Event Guide

Policies

GUARANTEES

An expected guarantee for all food and beverage functions is required by 12 pm, 14 business days prior to the function which can be reduced no more than 10%. The final guarantee is required by 12pm, 5 business days prior to food and beverage functions. In the event that the guarantee is not given to the Resort, the expected attendance number will be used as your guarantee. You will be billed for whichever is higher. You may increase your guarantee within 72 hours, though you may not decrease it. The Resort will prepare food and set seating for 3% over your guarantee for plated meals and for 5% over your guarantee for buffets. The minimum guarantee for all breakfast, lunch, and dinner buffets is 25 people. For events for 25 people or less, we will offer plated or ala carte menus. For buffets 25 people or less, a $300 setup fee will apply.

DURATION OF MEALS

Our buffets and food stations are all priced as per the following meal durations:

  • Breakfast Buffet – two (2) hours
  • Lunch Buffet – two (2) hours
  • Dinner Buffet – two (2) hours
  • Coffee Breaks – thirty (30) minutes
  • Reception Stations – two (2) hours

Should you require additional time for your food preparation, this can be arranged. Please coordinate with your Event Manager for a personalized proposal.

MINIMUMS AND FEES

  • For all buffets of fewer than 25 guests, a $300 setup fee will be charged.
  • A labor fee of $300 per Chef or Service Attendant applies to 2 Hour Stations. One Chef or Service Attendant will be staffed for every 50 guests.
  • Bartender fees are $300 per Bartender with a two-hour minimum. One Bartender will be staffed for every 75 guests.
  • Functions exceeding two hours will incur additional fees.
  • Plated menu functions at Kaho’olawe are available for up to 150 people
  • For "Non-Hosted Bars", a $1,500 minimum must be met. In the event the minimum is not met, the difference will be charged to the Group Master Account.
  • For "Non-Hosted Bars", a $300 Cashier Fee will apply.

FOOD AND BEVERAGE HOSPITALITY

The sale and service of all alcoholic beverages are regulated by the Maui County Liquor Control. The Resort is responsible for the administration of those regulations. Hawai’i law requires all alcohol to be purchased and supplied by the Resort. All persons consuming alcoholic beverages at Resort events must be 21 years old. The Resort reserves the right to terminate alcohol service at any event if minors intending to consume alcoholic beverages are in attendance. No alcoholic beverages may be brought into the Resort. All beverage functions must be arranged through the Events Manager. No food may be brought into the Resort for any catered function. The Event Managers will be happy to customize specialty menus at your request. The Resort prohibits the removal of food from the Resort premises.

PRICES AND PAYMENT

All food and beverage prices are subject to a Staff Service Charge, currently 18%, and a House Service Charge, currently 7%. Meeting room rental prices are subject to a Staff Service Charge, currently 10%, House Service Charge, currently 15%. The Staff Service Charge on food and beverage and room rental is distributed entirely as wages and tips to personnel providing the service; the House Service Charge on food and beverage and meeting room rental is retained entirely by the Hotel. The House Service Charges on food and beverage, meeting room rental, and audiovisual rates are used to pay for costs or expenses other than wages and tips for employees.  All prices, rates, Staff Service Charges and House Service Charges are subject to applicable taxes in effect at the time of the event, currently 4.712%.

MENU KEY

  • GF - Gluten Free
  • DF - Dairy Free
  • NF - Nut Free
  • V - Vegan

ALLERGY CLAUSE

In the event that any of the guests in your group have food allergies, you shall inform us of the names of such persons and the nature of their allergies, in order that we can take the necessary precautions when preparing their food. We undertake to provide upon request, complete information on the ingredients of any items served to your group.

OUTDOOR EVENTS

In the event we are faced with inclement weather on the day of your outdoor event, a weather call will be made between the meeting professional and the Resort. If the likelihood of rain is 40% or greater the Hotel will strongly recommend an event be moved into backup space or to a different location. The decision to move a function must be made no less than 6 hours in advance of the scheduled start time. The standard weather call schedule is as follows: Breakfast -final weather calls will be made the night prior by 7:00 pm. If last-minute inclement weather hampers early morning function setup, the banquet captain will move the function to the backup location and notify the client. Lunch - final weather calls will be made by 9:30 am the day of the event. Dinner -final weather call will be made by 1:00 pm the day of the event. Events with extensive décor, sound, and lighting may require an earlier decision. In the event, the client declines to move their function to a different location as recommended, and weather conditions require the function to be moved at the last minute or during the event, a $10.00 per person labor fee will be incurred. In the event, the client declines to move their function to a different location as recommended, but requests tables, chairs, and linen to be pre-set in backup space to shorten transition delays, an $8.00 per person charge will be incurred. The Hotel reserves the right to move functions as necessary to maintain the safety and security of Hotel guests and colleagues. Please note that open flames are not allowed indoors; therefore, some cooking stations must be altered if the event is moved indoors. All outdoor events must conclude no later than 10 pm in accordance with local ordinances.

OUTDOOR LIGHTING

Groups / Local Events are required to arrange for the area, buffet, and staging lighting at all outdoor venues. The Resort will arrange for these services using contracted outside providers.

WEATHER CONSIDERATIONS

Weather Consideration: Weather calls will be made in consultation with the client based on the recommendation of the Meetings and Special Events and/or Banquet Manager. If weather conditions present a risk to guest or associate safety, including lightning, flood advisory, tsunami watch, temperature extremes, or wind, the function will be relocated to the assigned, indoor back-up space.

Rain with a forecasted likelihood of 50% or greater, or sustained winds forecasted in excess of 15 mph, will be taken into consideration when determining the event's location. The Resort strongly recommends moving outdoor events to a designated indoor backup space or alternate location under these conditions.

Rain with a forecasted likelihood of 70% or greater, or sustained winds forecasted in excess of 20 mph, will be relocated to the assigned, indoor back-up space to ensure the safety of our guests and associates.

For all outdoor functions, weather calls will be made according to the following schedule:

Breakfast: Night prior by 5:00 pm. If last minute inclement weather hampers early morning function set up, the banquet manager will move the function to the backup location and notify the client.

Lunch: 8:00 am day of event.

Dinner: 10:00 am day of event.

Once the weather call has been made and weather conditions require the function to be moved while set-up is in progress or during the event, a $25 per guaranteed guest labor fee will be incurred. In the event the client declines to move their function to a different location as recommended, but requests tables, chairs and linens to be pre-set in back up space to shorten the transition delays, a $10 per guaranteed guest charge will be incurred.

ENTERTAINMENT

Set-up and/or rental fees will be assessed for staging, dance floor, lighting, and power if the entertainment or décor is not coordinated by The Wailea Beach Resort.

SIGNAGE

Signs outside hospitality suites or function spaces are to be professionally printed and approved by Resort management. The posting of any items (posters, signs, etc.) on any function room walls or doors is strictly prohibited. 

DECORATIONS

Decorations are allowed at all events. The Resort asks that items not be attached to walls and other hotel property through the use of items such as, but not limited to nails, staples, pins, tacks, and tapes of all kinds. All subcontractors should be so informed. Due to limited space and refrigeration, we require all décor and florals to be delivered directly to the function space on the day of the event, no earlier than four hours prior to the start of the event. No confetti, glitter, or rice is allowed at any venue. All decorations must be removed immediately following the event and must comply with all governmental laws, rules, regulations, and ordinances, including but not limited to fire code regulations. The Client and any independent vendor or contractors retained by the Client are responsible for any damages to the function area.

SECURITY

The Resort will not be responsible for the damage or loss of any equipment or articles left in the resort prior to, during, or following a banquet function. Arrangements must be made in advance for the security of exhibits, merchandise, valuables, or articles set up for display. The Wailea Beach Resort may provide loss prevention officers at an additional charge of $150 per hour per officer. The smoke detection systems at The Wailea Beach Resort are particle-based systems. If you desire to have hazing at any of your indoor functions, the smoke detectors must be disabled and a fire watch conducted by resort loss prevention officers. Additional charges will be incurred. See your Event Manager for these additional costs.

PACKAGES

Packages for meetings or events may be delivered to the Resort three working days prior to your arrival and require tracking numbers for accurate and timely delivery
The following information must be included on all packages:

  • Conference Name/Event Manager Name
  • Program Start Date

Shipping Address:

Wailea Beach Resort - Marriott, Maui
3700 Wailea Alanui Drive
Wailea, HI 96753

PLEASE ADHERE TO THE FOLLOWING:

  • Please have a personal copy of all tracking information with you on-site.
  • Label boxes in sequential order; “1 of 6”, “2 of 6”, “3 of 6”, etc.
  • Freight deliveries, crates, and pallets may incur additional handling fees.
  • The resort does not have carts/dollies for vendor use.