September 24, 2017 3:57am

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Catering FAQ

I am not military. Can I still have my function at the Hale Koa?

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?

Once the banquet contract is completed and you have received a copy from the hotel, your sponsor will need to come to the Catering Office to verify eligibility by showing us his/her military ID card, and sign the contract and eligibility form. The sponsor ensures that your guests are aware of and abide by all policies of the hotel.

 

Can I come to the hotel to see the banquet rooms?

Yes. Please call the Catering Office to schedule a visit so we can be sure 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 function?

No. Your sponsor does not need to be present at the site inspection, finalization appointment or function. However, if you require a sponsor for overnight accommodation, then you need to follow those eligibility requirements. 

 

Does my sponsor need to sign the General Information Agreement and pay the non-refundable deposit?

No. You, as the Point of Contact (POC), may sign the General Information Agreement and pay the nonrefundable deposit.

 

How can I check date availability?

Please contact the Catering Office or call (808) 955-9609. Our catering specialists will be happy to check available dates for you.

 

Do you offer a room where I can get ready for my wedding?

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 and space to get ready.

 

Is it possible to get married on the beach at the Hale Koa?

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. If you want to get married with your toes in the sand, we’ll be glad to make sure to get you the right phone numbers to call to arrange what you need. Then, it’s easy to walk over to Hale Koa Hotel for your reception in any of our ballrooms.

 

What do I need to place a banquet reservation?

We will need the number of guests you are expecting, whether you would like you event to be in the daytime or evening, and the preferred date you would like your function to be held. If you need an eligible sponsor, we will also need to know the name of your sponsor, his/her branch of service, rank, and contact information.

 

How far in advance can I reserve a banquet room?

We are accepting reservations for events to be held up to December 30, 2018. Please contact the Catering Office or call (808) 955-9609 to check availability.

 

How much is the deposit, and when is it due?

Deposit for DeRussy Hall, Waikiki Ballroom, Banyan Tree Showroom and Luau Garden is $700.00. The Kalia and Laulima Rooms are $150.00 per section Additional deposits are required for wedding ceremonies. Luau Garden or Maile Garden Ceremony is $750.00 (2017-2018), and $800 for 2019.

All deposits are due within two (2) weeks from the date we accept your reservation.

 

Is my deposit refundable?

No. All deposits are nonrefundable.

 

 

Can I have my ceremony or reception outside?

Yes. Our Luau Garden can accommodate both your ceremony and reception, and requires a minimum of 200 paying guests. You may also have your ceremony in the Maile Garen, however receptions are not permitted in the Maile Garden. You may reserve a ballroom for your catered reception after a ceremony in the Maile Garden.

 

 

Can I use the Luau Garden for my ceremony, and then have my reception in an indoor ballroom?

No. If you would like to hold your ceremony in the Luau Garden, then your reception must be held in the Luau Garden as well.

 

 

 

What is the back-up plan for garden ceremonies in the event of inclement weather?

If your ceremony was planned for the Maile Garden, it will be relocated to one of the other ballrooms, if one is available. If no other ballroom is available, then your ceremony will be relocated to your reception room and held on the dance floor. If your ceremony was planned for the Luau Garden, then your ceremony backup will be on the stage, which is covered. Reception seating in the Luau Garden is also covered, to help protect from the elements.

 

Do you have children’s prices for the buffets?

No. We do not have children’s 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.

 

Can I lock in menu prices if I book in advance?

No. 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?

The Catering Office is open Monday-Friday: 8:30 a.m. to 4:30 p.m.
Saturdays: 8:30 a.m. to 11:30 a.m. and 1:30 p.m. to 4:30 p.m.
Sundays and Federal Holidays: Closed

 

Is there valet parking, and how much is parking?

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 $6.00 per car with banquet validation and is good for up to 10 hours of parking.

 

Do you validate parking for my vendors (makeup artist, photographer and videographer etc.)?

Yes. Banquet parking validation will be available at your reception room at the time of your event at the rate of $6.00 per car, and is good for up to 10 hours of parking. 

 

Am I able to hold a block of rooms?

Each eligible user may sponsor up to three (3) rooms. The eligible user will need to book room reservations for guests, and must be present at the Front Desk when each guest checks in. Also, if your sponsor does not live locally, he/she must also stay as a registered overnight guest throughout each sponsored guest’s stay. For example, if you need a sponsor to stay at Hale Koa Hotel, and would like to stay for 6 nights, and your sponsor is not local to Oahu, then your sponsor must also stay at Hale Koa Hotel for 6 nights. Room rates are based on the sponsor’s military rank.

 

Do the bride and groom receive a complimentary room?

Wedding Receptions with a minimum of 200 guests will qualify for a complimentary one-night stay on the night of the wedding. If you would like to stay the night before the wedding, you may reserve an additional night, and your sponsor will need to check you in if you’re not eligible users.

 

Are we allowed to bring in our own food and beverage?

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 are we allowed to go into the room to decorate and set up?

Weddings will be allowed to set up two (2) hours before the start of your reception and two (2) hours before the start of your ceremony. All other events will be allowed (1 ½) hours before the start of your event to set up.

 

Is there a place to store our wedding decorations or flowers at the hotel? 

No. The hotel does not provide storage for decorations, favors, flowers or cakes.

 

When is the final guest count due?

The final guaranteed guest count is due two (2) working days before 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?

We will require 90% prepayment of your total estimated charges two (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?

You can start considering your menu selections at any time. Approximately 6-8 weeks before 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. All menus and room arrangements should be finalized at least four (4) weeks before your function date.

 

Do you have a list of suggested vendors?

Yes. A vendors’ list will be provided upon request.

 

 

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