Hot Island Holiday Specials
Accommodation

1. I would like my group to stay with you. Do I have to arrange the accommodation for my group?

NO - We will take bookings directly from your family and friends who would like to stay with us. We ask that you let them know to advise us that they are a part of your group when they contact us and we can then apply any discounts or special rates to their reservation. They can arrange deposits and further payments directly with us. You do not need to worry about this aspect of your wedding arrangements – you have enough on your plate as it is!!

To make an accommodation booking, we ask for a 25% deposit to secure the reservation. The balance of the accommodation is due 1 month prior to arrival. Standard cancellation fees apply.

2. We would like to make a group booking, arranging and paying for all of my family and friends accommodation.

To make any accommodation bookings, we ask for a 25% deposit to secure the reservation. The balance of the accommodation is due 1 month prior to arrival. Standard cancellation fees apply.

To book the whole resort, you must book it for at least 4 days and we require a 25 % deposit to secure the booking.

If you would like the accommodation to be held for your group, we will require a 25% deposit to hold the rooms for you
  • If you are paying for your groups accommodation, we will require a further 25% deposit 6 months prior to arrival and then full payment 1 month prior to arrival
  • If you are paying the deposit in order to hold the rooms and then your family or friends will contact us directly at a later to make their reservation arrangements and pay a deposit to us, we can then transfer any deposits held for the room back to your accommodation or wedding account.
For group bookings with booking made by one person and not the individuals, a cancellation 25% fee applies for any cancellations or reduction in room nights when -
  • Within 6 months for a group change of date (reducing the no. of nights to be stayed).
  • Within 3 months of the date of arrival for individual rooms
  • For all group bookings, any reduction in room nights or cancellation with 30 days from date of arrival a cancellation fee of 50% of the total cost of the reduction or cancellation
  • For all group bookings, any reduction in room nights or cancellation with 14 days from date of arrival a cancellation fee of 100% of the total cost of the reduction or cancellation
  • For all group bookings, any ‘No Show’ receives a cancellation fee of 100% of the total cost of accommodation
Note: For the purposes of this term or condition, group booking is for 10 or more rooms booked

3. Can I book out the whole resort?

Yes, but we have a minimum 4 night stay requirement. And please see above (#2) for other conditions.
Wedding License Applications

1. How long do I need to be in Rarotonga before the ceremony day?

Cook Island government requires you to be in Rarotonga and for your application to be lodged, 3 working days prior to your ceremony day in order to process your wedding licence application. Should you not be able to lodge your application or be in Rarotonga in this time frame, you can apply for a waiver of this waiting period at a cost of $50.00. This waiver can be lodged not less than 1 full working day (24 hours) prior to your ceremony.

2. What documents do I need?

The Cook Islands government requires you to present a copy of your.
  • Passport
  • Original birth certificate
  • Decree of divorce ( or official papers to confirm the dissolution of your previous marriage) if your are divorced
Note: All documents need to be in English or you must have an official translation into English if in another language other than English

3. What are your required to do for registration

The wedding couple must attend the courthouse and be present upon lodgement of the marriage licence application. You will be required to sign the documents in front of a Department of Justice employee before the application can be lodged. The application cannot be submitted in advance without the bridal couple present.
  • Within 6 months for a group change of date (reducing the no. of nights to be stayed).
  • Within 3 months of the date of arrival for individual rooms
  • For all group bookings, any reduction in room nights or cancellation with 30 days from date of arrival a cancellation fee of 50% of the total cost of the reduction or cancellation
  • For all group bookings, any reduction in room nights or cancellation with 14 days from date of arrival a cancellation fee of 100% of the total cost of the reduction or cancellation
  • For all group bookings, any ‘No Show’ receives a cancellation fee of 100% of the total cost of accommodation
Note: For the purposes of this term or condition, group booking is for 10 or more rooms booked

3. Can I book out the whole resort?

Yes, but we have a minimum 4 night stay requirement. And please see above (#2) for other conditions.
Payment for Wedding Ceremonies and Receptions

1. When is payment due?

To secure your wedding date, we ask for a deposit of -
  • $500.00 to secure your wedding ceremony booking
  • $500.00 to secure your wedding reception booking OR
  • $750.00 to secure your booking if booking both wedding ceremony & reception
Note: These deposits are non-refundable. Your booking will be confirmed back to you in writing.

1 Month Prior
  • We ask for an accurate indication of numbers and final package choices.
  • We ask for a further deposit of 50% of the estimated costs of the event.
7 Days Prior
  • Final numbers and payment of the balance of the estimated costs is due.
Final payment of any additional costs incurred on the night, such as additional beverage, last minute services included etc. can be settled following the function.

2. What is the cancellation policy for weddings?

Accommodation - FIT/Individuals Booking
  • More than 30 days from date of arrival - 10% Admin Fee
  • From 30 days - 15 days from date of arrival - %25 of Booking
  • From 14 days - 8 days from date of arrival - 50% of Booking
  • Less than 7 days from date of arrival or No show - No Refund
Accomodation - Group Bookings (when bookings are made on behalf of the whole group by an appointed individual or agency)
  • A cancellation 25% fee applies for any cancellations or reduction in room nights when -
    • Within 6 months for a group change of date (reducing the no. of nights to be stayed).
    • Within 3 months of the date of arrival for individual rooms
  • For all group bookings, any reduction in room nights or cancellation with 30 days from date of arrival a cancellation fee of 50% of the total cost of the reduction or cancellation
  • For all group bookings, any reduction in room nights or cancellation with 14 days from date of arrival a cancellation fee of 100% of the total cost of the reduction or cancellation
  • For all group bookings, any ‘No Show’ receives a cancellation fee of 100% of the total cost of accommodation
Note: For the purposes of this term or condition, group booking is for 10 or more rooms booked

Wedding Ceremont and/or Reception
  • Wedding deposits are non-refundable.
  • Any cancellations within -
    • 30 days of the event receive a 50% cancellation fee
    • 7 days of the event a 100% cancellation fee
Wedding Ceremonies

1. How long does the ceremony take and what is the program for the ceremony?

  • A standard ceremony will take around 15-20mins, including the signing of the register
  • You may include any readings, songs, acts of cultural or ceremonial significance or other relevant activities significant to the occasion.
  • The service is a non-religious service performed by a wedding celebrant not a minister (as a standard). We can arrange a minister to perform the ceremony upon request.
2. Where can I hold my ceremony and how many can we seat?

  • Beachfront deck, with seating for up to 60 guests
  • On the beach in front of the resort, with seating for up to 40 guests (subject to tidal conditions)
  • Poolside, with seating for up to 100 guests
  • Koromiri Island, with seating for up to 40 guests (Island Escape Wedding ceremony package only)
  • Ceremony packages include seating for 8 guests included in the package, additional seating can be provided at a cost of $3.00 per seat
3. Can I provide my own music at my ceremony?

  • Yes, to be provided on iPod only
  • Please ensure that you put songs in a playlist and that they are in the order that you would like them to be played
  • Suggestions for songs - 1. entrance song, 2. song while signing the registry, 3. exit song
4. Wedding ceremony decoratinos

  • We will groom the ceremony venue and decorate it with decorated bamboo posts, scattered flower petals
  • We supply seating for 8 guests with seats decorated with a white bow (included in package)
  • Ceremony packages include seating for 8 guests included in the package, additional seating can be provided at a cost of $3.00 per seat
  • If using the beachfront deck for the ceremony, we will decorate the handrails with a white draping with satin bows on the posts. The bamboo posts with create an aisle leading onto the deck
5. Can we throw confetti?

  • No. Confetti, manmade petals or alike are not allowed as it is too difficult to clean up in the environment that the ceremony is held.
  • You are welcome to throw fresh flower petals as a confetti substitute
6. How do I book additional services such as photographers, videographers, hair & make-up and entertainment?

  • Your wedding co-ordinator here at the resort can make all of the arrangements for you.
  • In the Wedding and Reception Information document you will find a list of standard services that are offered listed along with the cost of the service.
Wedding Receptions

1. Do we have to pay venue hire on top of the reception package price?

  • No, but should you have less than 30 guests, exclusive use is not guaranteed.
  • If you would like exclusive use of the venue, the venue hire cost is $500.00.
  • For a booking of 30 guests or more on one of our reception packages, then venue hire is complimentary and exclusive use of the venue is guaranteed.
2. What is the minimum spend when booking exclusive use of the venue?

  • When booking exclusive use of the venue, we require a minimum food and beverage spend of $2500.00
3. Maximum Seating?

  • In our poolside venue we can seat a maximum of 90 guests undercover
  • In a marquee set-up overlooking the pool, we can seat up to 110 guests (must have resort booked out for this option)
  • In a marquee set-up overlooking the lagoon/beachfront, we can seat up to 30 guests
4. What are the minimum numbers that you can cater for?

  • We can offer our wedding reception packages to groups of 8 or more
  • We can offer our buffet option in the wedding reception packages to groups of 20 or more
  • We can offer our set menu option i the wedding reception packages to groups from 8 up to 40 guests
5. Venue Decorations?

  • We decorated the venue with white draping, hanging decorations, plaited palm fronds adorned with flowers around the posts, fairy lights
  • You are welcome to bring with you any additional decorations that you would like to incorporate into the standard venue decorations or you can provide all decorations should you wish to have a particular theme.
6. Table Decorations?

  • We decorated the tables with decorative table runners and candles. We have a variety of table runners and candle holders to choose from
  • You are welcome to supply your own table decorations if you wish to add you own touch to the styling of the tables
  • You can choose a colour theme to suit your tastes
  • Place cards, menu cards and seating plan displays are not provided. You are welcome to bring your own stationery to suit your theme
7. Table Plan

  • We can accommodate a combination of tables that seat the following number of guests - 6-8, 12-16 or 17-24 guests or the maximum size table we can accommodate is 32 guests. These table sizes are indicative. We suggest having tables of 14-16 are the ideal size for a larger group. For a larger group we can comfortably accommodate a head table of up to 10 plus 5 tables of up to 16.
8. Can I provide my own music at my reception?

  • Yes, to be provided on iPod only
  • To be arranged as a playlist as access to the sound system is limted and song selections are.
9. Can I supply my own alcohol?

  • No, this is a fully catered service and we can cater for all of your food and beverage needs.
  • Should you like to have a particular beverage served to your guests or available on the night, please let us know and we will see if we can source it for you.
10. Can I supply my own wedding cake?

  • We have a range of standard cakes available for your selection. All of our wedding cakes are decorated to suit the theme of the reception including coloured ribbon around the cake plus a decorative floral top piece to match the theme.
  • We can arrange your wedding cake for you. Any special requests, designs or flavour, please let us know what you would like and we will provide you with a quote
  • Should you wish to provide your own cake, there is a service charge of $2.00 per person for the cake to be served on platters to your guests or if you would like the cake plated and served as a dessert there is a service charge of $5.00 per person. For the plated option, the cake is served with Chantilly cream and garnished.
11. What time do we have to finish?

  • We are licence to be open till 12 midnight
  • Last drinks will be served no later than 11.30pm
  • DJ’s will be asked to finish or other music will be turned down at 11.00pm
  • The managements reserves the right to close the venue at an earlier time if it is deemed necessary or the venue services are no longer being utilised at a sufficient level.
12. Do we get to meet with our wedding co-ordinator before the wedding day?

  • We will arrange a meeting with the bridal couple and any other interested parties in the bridal party in the days leading up to the celebrations. Your wedding co-ordinator and the Catering Manager will attend. At this meeting we will confirm all of the final details regarding the ceremony and reception such as music, program of events, decorations, menu choices, beverage service, table and venue decorations and table plans plus anything else that need to be finalised.
13. When do I choose my menu

  • Approximately a month prior to your ceremony date we will contact you to reconfirm your arrangements, package choice, get an accurate idea of your number of guests. At this point we will forward you a list of your menu choices.
  • We will meet with you in the days leading up to the ceremony to finalise your menu at this stage.
Group Functions or Activities

1. Can a group get together for an informal gathering at the resort and provide their own food and/or beverages?

  • The resorts guests rooms, grounds outside of the pool area, beachfront deck and BBQ area are BYO designated areas.
  • The BBQ area is not designed to cater for large group functions due to its small size and lack of seating area. The maximum number of diners that can be seated in this area at one time is approx. 10. This area is available for all guests to use and cannot be ‘booked’ for exclusive use by any guests, ie. exclude other in-house guests from using these facilities.
  • If a group of more than 10 guests wants to use the BBQ area and provide their own food and/or beverages, then the following options are available –
    1. The group will need to arrange to be seated elsewhere
    2. For $20.00 per head - We can offer use of the café area with the tables and chairs set-up to suit your group. We can also offer you our BBQ menu / BYO Meats , where we can provide 2 salads, 2 desserts, bread, butter, 3 condiments/dressings, crockery and cutlery, napkins, set-up and clean-up. The bar will also be open for service as normal. No BYO beverages with this option except BYO wine – corkage $10/btl.
  • If a group has booked out the resort and wants to use the BBQ area and provide their own food and beverages they are welcome to. As the restaurant is open 7 nights a week and is open to the public, the restaurant area is not available for the group to be seated, without prior arrangement with management and meeting certain conditions. The following options are available –
    1. The group will need to arrange to be seated elsewhere as there is insufficient room to seat a large group in this area
    2. For $20.00 per head - We can offer use of the café area with the tables and chairs set-up to suit your group. We can also offer you our BBQ menu / BYO Meats , where we can provide 2 salads, 2 desserts, bread, butter, 3 condiments/dressings, crockery and cutlery, napkins, set-up and clean-up. The bar will also be open for service as normal. No BYO beverages with this option except BYO wine – corkage $10/btl.
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