Only Authorized individuals are permitted to sponsor catered functions at the Hale Koa Hotel.
The Hale Koa Hotel is an Armed Forces Recreation Center serving active duty and retired members of the U.S. Armed Forces and their families. Authorized personnel are eligible to book banquets, meetings, private parties, and other special events when the Sponsor is an authorized user.
Banquet facilities may be used by the following categories of personnel: Active or retired military personnel and their dependents, active or retired Reserve and National Guard members who possess a valid and current I.D. card and their family members, Department of Defense Civilians and their family members. After a banquet contract is finalized (usually 6-8 weeks prior to a function date), the authorized sponsor must come to the Catering Office with a valid I.D. card and sign the contract.
Private Catered Events contracted at the Hale Koa Hotel represent an agreement for services between the client and the Hale Koa Hotel. As such, a private catered event may not be advertised to the general public.
For additional eligibility and policies relating to conducting a private event at the Hale Koa Hotel please contact our Catering Office at (808) 955-9609.
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.
Deposit and Payment Deposit Policy
A deposit is required within 14 days of the date we accept your booking. For functions in Banyan Tree, 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. An additional deposit is required for wedding ceremonies. A $700.00 deposit is required for wedding ceremonies held in the Maile Garden or Luau Garden. For ceremonies held in 2017 the deposit is $750.00. Deposit will be applied to the total bill for your event.
Cancellation & Refund Policy
All deposits are non refundable 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 received 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 received in writing. If a request is made less than six months prior to your function date, your initial deposit will be forfeited and a new deposit will be required to confirm your new date.
A 90% prepayment of the total anticipated charges is required 14 days prior to the function date. This prepayment is non refundable 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.
An 18% service charge will be added to all food and beverage charges.
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 guarantee guest count and completed room diagram (if applicable) will be required by 12:00 noon, two 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, 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, a labor fee ranging from $100 - $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 $3.00 per person will be accessed 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.
No Outside Food or Beverages
All food and beverages must be supplied exclusively by the Hale Koa Hotel. Outside food or beverages are not 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 & 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 2:00 p.m. All evening/dinner functions must vacate the banquet room by 12:00 a.m. For Luau Garden functions, all amplified music must conclude by 10:00 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 11:00 a.m. Afternoon wedding ceremonies can start no earlier than 4:30 p.m. and must conclude by 6:00 p.m.
Menu Selections & 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.
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.
All prices are subject to an 18% service charge. Menu and prices are subject to change without notice.