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Wedding Ceremony & Reception Frequently Asked Questions

What is the process of booking a wedding at Turtle Bay Resort?
One of our Catering Sales Managers will assist you with your inquiry. If you are interested in proceed with your wedding at Turtle Bay they will prepare contract proposal for your review. After your contract and deposit is finalized you will be assigned to a Catering & Conference Service Manager who will be your primary on-site point of contact through to event date.

When can I hold & secure my event at Turtle Bay Resort?
Events with a fully catered banquet reception may be contracted up to 12 months before your wedding date. A fully catered banquet reception without a ceremony may also be booked up to 12 months before your wedding date. We will require a non-refundable and non-transferrable $5,000 deposit to accompany your signed catering contract and secure your date and venue. Ceremonies without a fully catered banquet reception may contract with a 100% non-refundable deposit at 2 months out.

I would like to tour the venues, how can I set this up? We are happy to show you our beautiful property. Our site tours are available from 10:00am to 2:00pm Monday through Saturday by appointment only, based upon availability. Our Sales offices are closed on Sundays. Site tours are approximately 1 to 1.5 hours in length. Please schedule your appointment in advance by calling (808) 447-6255 or emailing weddings@experienceturtlebay.com at least 2 to 3 weeks out from your preferred tour date.

Do you provide discounted room rates? Your Catering Sales Manager can assist you with setting up a room block for you and your guests. We have a minimum of 2 nights stay with 10 rooms per night requirement to initiate a room block. A room block contract preserves the room availability specifically for your guests and keeps the rate constant up to 14 days out from your arrival. To secure a room block contract a 50% good faith deposit will be required (10% if booked in conjunction with a Turtle Bay Catering Event). Once contracted, the rooms are considered pre-sold and you will be financially obligated to ensuring they are reserved and occupied.

Where will I get ready for my wedding?
We highly suggest securing a hotel room the day before and the night of your wedding to guarantee a hotel room where you can get ready.

Do you provide a weather back-up?
We are generally blessed with beautiful weather year round. In the event of inclement weather a alternate indoor venue will be provided for your event. Event relocations must be organized with your Catering and Conference Service Manager no less than 4 hours prior to event start. Relocations are done as a courtesy and no reimbursements will apply.

At what point are my menu prices no longer subject to change?
Menu pricing is subject to change up to 6 months prior to event.

Do you have Kama’aina (Hawaii resident) pricing? We offer Kama’aina (Hawaii resident) menu options for events with 150+ attendees with proof of Hawaii residency.

What is the difference between a Catering & Conference Service Manager and a Wedding Coordinator?
All contracted special events include the services of our Catering & Conference Service Manager represents Turtle Bay and will be your Turtle Bay Resort on-site contact.

The Catering and Conference Service Manager selects and contracts any vendors for the equipment and services that may be included with your catering contract. They will assist you with your menu and floor plan design as well as provide any additional vendor recommendations for services not provided for via your contract. On wedding day they will be present to oversee Turtle Bay's involvement in your wedding and ensure that the specifics that Turtle Bay has committed to are fulfilled.

A Wedding Coordinator represents the Couple. A wedding coordinator would be a vendor that you would select and contract at your own discretion. Wedding coordinators or even "day of" coordinators manage the event from the client's (bride & groom’s) side. Typically a full service coordinator would assist you with establishing a budget, designing a theme, creating your timeline for the day, selecting vendors and managing the delivery of their goods and services on event day, event set-up and decor, facilitate your ceremony rehearsal, conducting the ceremony processional and managing the wedding day to keep it as stress-free as possible for the bride & groom. Our Catering & Conference Service Manager and your Wedding Coordinator can partner together for a seamless and memorable event.

Am I required to book a Wedding Coordinator?
While we do not require you to book a Wedding Coordinator, it is highly recommended.

When will I start picking my menu and finalizing my floor plan with my Catering & Conference Service Manager?
The majority of your planning will be within 3 months of your event date. At that time you will be able to finalize your menu and determine your event timeline and floor plans.

Am I required to use vendors from your vendor list?
We have a list of vendors who frequently work with our hotel and are familiar with our property. Upon finalizing your contract, this list of vendors will be provided to you via your Catering and Conference Service Manager. You may utilize any vendor of your choosing, even those not on our vendor listing. 

Do you charge for parking?
Self parking for guests attending an event at Turtle Bay Resort is complimentary.

Do you provide complimentary shuttle service?
Currently there is not a regularly running shuttle to and from Turtle Bay Resort. Our vendor list includes transportation vendors that you are welcomed to make personal arrangements with.

How are Turtle Bay Event Packages scheduled?
For maximum venue use, we recommend the following event schedule:
Pavilion Event Package, Kuilima Point Event Package, Kuilima Ballroom Event Package , Kahuku Ballroom Event Package, Stables Event Package & 18th Green Event Package:
Morning Ceremony: 10:30 a.m. – 11:00 a.m.
Lunch Reception: 11:00 a.m. – 4:00 p.m.
Evening Ceremony: 4:30 p.m. – 5:00 p.m.
Cocktail Reception: 5:00 p.m. – 6:00 p.m.
Dinner Reception: 6:00 p.m. – 10:00 p.m.
Kuilima Cove Event Package & Bay View Beach Event Package:
Morning Ceremony: 10:30 a.m. – 11:00 a.m.
Lunch Reception: 11:00 a.m. – 4:00 p.m.
Evening Ceremony: 3:30 p.m. – 4:00 p.m.
Cocktail Reception: 4:00 p.m. – 5:00 p.m.
Dinner Reception: 5:00 p.m. – 9:00p.m.

What is included in my Turtle Bay Event Package?
*Please refer to our Event Package offerings for set-up inclusions. Food and Beverage minimums will apply in addition to your event package pricing. Flowers & Décor, wedding vendors such as officiate, photographer, musician, etc. are not included in event package pricing and must be booked on your own. 

Is it less expensive to book my event during the weekday vs. weekend?
While our menu prices are not based on the day of the week, we do have lower starting food and beverage minimum requirements for events held on Sunday through Wednesday making those days most appealing for smaller events with 50 or less attendees. *Please refer to our Event Package offerings for our tiered starting Food and Beverage minimum requirements. Additionally, guest room rates are generally lower on Sundays through Wednesdays.

I am getting married off property and only want my reception at Turtle Bay. Will I receive a discount off of my event package?
The majority of our venues require a substantial amount of time to set-up all of the required equipment and thus the venues are often reserved for your event exclusively for the entire day, even if the ceremony will be off site. We have included the use of the Ceremony venues complimentarily with our Event Packages and do not discount for off site ceremonies.

Do you have ocean front ceremony venues?
All of Turtle Bay Resort’s outdoor ceremony venues have magnificent ocean front views with three of our venues offering “toes in sand” options. *Please refer to our Event Package offerings for set-up inclusions.

Do you provide a complimentary ceremony rehearsal?
Yes, based upon availability, we will provide access to the venue (empty set / no chairs) to you complimentarily for 1 hour for a rehearsal, based on availability one month prior to event. One month out from your event date you may inquire with your assigned Catering and Conference Service Manager regarding the availability of the venue.

Will my Catering and Conference Service Manager be available for us during the rehearsal?
You may inquire with your service manager directly regarding their availability for your rehearsal. While your service manager will typically arrange a pre-wedding meet & greet with you, they do not typically facilitate the rehearsal.

I am a resort guest. May I get married on the property in front of the cottages or on one of the beaches at Turtle Bay complimentarily?
All weddings on Turtle Bay Resort property must be arranged through our Catering Sales Team. In consideration of all cottage guests, the cottage lawns are not available as event venues.

I am working with a wedding planner that advised me I can get married at the beach at Turtle Bay without a Turtle Bay contract, is that true?
All weddings on Turtle Bay Resort property must be arranged through our Catering Sales Team. While the beaches in Hawaii are public, only a limited few are available for permitting for use as a wedding venue through the State/DLNR (department of land and natural resources). To have a wedding on a public beach in Hawaii you would have to select a beach from those that are allowable for weddings AND obtain a permit through the Hawaii DLNR. With regard to the beaches at Turtle Bay, the resort property ownership extends to the “high watermark at high tide” (basically up to the water line, there are sandy portions of the beaches that are actually resort property) from Kahuku Point to Kawela Bay.

I just want a small wedding ceremony and a restaurant dinner reservation. When can I book my ceremony?
Ceremonies without a fully catered banquet reception may contract with a 100% non-refundable deposit at 2 months out.

Can we customize our menu?
Our catering menu provides pre-set as well as “design your own” menu options. We are more than happy to tailor a menu to your specific preferences.

May we bring in our own food & beverage? We are a full service hotel and all food & beverage must be catered through our resort.

Can we bring in our own specialty wedding cake or wedding cupcakes? Is there an outside cake fee?
Yes you may bring in your own wedding cake. There will be a $ 3.50 per person cake service fee plus 23% service charge and 4.712% Hawaii tax.

Do you allow amplified music and if so what is the end time for amplified music?
Yes, we allow amplified music at each of our event venues. Amplified music must conclude at the end of the reception.

Where can we continue our festivities after our reception is over?
Guests that would like to continue the festivities find Surfer, the Bar, located in our main lobby, to be the ideal location. You may also inquire with your Catering Sales Manager about options for a booking a private banquet “After Party”.

What are the standard banquet furniture & linen options?
Your Catering and Conference Service manager will assist you with designing your floor plan. We have the following furniture and linen options available: 5’ (60”) round banquet tables 6’ (72”) round banquet tables and white folding chairs. *Note: 8 chairs to a 5’ round table, 10 chairs to a 6’ round table. 6’ (60” )rectangle banquet table 8” ( 96”) rectangle banquet tables white folding chairs. *Note: 6 chairs to a 6’ rectangle table, 8 chairs to a 8’ round table. 3’ round cocktail highboy and lowboy tables Outdoor Chairs: White Padded Chairs Indoor Chairs: Padded Banquet Chairs White or Champagne tablecloths and napkins Standard Dinnerware: Standard White Flatware, Standard Silverware, Standard Glassware

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