Catering Policies

Turn-Key Events

It can be tough to plan weddings and parties. Whether you’re on-island or coming from the mainland, you’ll appreciate Hale Koa Hotel’s team of professional catering specialists. We’re here to make your special occasion as stress-free as possible. Only authorized individuals are permitted to sponsor catered functions at Hale Koa Hotel. Learn more about the eligibility requirements here.  We look forward to working with you, please contact us with any questions. 

Deposit and Payment Deposit Policy 

A nonrefundable deposit is required within 14 days of the date we accept your booking. For functions in the Banyan Tree Showroom, DeRussy Hall, Luau Garden or the Waikiki Ballroom, the deposit is $700.00. For the Laulima and Kalia Rooms, the deposit is $150.00 per section. A site fee and nonrefundable deposit is required for wedding ceremonies. A $800.00 deposit is required for wedding ceremonies held in the Maile Garden or Luau Garden. For ceremonies held in 2021, the deposit is $850. Your deposit will be applied to the total bill for your event.


Cancellation and Refund Policy

All deposits are nonrefundable once submitted. No refunds will be given should you cancel your function after we receive your deposit. Ceremony deposits are nonrefundable and will not be applied to the reception charges. Cancellation of your function must be made in writing. 


Change in Function Date 

Requests to change a function date must be made at least six (6) months prior to function date to avoid forfeiture of deposit. Requests must be made in writing. If a request is made less than six months prior to your function date, then your initial deposit will be forfeited and a new deposit will be required to confirm your new date. 


Prepayment Policy 

A 90% prepayment of the total anticipated charges is required 14 days prior to the function date. This prepayment is nonrefundable and will be applied to the total charges for your event. An invoice will be presented at the conclusion of the function for payment in full on the day of your event. 


Service Charge 

All Food and Beverage Revenue is subject to a 24% service charge. This consists of an 18% gratuity that is distributed directly to the food and beverage service staff assigned to service your function, and the remaining 6% is retained by the hotel to cover non-itemized costs and expenses other than wages and tips for employees. Rates are subject to change without notice 


State Tax 

Since the Hale Koa Hotel is a federal entity, the 4.712% state tax will not be added to our prices. 


Final Guarantee Count

A final guaranteed guest count and completed room diagram (if applicable) will be required by 12:00 noon, three (3) working days in advance of the function date. Sundays and federal holidays are not considered working days and should be taken into consideration when submitting final counts. If no final count is received by this deadline, then your tentative count will become your final guaranteed count. The final guarantee count is not subject to reduction. If room diagram is not received by the deadline date, then a labor fee ranging from $100 to $300 will be assessed.


Should there be a need to increase your final guaranteed count on the day of your event, every effort will be made to accommodate your request. Kindly expect a delay, and a surcharge of $5.00 per person will be assessed for additional guests above the original final guarantee count. A minimum of 25 persons is required for all food functions. 


Change of Function Room 

The hotel reserves the right to make last-minute changes of assigned function rooms as deemed necessary. 


Outside Food or Beverages 

All food and beverages must be supplied exclusively by the Hale Koa Hotel. The only exception is that we allow you to bring in your wedding cake or sheet cake ordered from an outside bakery if you so choose. There is a $40.00 flat fee for this service. No other outside food or beverages are permitted in private functions and shall not be brought onto the function premises by the patron, invited guests, attendees, or independent vendors/contractors hired by the patron. If any outside food or beverage is brought onto function premises, the hotel reserves the right to retain and dispose of such food or beverage. Food and beverages may not be taken out of the banquet facility once it has been prepared and served. 


Function Start and End Times

All day/luncheon functions must vacate the banquet room by 2:30 p.m., while day/luncheon functions in the Luau Garden must vacate the garden by 2 p.m. All evening/dinner functions must vacate the banquet room by 12 a.m. For Luau Garden functions, all amplified music must conclude by 10 p.m.


Prior Approval is Required for All Start Times

Morning wedding ceremonies in the Luau Garden or Maile Garden can start no earlier than 9:30 a.m. and must conclude by 11 a.m. Afternoon wedding ceremonies can start no earlier than 4:30 p.m. and must conclude by 6 p.m. 


Menu Selections and Prices 

All menus and room arrangements should be finalized at least four (4) weeks prior to your function date. A hand-served meal is limited to one entree selection for the entire group. Menus, prices and service charge are subject to change without notice. 



The hotel will take all necessary care, but accepts no responsibility for the damage or loss of any articles brought into the hotel or left at the hotel after the function. 



Validated parking for a nominal fee is available at either the Hale Koa parking garage across from the hotel, or at the surface lot across from the Army Museum at the corner of Saratoga Road and Kalia Road. 


Force Majeure 

The hotel’s failure to perform any term or condition of this agreement as a result of conditions beyond its control such as, but not limited to, war, labor disputes, fires, floods, acts of God, government restrictions, power failures, or damage or destruction of any network facilities or servers, shall not be deemed a breach of this agreement.