frequently asked questions

Frequently Asked Questions

We receive frequently asked questions about our services, venue, and specific details. We hope the information below will answer your questions. If not, please feel free to contact us and we will be more than happy to answer all of your questions.

FAQ

Here are some of our most frequently asked questions:

Q: Can we hold on a date?
A: A courtesy hold will be placed for fourteen days. If a contract has not been initiated within this time frame, you can lose the date if another client requests the date.

Q: When is my date secured and mine, no one else can book it?
A: Once the contract has been issued, you will have fourteen days to return the signed contract along with required deposit to confirm your date. A date is not secured until the contract and deposit are signed and paid.

Q: Do you require a damage deposit?
A: Yes, a $1000 refundable damage deposit will be required.

Q: What kind of deposit and payments do you require?
A: Upon signing the contract, the deposit requirement is a flat rate of $2500.00 and is non-refundable. After your initial deposit, we require payments 90 days and 60 days out and the final payment due 30 days out, as stated in your contract. Acceptable forms of payment are cash, check or cashier’s check in US dollars. We also accept Visa, MasterCard and AMEX-fees will apply.**Final guest counts are due 7 days out and any additional fees will be billed upon conclusion of the event along with beverage charges. We must maintain a copy of a valid credit card on file.

Q: What if we need to change our date after we sign our contract and send in our security deposit?
A: A date change after the contract is issued does not incur penalties and the deposit will be transferred to the new date, as long as the new date requested is available.

Q: Can I hire any florist, DJ or any other vendors or bring my friend to be my photographer?
A: We have a preferred vendor list. This list will be provided to you upon signed contract and deposit. Your onsite coordinator will hire all of the selected vendors on your behalf. All deposits made on your behalf for selected vendors are based on the individual vendors contracting and we may require further deposits from you.

We chose these vendors for many factors and they are the best in their field. We require you to use our preferred vendor list and if you want a vendor who is not on our list, you MUST receive approval from us. This is to guarantee the best possible day for you.

Q: When is the final count due?
A: Guaranteed guest count is due seven days prior to your event. You will be charged based on this guarantee, regardless of any decrease in guest count. Any additional guests will be added to your final bill.

Q: When is final payment due?
A: Thirty days prior to your event.

Q: Do I need a Wedding Coordinator?
A: Yes, all Sugar Beach Events require a professional coordinator and we highly recommend our in house coordinators.

Q: Can we have a ceremony rehearsal at Sugar Beach Events?
A: If arranged in advance and no other events are scheduled.

Q: How do we offer “choice of” entrée options to our guests for dinner service?
A: You will need to ask your guests to specify their entrée selection on the invitation response card, give us the totals for each entrée selected and indicate each guest’s preference on their place card or on a spreadsheet that can be easily identified.

Q: Are the Venue Fee and Coordination included in the Signature Package?
A: Yes, the Signature Package includes the Venue Fee & Full Wedding Coordination.

Q: Can I have outside catering and beverage?
A: Sugar Beach is a full service venue. We provide all of our own catering and bar services.

Q: Do we tip the catering manager and service staff?
A: Upon receiving exemplary service you may wish to leave a tip. If you do not receive exemplary service, we want to know.

Q: What is the “Administration fee”? Is it a gratuity?
A: It is the cost of producing the event. The fee covers all costs associated with producing your one-of-a-kind event, aside from food. These costs include, but are not limited to, the following: day-to-day operations, utilities, office and warehouse staff, prepping and planning, insurance, etc…This fee does not include event staff gratuity.

House Rules:

DIY Décor

There will be no décor permanently affixed to any walls, ledges, handrails or arch by use of tape, nails, tacks, Velcro, or the like. You must receive advance approval for any hanging décor by your coordinator.

Parking

All guests and staff must park in the designated parking areas. We encourage your guests to carpool. Parking is available for 41 cars.

Shuttle Service

We can certainly provide shuttle service for your guests. If the shuttles or motor coaches are sitting in the parking area, engines must be turned off.

Smoking

There is a “no smoking” rule for the main house and lawn. A smoking section will be designated and a cigarette butt receptacle will be provided in the smoking area.

Music

Outdoor music must stop at 8:30 pm and last song plays inside at 9:45 pm. Decibel Readers must be used by all DJs. Sugar Beach Events must approve all live music. IPod Players are allowed but must be supervised by an approved Sound Technician. The Maui island noise curfew is 10:00 pm.

Conclusion of the Event

The event must conclude by 10:00pm and all guests must be off venue property by 10:30 pm.

Set up and Breakdown

Setup by vendors can begin no earlier than 9:00 am, the day of your event. All rentals must be removed by 10:30 pm nightly or must be picked up no earlier than 9:00 am the morning following the event. No outside breakdown will be permitted from 10:30 pm to 9:00 am. To insure security deposit is refunded, property should be inspected the following morning.