I am not military. Can I still have my function at the Hale Koa?
Answer: Yes, you may have a family member or friend who is an eligible user sponsor you to have your function at the Hale Koa Hotel.
What is my sponsor’s responsibility?
Answer: Once the banquet contract is completed and you have received a copy from the hotel, the sponsor will need to come to the catering office to verify his eligibility by showing us his/her military ID card and sign the contract and eligibility form. The sponsor ensures that his guests are aware of and abides by all policies of the hotel.
Can I come down to the hotel to see the banquet rooms?
Answer: Yes, you may schedule an appointment to visit our hotel. Please call the Catering Office to schedule a visit so we can schedule you on a day when our rooms are available to view. Appointment dates and times are based on the availability of the function space requested.
Does my sponsor need to be present at the site inspection, finalization appointment or be present at the function?
Answer: No, the sponsor does not need to be present at the site inspection or finalization appointment and does not need to be present at the function.
Does my sponsor need to sign the General Information Agreement and pay the non-refundable deposit?
Answer: No, you as the Point of Contact (POC) may sign the General Information Agreement and pay the nonrefundable deposit.
Can I check date availability on-line?
Answer: Please call the Catering office at (808) 955-9609. Our Catering Sales Team will be happy to check available dates for you.
Do you offer a room where I can get ready for my wedding?
Answer: A complimentary night’s stay in one of our best available rooms will be provided for the bridal couple with receptions of 200 guests or more. We suggest securing an additional room night on the day before your wedding to allow for ample time to get ready.
Is it possible to get married on the beach at the Hale Koa?
Answer: The beach is under the jurisdiction of the State of Hawaii. You will need to obtain a permit from the Department of Land and Natural Resources to have your ceremony on any state beach. The Hale Koa offers two formal private gardens, as well as an informal site for your wedding ceremony.
What do I need to place a banquet reservation?
Answer: We will need the number of guests you are expecting, whether you would like a daytime event (luncheon) or an evening (dinner) event, and the preferred date you would like your function to be held. If you are being sponsored by an eligible user, we will also need to know the name of your sponsor, his/her branch of service, rank, and contact information.
How far in advance are we able to place a reservation for a banquet room?
Answer: We are currently accepting reservations for events to be held up to December 30, 2017. Please call our catering office at (808) 955-9609 to check on availability.
How much is the deposit and when is it due?
Answer: Deposit for the Derussy Hall, Waikiki Ballroom, Banyan Tree Showroom & Luau Garden is $700.00. The Kalia & Laulima Rooms are $150.00 per section
Additional deposits are required for wedding ceremonies:
Maile Garden for Ceremony is $700.00 (2016)/ $750.00 (2017)
Luau Garden for Ceremony is $700.00 (2016)/ $750.00 (2017)
All deposits are due within (2) weeks from the date we accept your reservation.
Is my deposit refundable once it is submitted?
Answer: All deposits are non-refundable.
Am I able to use the Luau Garden for my ceremony & then have my reception in the indoor Ballroom?
Answer: If you would like to hold your ceremony in the Luau Garden, then your reception must be held in the Luau Garden as well. Indoor ballroom receptions may reserve the Maile Garden for their ceremony.
Do you have anything outdoor for Receptions?
Answer: The Luau Garden is our outdoor venue and requires a minimum of 200 paying guests.
Do you have children’s prices for the buffets?
Answer: We do not have children prices for the buffets. There is no charge for children who are age 3 years and younger. Children age 4 years and above pay the regular buffet price.
Am I able to lock in menu prices if I book in advance?
Answer: We do not lock in prices. Prices and menus are subject to change without notice. For planning purposes, most price changes occur October 1 of each year. For budgeting purposes, please be prepared for a possible price increase of about 8-10%.
What are your office hours?
Answer: The catering office is open Monday-Friday, 8:30am-4:30pm
Saturdays from 8:30am-11:30am and 1:30pm-4:30pm
Sunday and Federal Holidays – closed
Is there valet parking and how much is parking?
Answer: We do not have valet parking. Self parking is located in the parking garage across from the hotel. Discounted parking for banquet events is offered at a rate of $5.00 with banquet validation and is good for up to 10 hours of parking.
Do you validate parking for my vendors, makeup artist, photographer & videographer etc.?
Answer: Parking validation will be available at your reception room at the time of your event. Any vendor that is here prior to your event will pay the General Public rate of $4.00 for the 1st hour (or fraction thereof) and $1.50 for each additional half hour (or fraction thereof).
Am I able to hold a block of rooms?
Answer: Each eligible user may sponsor a limited number of rooms for family and friends. The eligible user will need to call room reservations and make the room reservations for guests. Room rates are based on the sponsor’s military rank. The sponsor will need to be present at the Front Desk to check in all guests. There is a limit to the number of rooms a sponsor may reserve. Please call our room reservations department for more information.
Do the Bride & Groom receive a Complimentary Room?
Answer: Wedding Receptions with a Minimum of 200 or more guests will qualify for a complimentary one night stay on the night of the wedding. If you would like to stay the night prior to the wedding, you may rent an additional night and your sponsor will need to check you in.
Are we allowed to bring in our own food & beverage?
Answer: No outside food or beverages are allowed in private function rooms. All food and beverages must be provided by the Hale Koa Hotel. However, we will only allow you to bring in your own wedding cake or sheet cake ordered from an outside bakery if you so choose. There is a $40.00 flat fee for this service.
What time will we allowed to go into the room to decorate and set up?
Answer: Weddings will be allowed (2) hours prior to the start of your reception and (2) hours prior to the start of your Ceremony for set up. All other events will be allowed (1 ½) hours prior to the start of your event to set up.
Is there a place to store our wedding decorations or flowers at the hotel?
Answer: The hotel does not provide storage for decorations/flowers or cakes.
When is the final guest count due?
Answer: The final guaranteed guest count is due (2) working days prior to your event and is not subject to reduction once submitted.
Completed diagrams for functions with assigned seating are due by noon two working days prior to your event. A labor fee will be charged if diagrams are not received by the deadline date/time.
When is payment due?
Answer: We will require 90% prepayment of your total estimated charges (2) weeks prior to your event. Full payment is due on the day of your event at the conclusion.
When do I choose my menu?
Answer: Approximately 6-8 weeks prior to your function date, please call our office to schedule an appointment so that we may finalize your party's needs. At that time, we will need your tentative guest count, menu and beverage plans, as well as your room set up requirements and entertainment plans.
Is there a back up for the Garden Ceremonies?
Answer: If there is a ballroom available, the ceremony will be relocated to one of the ballrooms. If no ballrooms are available, your ceremony will be relocated to your reception room and held on the dancefloor. If your ceremony is in the Luau Garden, then your ceremony backup will be on the stage.
Do you have a vendors list if we need help finding a vendor?
Answer: A vendors list will be provided upon request.