In order to guarantee current menu pricing and product availability we require that all menus must be finalized a minimum of 4 weeks prior to your function date. Catering contracts, or Banquet Event Orders, will be issued for all organized food and beverage functions and a signature in acknowledgment of the arrangements contained therein will be required a minimum of 21 days prior to the event. Menus finalized less than 21 days prior to an event may be subject to a 10% price increase.

Your Catering and Conference Services Manager should be notified with a tentative estimate of your anticipated function attendance 30 days prior to the event. We request your final guarantee by 12 noon, 5 business days prior to the event. This will be considered a guarantee for which the Fairmont Orchid will prepare the appropriate amount of food and beverage for your guests. You will be charged according to the guest guarantee or the actual number served, which ever is greater. The Hotel will offer a 3% dry-set above the guaranteed number, and will prepare food based on the guaranteed number for each event however, should attendance exceed the final guarantee on the day of, a $20 surcharge will be added to each additional meal served.

All food and beverage charges are subject to a mandatory 25% charge and 4.7120% sales tax. The mandatory 25% charge is allocated as follows: for events contracted before 12/31/2024, 16% will be distributed to the service staff as a service charge (less the employee’s share of employment taxes/withholdings) and 9% will be retained by the Fairmont Orchid as an administrative fee. This amount is not a service charge and will not be distributed to the service staff. Events contracted on or after 01/01/2025, 17.5% will be distributed to the service staff as a service charge and 7.5% will be retained by the Fairmont Orchid as an administrative fee. Events contracted on or after 01/01/2026, 18% will be distributed to the service staff as a service charge and 7% will be retained by the Fairmont Orchid as an administrative fee, please feel free to ask the Director of Catering and Conference Services. The mandatory charge and associated taxes will be posted to your Master Account.

A $500.00 + 4.7120% sales tax labor charge will apply to breakfast and lunch buffet functions with less than 30 guests guaranteed and dinner buffet functions with less than 50 guests, unless otherwise stated. Prices are subject to change without notice. The Fairmont Orchid will guarantee pricing 90 days prior to event.

Chefs and Attendants as required on specific menus will be charged at $350 + 4.7120% sales tax each for up to two (2) hours. One Chef/Attendant per 75 Guests for up to 2 hrs is required unless otherwise indicated. A bartender charge of $250+ per bartender per 4 hours will be charged. One Bartender per 75 Guests is required. Cashiers are required for all “cash” bars at a charge of $150 + 4.7120% sales tax each. When additional servers are requested above and beyond normal staffing guidelines a charge of $350 + 4.7120% sales tax per server per 2 hours will be charged; $50 each additional hour.

Room Resets: If a room setup is changed within 72 hours of the event, there will be a minimum facility configuration charge of $350 plus tax for the reset. Reconfiguration charge is subject to increase depending on the room size and complexity of the changes.

REGULAR PLATED MEALS:
Choice of Soup OR Salad, Entrée, Dessert, Bread, Coffee and Teas
Additional courses can be added at prevailing menu prices

• Amuse Bouche: $15
• Cheese Course: $15
• Appetizer: $30
• To substitute a starter (soup or salad) with an appetizer: $15

Alternating desserts are available at an additional $5 per person for the full guarantee.

Personalized Dessert Presentation: Chocolate corporate identity or personalized logo added to any dessert, minimum order 40 pieces, please allow three weeks for special order. Additional $10 to menu price, per person

MULTI-ENTRÉE – Pre-Selected
Maximum of three entree selections including vegan or vegetarian entrée may be offered. A special meal will be provided to those previously identified with food allergies or dietary restrictions.

• Entrée selections will be charged at the menu price of each entrée.
• If adding an additional pre-selected starter or dessert an additional charge of $10.00 per person for the full guarantee will apply. Maximum of 2 starters and 2 desserts.
• If adding an additional entrée selection a charge of $15.00 per person for the full guarantee will apply. Maximum of 4 entrées.
• An accurate count of each meal is required 2 weeks prior to the event by 12pm. If not received by this time, pricing for tableside service will apply.
• Individual place cards denoting the entree selection are required. Clients may supply the place cards or Fairmont Orchid will supply at a cost of $4 per place card.

MULTI-ENTRÉE – Tableside
For groups of 200 people or less a choice of entree may be offered tableside at the time of the event. A four course menu is required for a choice of entree offered tableside at dinner. Prior to dinner service, guests will be asked for their entree selection. The two courses prior to the entree allow our culinary team the time needed to prepare the entrees “a la minute.”

• No tableside choice can be offered for the two courses prior to entrée and dessert.
• Maximum of three entrée selections including vegan or vegetarian.
• Entrée selections to have the same starch and vegetables as sides. If the entrée prices differ, the higher price prevails. Additionally an additional 30% price increase per person premium will apply.

Special Meal requests must be submitted as part of your function guarantee. These requests would include special meals for vegetarians and guests with dietary restrictions or food allergies. Any special meals ordered less than (5) business days prior to the event will be charged to the Master Account as additions to the guarantee. Kosher menus require minimum 3 weeks prior notice. In the event that any of your guests have food allergies, please inform us of their names and the nature of their allergies, so we may take the necessary precautions to prepare their food.

Plated meals or separate plates needed for buffets will require special dietary meal cards provide by planner which guests must present to their server at the time of service. Only guests with special dietary meal cards will be presented with a meal based on their specific request. Any additional requests at the time of service will be served after all other guests have been served. Any additional special plates prepared at the time of service will be added to the guarantee with an additional $20 surcharge to each meal being prepared and served. If the seating is by table or assigned seating, we require the table number and/or seat placement of each guest that has a dietary
requirement.

To ensure the safety and comfort of our guests, we have clearly labeled the key food allergens present in the items on our banquet menus. Please refer to the index below for a quick overview of the allergens associated with each dish.

• D: Dairy
• PB: Plant Based (Vegan)
• V: Vegetarian
• E: Eggs
• N: Tree Nuts / Peanuts
• G: Gluten
• S: Shellfish

Weather Calls: If the likelihood of rain is 40% or greater, or winds are forecasted to be in excess of 15 mph, the Hotel will strongly recommend an event be moved into back up space or to a different location. The Catering and Conference Service Manager will contact their client in advance to advise them of the any adverse weather conditions and Hotel recommendations. Please note that open flames are not allowed indoors; therefore, some cooking action stations must be altered if the event is moved indoors.

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 set up, the banquet captain will move the function to the back up 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.

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 back up space to shorten transition delays, a $7.00 per person charge will be incurred. As always, the Hotel reserves the right to move functions as necessary to maintain the safety and security of Hotel guests and colleagues.

For safety reasons, no clear glass is allowed for use at Coconut Grove function location to include centerpieces and candles.

A VIP portable restroom trailer is available to rent at the Turtle Pointe location due to the distance from the hotel. It features 5 women’s toilets, 2 men’s toilets and 4 urinals, running water, indoor and outdoor lighting, air conditioning and stereo system. Please discuss with your Conference Service Manager to arrange.

Bathroom Trailer Rental Fees | per event:

• 501 + guests: $3500.00 + tax, plus $250.00 for two bathroom attendants
• 301 – 500 pax: $2500.00 + tax plus $250.00 for two bathroom attendants
• 151 – 300 pax: $1500.00 + tax plus $250.00 for two bathroom attendants
• 31 – 150 pax: $500.00 + tax – no dedicated bathroom attendant needed

The hotel has minimal lighting outdoors, thus after 6:00pm, lighting and supporting power will be MANDATORY at an additional charge for events held on Turtle Pointe, Coconut Grove, Plantation Estates and Croquet Lawn.

In accordance with Hawai’i County ordinances, our outdoor event curfew is 10:00PM. At no time during the function is the noise level to exceed 65 decibels at a distance of 100 feet from the function. Hotel management will monitor this ordinance set by the Mauna Lani Resort Homeowners’ Association. All entertainers are required to follow the Fairmont Orchid established guidelines which are outlined in the Fairmont Orchid Vendor Guidelines. For events beyond 10:00pm, an enclosed indoor venue location is required.

The hotel reserves the right to control the volume of all functions and use the following decibel levels to determine maximum levels:

Decibel Level ‘Maximum’ Distance to DJ (or) Entertainment (Ft)

• 10′ – 85 dB
• 20′ – 83 dB
• 30′ – 81 dB
• 40′ – 79 dB
• 50′ – 77 dB

FUNCTION SET-UP
All events will be ready fifteen minutes prior to their scheduled start time. In the event a client decides to change the set-up on the day of the event once the function has been completely set in accordance with a diagram that has been previously signed off on, labor charges in the amount of $250-$750 may apply depending on the extensiveness of the changes.