Meetings

Resort Services

GENERAL INFORMATION

Food and Beverage

Sheraton Kauai Resort is responsible for the quality and freshness of the food served to its guests.  Therefore, no food and beverage may be brought into the Hotel from another source for service in our facilities.  Due to current health regulations, food and beverage may not be taken off the event location after it has been prepared and served, nor kept for a future event.

All alcoholic beverage sales and service is regulated by the State of Hawaii Liquor Commission.  The Hotel, as licensee, is responsible for the administration of these regulations.  Therefore, no liquor or wine may be brought into the Hotel from outside sources.

We request menus finalized a minimum thirty (30) days prior your function date in order to guarantee availability price. Catering contracts will be issued for all organized food functions, We request all menus be finalized a minimum of thirty (30) days prior to your function date in order to guarantee availability and price.  Catering contracts will be issued for all organized food and beverage functions, and signature in acknowledgment of the arrangements contained therein will be required prior to the beginning of service.

We request menus finalized a minimum thirty (30) days prior your function date in order to guarantee availability price. Catering contracts will be issued for all organized food functions, A taxable 19% service charge and 4.16% sales tax will be added to all food and beverage charges.  Prices are subject to change.  Prices will be guaranteed ninety (90) days prior to the function.

Guarantee

It is requested that the Catering and Convention Services office be notified with a tentative estimate of your anticipated function attendance thirty (30) days prior to the event. We request your final guarantee by 10:00 a.m. – three (3) business days prior to the event date. This guarantee number or the actual number of guests (whichever is greater) will be the amount charged. If the guarantee is more than one hundred (100) persons, the Hotel will prepare 3% above the guarantee.  Should our guaranteed guest count be significantly less than your tentative count, the Hotel reserves the right to relocate the function to a more suitable function room.

Billing

A non-refundable and non-transferable deposit will be required to confirm all events within 10 days of confirmation. One hundred percent (100%) prepayment must be received within thirty (30) days prior to the function date or the stated date on contract. Group related business will establish payment terms with a group contract from the Sales Department.

Cancellations

Expenses incurred by the Hotel in advance preparation for the function will be the responsibility of the guest.  In the event a function is cancelled, all deposits paid to date will be retained. In addition, all cancellations within thirty (30) days of the function date will have a 100% percent penalty of estimated charges assessed. Payment of 100% of all estimated charges will be required for any function cancelled within the seventy-two (72) hour guarantee period.

Function Room Assignments

Function rooms are assigned by the guaranteed minimum number of people anticipated.  Room rental and set up fees may apply if attendance drops below the estimated attendance at the time of the booking. The Hotel reserves the right to all function room assignments, and assignments will not be guaranteed in advance of the issuance and acceptance of our catering contracts.

Outside Events

Sheraton Kauai Resort reserves the right to make a final decision to move any outdoor function inside, based on the weather. To ensure the timely set-up of any outdoor function, the decision will be made by 1:00 p.m. the day of the event. We will discuss with you the need to relocate a function indoors; however, we must reserve the right to make a final decision in the best interest of our employees and guests. Set-up fees starting at $150.00 may apply for outdoor locations.

Hospitality Desks

Sheraton Kauai Resort will assign non-exclusive locations in our foyer area.  Desks are not permitted in hotel lobby or public areas.

Signage

Sheraton Kauai Resort has both location signs and meeting room identification throughout the facility.  Signage must be professionally printed, and is restricted to the function space you have reserved; no signs are permitted in public areas.

Audio Visual Equipment

We conveniently have a full-service multi-media department to provide state-of-the-art audio visual equipment to you on a rental basis. Our Catering and Convention Services office can provide you with a comprehensive price list and description of these services.

Decorations

Decorations and displays must be approved prior to use in our function areas. Items may not be attached to a stationary wall, floor, window or ceiling with nails, staples, tape, or any other substance in order to prevent damage to the fine fixtures and furnishings. Subcontractors and entertainers who may assist with your program will be required to sign acceptance of our published guidelines and procedures before any subcontracted activities may commence. Production companies will be required to submit floor plans drawn to scale, including electrical requirements. Banner hanging fees start at $50.00 + tax.

Entertainment

We have a wide variety of entertainment options to choose from. Allow us to personalize your choice of music.  All entertainment for outdoor functions should not begin before 10:00 a.m. and must conclude no later than 10:00 p.m. This is in accordance with local ordinances. The Hotel reserves the right to monitor the volume of entertainment. All entertainers are required to follow the Sheraton Kauai established guidelines.

Outside Vendors/Contracted Services

Any outside contracted services such as florists, entertainment, musicians, etc. are subject to approval from the  catering/convention services managers and must have a minimum liability insurance of $3 million.

Security

Sheraton Kauai Resort shall not assume responsibility for damage or loss of any merchandise or articles brought into the Hotel or any item left unattended in any function area. Security services are available at an additional cost. Security is mandatory for some social events (especially involving minors).  All costs for security will be the client’s responsibility.