Menu Category: Catering Guidelines
Our Sales & Conference Service and Events team is pleased to collaborate with you to reimagine your meetings in adherence
to physical distancing protocols. We anticipate our guidelines to evolve based on the recommendations of public health
authorities and we will be sure to keep you informed of any updates. In the meantime, we invite you to peruse our ALL Meet
Well protocols along with the PSAV’s MeetSAFE guidelines and ALLSafe Capacity Chart for an overview of how we’re working
to safeguard the health and wellbeing of our guests and employees.
Physical distancing guidelines require us to eliminate the “Build Your Own” and “Self-Serve” buffet options. An attendant(s)
or chef(s) will be required per 50 people as referenced on each corresponding menu in order to accommodate attended buffets.
Menu items will need to be dispensed by Fairmont colleagues only. One Attendant at $150.00 for up to two hours.
One Chef at $300.00 for up to two hours.
The food and beverage prices are subject to a mandatory 23% charge and current State Excise Tax. The mandatory 23%
charge is allocated as follows: 15% will be distributed to the service staff as a service charge (less the employee’s share of
employment taxes/withholdings) and 8% will be retained by the Fairmont Orchid as an administrative fee. This 8% is not a
service charge and will not be distributed to the service staff. If you or your attendees would like to leave an additional
amount of tip or gratuity for the service staff, please feel free to do so. If you have any questions regarding the 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.
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
The standard weather call schedule is as follows:
- Breakfast: final weather calls will be made the night prior by 7:00 p.m. 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 a.m. 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.
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 72 Business hours prior
to the event will be charged to the Master Account as additions to the guarantee. Kosher menus require minimum 2 weeks
It is requested that the Catering and Conference Services office be notified with a tentative estimate of your anticipated
function attendance seven days prior to the event. We request your final guarantee by 12 noon, 7 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.
Fairmont Orchid will contract all food and beverage. The Fairmont Orchid is responsible for the quality and
freshness of the food served to its guests. Therefore, no food may be brought into the hotel from another source for
consumption in our facilities. Due to current health regulations, food may not be taken off the premises after it has been
prepared and served, nor kept for a future event.
The State of Hawai’i Liquor Commission regulates all alcoholic beverage sales and service. 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. A bartender employed by the Fairmont Orchid, must dispense alcoholic beverages served in our function rooms.
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.
A $250.00 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.
Menus are priced for a two hour service period. If you would like to extend food service time for a long period, a $5.00 per
person charge per each additional 30 minutes will be added to the menu price. Prices are subject to change without notice.
The Fairmont Orchid will guarantee pricing 90 days prior to event.
Please see outside events for additional Food and Beverage surcharges.