
Offsite: Brooks Point, Gowland Point and the Church of Good Shepherd.
Onsite: Our waterfall, spa patio garden and even our bluffs can all be suitable back drops for your photo sessions. Your Event Coordinator will be happy to give a map of all the locations.
Does the hotel have a stage area for a band or DJ?
A dance floor, podium with microphone and stage is provided complimentary to all wedding parties. The podium and dance floor can not be moved outside.
Can we move the stage and dance floor at all?
Absolutely, we can place the dance floor and/or stage in different areas of the Sea Glass ballroom.
What is the size of your dance floor?
20’x 25’
Till what time can we play music?
If you have a dance following the reception, music cannot be played past 1:00 am as a courtesy to other guests. Live bands or DJ music must be turned down to background music type sound level by 11:00 pm (indoors) and cannot be played passed 11:00 pm (outdoors). Also, if music and dancing is planned for your event it is required that you block at least 10 lodge rooms for your guests on the second floor above the ballroom.
Is there a florist on Pender Island?
Please view our wedding contacts for recommended florists.
Is there a spa and hair salon close to Poets Cove?
Yes, Poets Cove Resort has a beautiful full service spa. Please view our wedding contacts for other recommended hair salons on Pender Island.
Are there any photographers in the area?
Yes, Pender Island is home to several talented photographers. Please review the wedding contact sheet for recommendations.
Can Poets Cove arrange for witnesses and a marriage commissioner for out of town couples?
Yes, your Event Coordinator can provide witnesses and information on how to contact marriage commissioners in Victoria.
Please visit http://www.vs.gov.bc.ca/marriage/howto.html which details all of the steps to legal marriage in British Columbia.
Will Poets Cove decorate the ceremony and reception areas?
Our banquet staff will be happy to place flower arrangements (not provided) and candles (not provided) on banquet tables. Any additional decorating as well as the guest seating chart is the responsibility of the wedding party.
What linens are provided in our room rental? Do you have chair covers?
Basic white table linens and white linen napkins are provided. Chair covers, sashes, overlays, runners and centre pieces are available at an additional charge.
When can bridal parties have access to the ceremony & reception areas for decorating & set up?
Access to the banquet rooms will be determined 48 hours prior to your function by the on-site Wedding Coordinator. If the banquet room is not being used the day or night before your event you may have access for decorating and set up ahead of time. A set time for access must be booked in advance with the Wedding Coordinator. If the banquet room is being used the day or evening prior to your event access will be granted by 8am the day of your event for day time events and by 4pm for evening events.
May I use my own decorations?
You are welcome to supply these including chair covers, special linens and table gifts. We are pleased to assist you with your decor, however, they’re may be an additional charge depending on the complexity of the arrangements
Are there any restrictions with decorations?
We do not allow confetti (of any kind) on the property (inside or outside) or pins pushed in the walls. Only candles in a protected holders such as votives or hurricane lamps, are allowed to be burned in the banquet rooms
When do we have to remove the decorations we put up?
Poets Cove banquet staff will remove linens, and extra décor from the tables upon completion of your event and put them in appropriate packaging. You may collect your decorations etc. up until 11:00 am the following day.
What about any Property Damages?
Any property damages and/or theft of property on Poets Cove Resort & Spa will be assessed and charged to those responsible. Otherwise, all charges will be applied to the account of the client holding or paying for the event.
What is the Food Tasting Policy?
We are pleased to invite you to our Aurora Dining Room for an opportunity to experience our culinary talents. The bride and groom will have the opportunity to choose from our full dinner menu or from our catering menu (some restrictions may apply). This is a complimentary service that we are pleased to offer. Reservations are to be made at least fourteen (14) days in advance
Please, book this with our Sales & Events department.
We are pleased to accommodate parents who may wish to join the tasting, by discounting the meal by 50%. (Not applicable to alcoholic beverages.)
Catering - Weddings & Corporate Events
Do I have to provide you with guest totals for plated entrées ahead of time?
Yes, after you have selected your entrées that you will be offering your guests we suggest you put this as an option on your reply cards. Once you have received all their entrée choices you can relay this information to your Event Coordinator. In order to be assured of your menu choice, it is necessary that the catering department receives menu selections and all other arrangements needed no later than 30 days prior to the function. Please, also inform us of any allergies that any of your guests may have at this time.
The estimated guest count is due 14 days prior to the event. The final guaranteed guest count is due 7 days prior to event. At this time a 100% catering deposit will also be processed. Meal counts must also be provided at this time (i.e. plated dinner, number of children, vendor meals)
Do we need to identify where my guests are sitting for dinner/lunch?
Yes, for a plated dinner service we do require you to have a seat chart with place cards for each of your guests. Your Event Coordinator will be happy to elaborate on this.
What kind of menu options or packages do you have available?
Please review your options on our Catering Menus >>.
Does Poets Cove provide a bartender?
Yes, the resort will provide a bartender at no additional charge in the Seaglass ballroom. However, if you would prefer bar service for any catering in a cottage or villa, a bartender fee of $25.00 per hour will apply (gratuity not included).
What are your bar prices?
For bar pricing please see our Catering Menus >>
Can couples bring in an outside catering company or wines and/or liquors?
Poets Cove Resort & Spa is the exclusive supplier of all food and beverages, wines and alcoholic beverages for on-site venues including its Marina Operations. The only exception would be specialty cakes.
What is included in my facility fee?
The facility fee includes; the basic set up of tables, chairs and white linens and the tear down following your function. We can provide special wedding décor such as white chair covers, table runners, overlays and special centerpieces at an additional cost.
Do you charge for catering at the cottages or villas?
Yes, we do charge for set up, rental or delivery at the cottages. Tear down charges may also apply. (gratuity not included).
Can we take home any food left over from the cocktail hour, buffets or evening snacks?
In order to comply with The Department of Public Health regulations, removal of remaining food by guests is prohibited and cannot be packaged to take away at the end of the evening (with exception of the wedding cake).
Are we able to order other wines or beers that are not on your catering menu?
Should you prefer a special wine that is not on our menus, we would be pleased to order this for you, but we require about six weeks notice. You will be subject to a 100% mark up fee and if all the wine is not used during the function we will sell it back to you at cost plus 20% handling fee. Poets Cove does not have a corkage fee.
How long do I have the reception space until?
It is the discretion of the Manager to close the bar earlier than contracted if events necessitate. Alcoholic beverages are served until 12 midnight, after which pop, juice, water, coffee and tea will be served to your guests until 1:00 am.
What additional fee should I be aware of?
All food and beverage costs are subject to 5% GST, 10% liquor tax (if applicable), and 15% food & beverage gratuity/service charge.
Guest Room
Must I book a room to have my group and/or event at Poets Cove?
It is not required, but will be subject to the availability of the resort, based on occupancy.
Is there a group discount available to my guests?
Group rates are available and we will reserve accommodation for your estimated guest total.
Is there a two night minimum?
Depending on your event date a two (2) night minimum may be required. Please contact the Events Department for more information.
How many guest rooms do I have to guarantee to block them out?
There is not a minimum requirement. When you block out rooms you will be required to sign a contract and you will be responsible for the Attrition Clause and Cancellation Policy.
How do my guests make their guest room reservations?
We will ask you to provide us with a guest rooming list no later than 45 days prior to your event date. Representing the names of each guest, who they’re sharing a room with and any special needs required. Once the reservation department inputs the rooming list provided, Poets Cove will then contact you to instruct your guests to call the resort at 1-888-512-7638 and your guests are given 2 weeks to phone and confirm their reservations and guarantee them with their own credit card. At this time the rooms will be released from your responsibility. Any rooms not guaranteed by your guests will fall under the Attrition Clause.
Are non-resort guests able to use the pools and fitness facility?
Yes. Please contact Guest Services for applicable fees.
What are the Check In and Check Out Times?
Check-in time is 4:00pm. While every effort is made to accommodate guests arriving before check-in time, an early check in request is never guaranteed. We will do our very best to meet your check in request.
Check-out time is 11:00am. Extended check-out may be requested and should be directed to Guest Services. Should it be possible to extend a late check-out, a late departure charge may apply. Luggage can be held at our Front Desk.
Where do we submit any special requests?
For any special requests, please contact Guest Services.
Can we bring pets?
Yes, we do have some pet friendly cottages & villas. Pets are not permitted in the Main Lodge.
Is smoking permitted at the Resort?
Proudly, all of Poets Cove Resort & Spa lodgings & balconies are smoke free. Smoking is only permitted in the designated area which is located at the front of the resort on our sea walk.
What is the temperature of the heated pools & hot tubs?
- Outdoor Pools: 86degrees Fahrenheit.
- Outdoor Hot-tub by pools: 103 degrees Fahrenheit.
What do I do if I need to cancel or reschedule my vacation?
Please Contact Guest Services as soon as possible.
Is there wireless internet on site?
Yes, free WiFi is available throughout the resort and a complimentary guest computer is located in our lobby.
Activities & Amenities
What is there to do at the Resort and in the area?
Poets Cove offers an extensive list of activities for all ages. From sea to land our excursions are designed specifically for our guests to witness some of the unique and natural beauty that the West Coast has to offer.
- Mooring Café and Beer & Wine Store: Coffee, snacks, sandwiches, gifts, postcards
- Aqua fit - Join us year-round in our heated outdoor pool for a workout with our water-based aerobics class suitable for any level of fitness.
- Yoga & Meditation Classes - Tame your stress and enjoy life more!
- Kayaking - Join our gentle two hour tour, ideal for those wanting to experience paddling a kayak for the first time.
- Canoeing - The easy way to get family and friends out on the water for a paddle! Big stable canoes allow you to enjoy the sea life that abounds in our waters!
- Cycling - Bike to the tip of South Pender and follow our knowledgeable guides on a short hike to the coast.
- Disc Golf Adventure - Disc golf is played much like traditional golf, except that instead of clubs and golf balls players use “golf discs” (similar to Frisbees) and drive them to baskets or poles.
- Hiking - This is a beautiful way to experience Pender Island.
- Pender Island Tour - Take your pick! Choose any three stops out of over 25 local artist galleries, Morning Bay Winery, the Farmer’s Market, bookstores, gift shops, the Pender Island Museum or anything else you’d like to see or hear about!
- Whale Watching - Experience the thrill of seeing whales up close and personal in their natural habitat!
- Luxury Yacht Trip - Saturday Ganges Farmers Market Trips, Saturna Island Winery Cruises, Sunset Cruises, and Salt Spring Island tours, or charter your own destination!
*** The above activities are best booked 24 hours in advance
Complimentary Activity Equipment & Information:
- Maps and information on nearby hikes, cycling, kayaking and canoeing.
- Year round heated outdoor pool and hot tub
- Fitness Center
- Athletic Court
- Basketballs, Tennis racquets & balls, Soccer ball and Volleyball
- Disc Golf Discs
- Board Games
- Pool toys
- DVDs and Books
Salt Spring Air Charters by arrangement:
- Island Beach Tour
- Safari 40 min
- Salt Spring Tour
- Other charter and scheduled trips also available
For further information please see our Activities page >>
Spa ~ Frequently Asked Questions
Is there a spa?
Yes, our spa is located on the 1st floor of the main resort, near the waterfall.
Can I book spa treatments for my wedding party?
Absolutely! Susurrus Spa offers a full range of spa services, including massages, facials, eucalyptus steam, body wraps, body exfoliations, manicures, pedicures and beauty treatments - all in a soothing atmosphere of relaxation and indulgence.
Are there specialty Bridal packages?
Yes, there are several packages specifically designed for the bride, groom and bridal parties. See our Bridal package offerings at the Susurrus spa >>
Location & Transportation
See our Location page for more information >>