Standard Terms and Conditions Pertaining to
Banquets, Receptions and Private Functions
Standard Terms and Conditions Pertaining to
SHIPPING AND STORAGE
Banquets, Receptions and7.
Private
Functions
Hotel does not have storage space for crates, pallets or large shipments.
1. TAXES AND SERVICE CHARGE
A service charge, currently 23% of the total food and beverage revenue plus
4.712% General Excise Tax, will be added to all food and beverage
charges. Included as part of the service charge is a gratuity (currently 77.6% of
total
service
charge)
that isCHARGE
paid directly to food and beverage service staff. The
1.
TAXES
AND
SERVICE
remainder
of charge,
the service
charge23%
is retained
by Hotel
cover
non-itemized
costs
of
a.
A service
currently
of the total
foodtoand
beverage
revenue
plus
the event.
No other
fee orTax,
charge,
fees,
set up fees,
labor
4.712%
General
Excise
will including
be addedadministrative
to all food and
beverage
charges.
Included
as part of or
thefood
service
charge
a gratuity
(currently
77.6% of
total service
fees, or bartender
station
fees,is is
a tip, gratuity,
or service
charge
for any
charge)
that Service
is paid directly
food
andare
beverage
staff. The remainder of
employee.
charge to
and
taxes
subjectservice
to change.
the service charge is retained by Hotel to cover non-itemized costs of the event.
No other fee or charge, including administrative fees, set up fees, labor fees, or
bartender or food station fees, is a tip, gratuity, or service charge for any
2. GUARANTEE
employee.
Service charge and taxes are subject to change.
You will provide us with a Guarantee of the exact number of persons who will
attend
your
event.
Guarantees
submitted
viaspace
facsimile
or email
to your
b. A service charge,
currently must
23% be
of the
function
rental
fee (plus
all
Hotel Representative by 12:00 p.m. local time (3) full business days prior to an
applicable
taxes)
will
be
added
to
the
function
space
rental
fee
and
is
retained
by
event. For events occurring on Mondays, guarantees are due the Wednesday prior
Hotel
to cover
non-itemized
of theifevent.
The service
charge
is not
a tip
or
by 12:00
p.m and
so forth. Atcosts
the event,
the number
of guests
served
is less
than
gratuity
for employees.
For events with
no number
food or beverage,
included
as part of
the Guarantee,
you are responsible
for the
Guaranteed.
If the number
of
guests
served
is greater
than (currently
the Guarantee,
youfunction
are responsible
for fee)
the that
total
the
service
charge
is a gratuity
5% of the
space rental
number
of guests
served. staff.
If yourThe
guaranteed
attendance
increases
byismore
than
is
paid directly
to service
remainder
of the service
charge
retained
5%Hotel
less than
4 hours
prior to your
event,
theevent
Hoteland
reserves
right
charge
by
to cover
non-itemized
costs
of the
is notthe
a tip
or to
gratuity
fora
5% surcharge for the additional guests on menu prices due to increased costs
employees. Service charge and taxes are subject to change.
incurred. Additionally, the contracted menu items may not be available for the
additional guests added within 24 hours of the event. Ten (10) working days prior
2.
to GUARANTEE
all food functions, or at the time the BEO is signed, whichever is less, the Hotel
You
will the
provide
us with
a Guarantee
of thenumber
exact number
persons
who will
requires
customer
to submit
an expected
of guestsoffor
each scheduled
attend
yourcustomer
event. Guarantees
mustabe
submitted
via facsimile
or email
to your
event. The
will be charged
minimum
of 90%
of the expected
number
of
catering
or convention
by Hotel
12:00 p.m.
local time
(3) and
full
guests, regardless
of services
the final representative
guarantee. The
will prepare
food
business
to an event.
Forthe
events
occurring on Monday, guarantees are
beveragedays
for anprior
additional
3% over
Guarantee.
due the previous Friday by 12:00pm and so forth. At the event, if the number of
guests served is less than the Guarantee, you are responsible for the number
guaranteed.
If the number of guests served is greater than the Guarantee, you are
3. LABOR CHARGES
responsible
for the
guests served. If your guaranteed attendance
You will be billed
fortotal
the number
followingoflabor:
increases by more than 5% within three (3) business days prior to your event, the
Hotel
right to
charge 5%
surcharge
on menu
Chefsreserves
for Food the
Stations
(Carving,
Omelet,
etc.):$225
eachprices due to increased
costs incurred. Additionally, the contracted menu items may not be available for
the
additional
guests
hotel will overset no more than a maximum of
Bartender:
$175
eachadded.
(for up The
to 3 hours)
3% above the guarantee guest count. Food and beverage choices are based on
availability
and are
at the
hotel’s discretion.
Parking Cashier:
$150
each
3.
LABOR CHARGES
Additional
labor charges may apply for additional services requested, event
You
will bemade
billedless
for the
following
labor:in advance or for extraordinary cleaning
changes
than
48 hours
required by use of glitter, confetti or similar items.
On any meal function with less than the required guest minimum as stated on
menus, an additional setup/labor fee of $500.00+tax to $1,000.00+tax will apply
based
on actual guest count.
4. PRICING
Food and beverage menu prices cannot be guaranteed more than 6 months in
A
Bartender fee of $200.00+tax will apply per bartender for the first 3 hours,
advance.
$50.00+tax each additional hour thereafter. Bartender fees are waived if beverage
revenue
$750.00+tax.
5. FOODexceeds
AND BEVERAGE
POLICIES
Due to licensing requirements and quality control issues, all food and beverage to
Additional
labor
charges
for additional
services
requested,
event
be served on
Hotel
propertymay
mustapply
be supplied
and prepared
by Hotel
and may
not
changes
made
than
48 hours
in advance
or for extraordinary
be removed
fromless
Hotel
property.
Alternate
menu selections
(vegetarian,cleaning
etc.) will
required
by use
of the
glitter,
confetti
or similar
items.
be deducted
from
total
Guarantee.
Should
either the number of alternates or
the designated entrée not be adequate, you will be asked to confirm in writing
4.
PRICING
whether
or not to incur the additional cost of preparing more entrees or alternates.
All menu prices and items are subject to change until such a time as banquet
event orders (BEO’s) have been signed and returned.
6. ASSIGNMENT OF FUNCTION SPACE
5. FOOD AND BEVERAGE POLICIES
The room(s) designated for your event requires a minimum revenue guarantee for
Due to licensing requirements and quality control issues, all food and beverage to
rental. Hotel reserves the right to relocate your event to a different room or to
be served on Hotel property must be supplied and prepared by Hotel and may not
charge additional function space rental fees based upon the final Guarantee
be removed from Hotel property. Alternate menu selections (vegetarian, etc.) will
received. We will discuss with you and confirm in writing whether you would prefer
be deducted from the total Guarantee. Should either the number of alternates or
to pay additional function space fees or move to a smaller function room. You will
the designated entrée not be adequate, you will be asked to confirm in writing
still be responsible for meeting the applicable Minimum Revenue Guarantee if your
whether or not to incur the additional cost of preparing more entrees or alternates.
function location is changed or increased function space charges are incurred.
6. ASSIGNMENT OF FUNCTION SPACE
The room(s) designated for your event requires a minimum revenue guarantee for
rental. Hotel reserves the right to relocate your event to a different room or to
charge additional function space rental fees based upon the final Guarantee
received. We will discuss with you and confirm in writing whether you would
prefer to pay additional function space fees or move to a smaller function room.
You will still be responsible for meeting the applicable Minimum Revenue
Guarantee if your function location is changed or increased function space
charges are incurred.
If Group is
sending materials to Hotel for use in a banquet room, ship to arrive no earlier than
three (3) days prior to the event. If boxes are delivered within the three (3) day
allowed
arrival
time,
no fees will be assessed for storage.
7.
SHIPPING
AND
STORAGE
Hotel does not have storage space for crates, pallets or large shipments. If Group
mustmaterials
be labeled
follows:
isItems
sending
to as
Hotel
for use in a banquet room, ship to arrive no earlier
than three (3) days prior to the event. If boxes are delivered within the three (3)
day
allowed
arrival
time,
no fees
will be assessed for storage.
Name
of Group
and
On-site
contact
Hotel Name
Address
Items
must be labeled as follows:
Honolulu, HI 96815
Hold for
name &and
date
of conference
Name
of Group
On-site
contact
Box(s)
_________ of _________ (multiple boxes MUST be numbered)
Hotel
Name
Name of hotel catering/convention service manager
Address
Honolulu, HI 96815
Inbound
packages
areofpriced
per item. The minimum handling fees are $6.00 per
Hold
for name
& date
conference
box and
$100.00 per
crate/pallet.
Package
handling
are current and
Box(s)
_________
of _________
(multiple
boxes
MUSTprices
be numbered)
subject
change
without notice. service manager
Name
ofto
hotel
catering/convention
Inbound
packages
are priced perENTERTAINMENT
item. The minimum handling fees are $6.00
8. DISPLAYS,
DECORATIONS,
All displays,
exhibits, per
decorations,
equipment,
musicians/entertainers
must enter
per
box and $100.00
crate/pallet.
Package
handling prices are current
and
the Hotel
the loading
Delivery time must be coordinated with the Hotel in
subject
to via
change
withoutdock.
notice.
advance. Special ingress and egress, insurance and security requirements may
apply in the case of events with decor, sets, special lighting or special sound;
please consult with your Catering and Convention Service Manager prior to
8.
DISPLAYS,
ENTERTAINMENT
finalizing
suchDECORATIONS,
arrangements. Nothing
may be attached to the walls and ceilings. A
All
displays,
musicians/entertainers
must enter
walk
throughexhibits,
is to be decorations,
arranged withequipment,
a designated
person and Hotel representative
the
Hotel
via Moana Surfrider
Loading Dock.
Delivery time
must be Fire
coordinated
after
the dismantling.
You are responsible
for obtaining
all applicable
Marshall
with
the Hotel
in advance.
andare
egress,
insurance and
security
approval
or permits
required Special
for your ingress
event. You
also responsible
for obtaining
requirements
may apply
in the
case offor
events
with decor,
special
lighting orat
all required ASCAP
or BMI
licenses
entertainment
orsets,
music
performances
special
sound; please consult with your Catering and Convention Service
your event.
Manager prior to finalizing such arrangements. Nothing may be attached to the
walls
and ceilings.
A walk through
is to be arranged with a designated person
9. SECURITY
AND CONDUCT
OF EVENT
and
Hotel
after the
dismantling.
Youfunction
are responsible
forallobtaining
Hotel
doesrepresentative
not provide security
in the
meeting and
space and
personal
all
applicable
or space
permits
forrisk
yourofevent.
You are
property
left inFire
theMarshall
meeting approval
or function
is required
at the sole
the owner.
You
also
required
or are
BMIresponsible
licenses for
agreeresponsible
to advise for
yourobtaining
attendeesalland
guests ASCAP
that they
for
entertainment
music
performances
at You
yourmay
event.
safekeeping ofortheir
personal
property.
elect to retain security personnel
to safeguard personal property in the meeting and function space, and/or Hotel
9. SECURITY AND CONDUCT OF EVENT
reserves the right based on its reasonable judgment to require you to retain
Hotel does not provide security in the meeting and function space and all personal
security personnel in order to safeguard guests or property in Hotel. Any security
property left in the meeting or function space is at the sole risk of the owner. You
personnel retained by you must be at your own expense and from a licensed
agree to advise your attendees and guests that they are responsible for
security company that meets the minimum standards established by Hotel,
safekeeping of their personal property. You may elect to retain security personnel
including insurance and indemnification requirements, and at all times remains
to safeguard personal property in the meeting and function space, and/or Hotel
subject to Hotel’s advance approval. Security personnel are not authorized to carry
reserves the right based on its reasonable judgment to require you to retain
firearms without advance Hotel approval. The Hotel reserves the right to inspect
security personnel in order to safeguard guests or property in Hotel. Any security
and control all private functions. You agree to begin your function at the scheduled
personnel retained by you must be at your own expense and from a licensed
time and agree to have your guests; invitees and other persons vacate the
security company that meets the minimum standards established by Hotel,
designated function space at the closing hour indicated. You agree to reimburse
including insurance and indemnification requirements, and at all times remains
Hotel for any overtime wage payments or other expenses incurred by the Hotel
subject to Hotel’s advance approval. Security personnel are not authorized to
because of your failure to comply with these requirements. You are responsible for
carry firearms without advance Hotel approval. The Hotel reserves the right to
any damage to Hotel or Hotel property caused by your attendees, vendors,
inspect and control all private functions. You agree to begin your function at the
contractors or agents. You agree to comply with all applicable federal, state and
scheduled time and agree to have your guests; invitees and other persons vacate
local laws and Hotel rules and policies (copies of which are available from the
the designated function space at the closing hour indicated. You agree to
Catering Department) governing the Contract and event, including any rules,
reimburse Hotel for any overtime wage payments or other expenses incurred by
regulations or requests of the U.S. Department of Homeland Security. Hotel
the Hotel because of your failure to comply with these requirements. You are
reserves the right to refuse service to any persons or prohibit any activity which in
responsible for any damage to Hotel or Hotel property caused by your attendees,
the sole judgment of the Hotel may be harmful or cause an unreasonable
vendors, contractors or agents. You agree to comply with all applicable federal,
disruption to the property, its guests or employees.
state and local laws and Hotel rules and policies (copies of which are available
from the Catering Department) governing the Contract and event, including any
10. INDEMNIFICATION
rules,
regulations or requests of the U.S. Department of Homeland Security. Hotel
Each party
to indemnify,
and
theany
other
harmless
reserves
thehereby
right toagrees
refuse service
to anydefend
persons
or hold
prohibit
activity
whichfrom
in
any
loss,
liability, costs
or damages
from actual
or threatened
claims or
the sole judgment
of the
Hotel mayarising
be harmful
or cause
an unreasonable
causes
of
action
resulting
from
the
negligence,
gross
negligence
or
intentional
disruption to the property, its guests or employees.
misconduct of the party indemnifying or its respective officers, directors,
employees,
agents, contractors, members, participants or attendees (as
10.
INDEMNIFICATION
applicable),
provided
thattowith
respectdefend
to officers,
directors,
and
Each
party hereby
agrees
indemnify,
and hold
the otheremployees,
harmless from
agents,
individuals
actingarising
within from
the actual
scope or
of threatened
their employment
any
loss, such
liability,
costs or are
damages
claims oror
agency,ofasaction
applicable.
causes
resulting from the negligence, gross negligence or intentional
misconduct of the party indemnifying or its respective officers, directors,
employees, agents, contractors, members, participants or attendees (as
applicable), provided that with respect to officers, directors, employees, and
agents, such individuals are acting within the scope of their employment or
agency, as applicable.
I have reviewed and approved the Banquet Event Orders which follow and acknowledge that the above terms and conditions apply to all events taking place at Hotel.
I have reviewed and approved the Banquet Event Orders which follow and acknowledge that the above terms and conditions apply to all events taking place at Hotel.
_____________________________________
Authorized Signature
Authorized Signature
Date
Date