Event Policies

|  r o o m   c a p a c i t y  |

Maximum capacity in the event room is 60.  Room capacity varies depending on room setup (e.g., buffet line, bar, cake table, entertainment or other requests).

 

|  r e s e r v a t i o n   r e q u i r e m e n t s  |

To reserve the event room for a specific date and time, the room rental fee must be paid in advance. 

A credit card on file for cancellation purposes is also required, and this policy form must be signed.

 

|  f e e s  |

×         Room rental daytime (11:00 am to 3:00 pm) $75 plus tax. 

×         Room rental evenings (5:00 pm to 10:00 pm) $100 plus tax.

×         All other times $100 per hour plus tax.

×         Room rental fees are nonrefundable, nontransferable, and cannot be applied to minimums.

- White table cloths are available, $6 per table.  White napkins are provided.  Colored napkins – black, burgundy, dusty rose, forest green, gold, purple, red, royal blue, sandalwood, sea-foam green, teal, and ivory – are available with two weeks advance notice.

 - A service charge of 20% is added to the final bill.

 - Sales tax rate is 4.167%.

 

|  m i n i m u m   r e q u i r e m e n t s  |

Lunch minimum (until 3:00 pm) is $14 per person and $400 per event in food and beverage.

Dinner minimum (after 5:00 pm) is $25 per person and $600 per event in food and beverage.

These minimums are based on pre-tax food and beverage sales only.  Other costs, such as rentals, tax, service charge, and so forth, cannot be included to meet the minimum.  If these minimums are not met, the difference will be added to the bill to meet the minimum requirements.

 

|  c a n c e l l a t i o n  |

A credit card on file is required for all events.  Cancellations 8 to 15 days prior to the event will be charged 20% of the final estimated bill.  Cancellations within one week (7 days prior to the event) will be charged 50% of the final estimated bill.  This will be charged to the card on file and a receipt will be emailed.

 

|  f o o d   a n d   b e v e r a g e  |

All food and beverages are provided by Hilo Bay Cafe. The only exceptions are cakes, cupcakes, and wine, which may be provided by the customer, but serving and/or corking fees will apply.

 

|  g u e s t   c o u n t  |

Hilo Bay Cafe requires a final guest count five days prior to each event.  This final guest count determines the preparations and the final bill.  The final bill will be charged according to the final guest count and not reduced if fewer guests attend.  If more guests attend (and can be accommodated), additional charges will apply.  If a final guest count is not submitted prior to the event, the last count supplied by the customer will determine billing and preparations. 

Buffet-style events require 20 guests minimum.  If less than 20 guests attend, the final bill will be for the 20 guest minimum.

 

|  d e c o r a t i o n s   a n d   d e l i v e r i e s  |

Hosts may arrive 90 minutes prior to the event start time to decorate and prep the space.  Please no tape, glue, tacks or nails—we can suggest other ways for you to hang your decorations.  All decorations must be removed by the end of the event.  Hilo Bay Cafe is not responsible for any articles left behind.

Flowers, cakes, and other perishables can be delivered on day of the event, with advance notice.

 

|  m u s i c   a n d   e n t e r t a i n m e n t  |

Hilo Bay Cafe reserves the right to control the volume and content of entertainment.

 

|  p e r s o n a l   p r o p e r t y  |

Please properly store and secure all personal property. Hilo Bay Cafe is not responsible for personal items of any kind during or after the event.

 

Hilo Bay Cafe reserves the right to change/update our prices and policies at any time.