Brides That Organized Luau Type Events for their Guests

Olivive · February 2012

Hi fellow Hawaii brides! Any insight you can share on the following questions, and maybe how you handled, would be appreciated. If you organized a luau type event for your guests to attend before your wedding: 1. How did you notify guests of the event (your website, on invitations, etc) 2. Similar question, how are you taking reservations from guests for this event? 3. Etiquette question. Do you feel it would be fair to notify guests that you have negotiated a discounted group rate for the luau and ask for them to pay their way into the luau? Background: We'd like to do a luau celebration in lieu of the traditional bachelor/ette party, and thought we could double it as a welcome party for our out of town guests. It's not in our budget however, to pay each guests way in.

breaness · February 2012

We had a small group (just us and our parents, my two, his mom, dad, and stepdad) so I didn't notify anyone in a special way, just a phone call suggesting that we go as a group the night we arrive since we all wanted to do a luau and no one had been before. We booked through tom's barefoot tours, they have discounted booking for lots of activities on the islands. We booked everything through them and for this we just had them reserve a table large enough and everyone called and paid when they were ready, he then emailed us the vouchers. If you make the luau a mandatory wedding event, no they can't be expected to pay, but if it's like we did it, "Hey, we want to go to a luau, do you want to join? Maybe we can do it the night we arrive to kick off the trip!" it's easier to get away with. In other words, putting it as something for them to join you for, as you would go whether they did or not, completely optional, vs. this is a wedding event, please be there.

flash8785 · February 2012

The weekend before the wedding we will have three events:

1. The Welcome BBQ for all guests

2. A catamaran cruise that we organized, paid for by each guest

3. Rehearsal dinner - immediate family and bridal party

All of these events were put on the website. On the reply card for the wedding invites, we also printed a line that stated "will you be attending the welcome bbq on the Sat before the wedding? Yes/No" As for all other events, guests were directed to our wedding website for details.

For the cruise, we needed them to pay their own way. Here's what we've put on the website:

Na Pali Coast Sunset Catamaran Cruise (Optional)

Join the bride and groom for a 4-hour sunset cruise prior to the big day! Our sunset cruise will include animal sightings, views of the spectacular Na Pali Coast (not by car), dinner, and drinks. Specific information about prices will be posted closer to the wedding.

Pretty soon, we plan on uploading a link to the cruise company with specific prices and details about how they can book it themselves.

kimmykupcakes · February 2012

We made a weekly activities insert that we included with our invitation. There's pictures of it on my blog; link below. We put more information on the website with all the details, price and that attending the luau is an optional no host event. I made a group reservation for everyone. Also on our website I included an RSVP for the luau since all of our rsvping is through our website. Those who are going with us to the luau (all guests have RSVPed yes to it) just pay their admission at the door. It was really easy to set up that way and I don't have to be in charge of getting money from anyone.

lorena224 · February 2012

1. How did you notify guests of the event (your website, on invitations, etc)
By WOM, on the website and we included it as an insert in the invite.

2. Similar question, how are you taking reservations from guests for this event?
On the RSVP we have them include if they were coming to Hawaii or not and if so there was a spot where they could RSVP to the luau.

3. Etiquette question. Do you feel it would be fair to notify guests that you have negotiated a discounted group rate for the luau and ask for them to pay their way into the luau?
I think that's fine as long as it is clear that it is not being hosted, but you would like them to join you if they can. We made Boarding Pass invites and one of the passes had info on the luau where we included date, time and that it was hosted. You could do them same, but just indicate that it is not hosted and what the discounted rate is. We also included a lot of island activities in a brochure that we sent with the invite with rates for stuff.

Olivive · February 2012

All of your feedback has been so helpful, Mahalo! Love the idea of boarding pass invites for luau, Lorena.

maui2011 · February 2012

Congrats on your engagement!

This is what we did:

1. Posted all of our wedding week events on our wedding website and explained what was and was not hosted. This was not.

2 & 3. We did not do the group rate as we would have had to pre-pay for everybody and then ask/run after everyone to collect the money. Too complicated even with our group size...including us less than 30. Not sure on which island or luau you are planning to attend ...we did the Old Lahaina Luau on Maui...it was AMAZING...so we booked the luau first and then told our guests to link their tables with ours so we could all sit together.

HTH! J. :-)

lyssalou89 · February 2012

We are planning a luau for our rehearsal dinner, which we are paying for all guests. We are going to the Old Lahaina Luau the night before the wedding. We are posting it on our wedding website and writing that it is hosted.

brazeneye · February 2012

I have organized 40 people for a luau the day before the wedding at Paradise Cove outside of Honolulu for my wedding (next Friday!!)

1. I notified all my guests on their RSVP card if they would be interested in going to the luau. I sent a follow up email to individuals just a couple weeks prior to RSVP cut-off to see if there was any additional interested (everyone said yes)

2. Reservations are all done through the luau. For our large group, unfortunately they want all the money upfront, so be prepared to start asking for guests for dough right off the bat if they are interested in attending the luau. I'm pretty much all collected and it wasn't awkward/etc. Everyone knows that it isn't free.

3. Paradise Cove offers transportation from Waikiki to the luau but the majority of people are either renting limos are riding with friends/etc. No one is going to be offended if they have to figure out their own transportation. I provided the oppurtunity for people to use the provided oppurtunity but they were more happy to do their own thing.

VNESS500 · March 2012

I am actually having the Luau for my reception, it gives my guests the chance to all attend a tradtional Luau with food, drinks and entertainment and it turned out cheaper than a traditional reception.

Brides That Organized Luau Type Events for their Guests

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