Sunshower Event Venue FAQs

There are a lot of references on your website to the “new venue” and the “current venue” what does that mean and what are the differences between the two?

The current venue is the only venue and is also our home. It is the space in all of the photos and videos you see on our website, blog and instagram. The “new venue” is just conceptual at this point as we are currently in the permitting process to be allowed to build it. You can read all about the new venue project here.

Do the policies in these FAQs apply to the new venue or the current venue or both?

These FAQs all apply to the new venue as we are no longer booking events in the current venue space. However, if you have previously booked an event in the current venue and need to consult those policies again, shoot us an email and we will send them to you.

What is the timeline for completing the new venue project?

This is the question we, and everyone else, would like the answer to the most. But unfortunately, the answer is that it depends. Below is the timeline we created that is a pretty realistic estimate if our special use permit is approved, which is the very first step towards construction. If our Special Use Permit is denied, or takes longer than anticipated due to delays or appeals, we will be pushing back every other step as well.

The good news is that the most likely issues and delays will be in the early steps, so once we make it past those, the rest will be fairly predictable and smooth sailing. Also, Hawaii has year-round construction because we do not need to battle against winter - in fact, winter is our best time of year for construction because it is dry season at the farm.

Do you have conceptual plans drawn for the new venue?

Yes! We had a draftsperson draw up a conceptual layout of the new venue (below). The conceptual plans are not architectural drawings and they are not at all the final design of the venue. The main things to know is that the dimensions and layout are at least similar to what the final design will be.

Where will the new venue be on the farm?

The exact location will depend on our architect’s recommendation for how we grub and grade the land and how to get the best possible ocean view based on the height of the building. But what we do know is that it will definitely be between our current venue and the coffee orchard and will have views of the ocean and the coffee. The white rectangle in the aerial photo below is roughly the footprint of the proposed venue.

How will event bookings work during the permitting process?

Until and unless we receive our special use permit for the new venue, we will not be taking any event bookings.

Even though you aren’t accepting bookings for the new venue is there a way to hold our date for if/when you do start accepting bookings?

Yes! If you would like to hold a 2021 date for if/when we get our permit for the new venue, we will still be following our usual booking process where clients can hold a date starting on the first of the month of the month one year before their event. For example, if you want to hold April 22nd 2021, you could hold that date starting April 1, 2020. Date holds will be made first come first served and will have a $200 refundable date retainer (pending permit approval).

If/when we receive our special use permit, all clients who have held a date for the new venue will then transition into our regular booking process, with a proposal questionnaire, draft event proposal, consultation call and event retainer.

How can I tell what dates you have available?

Check the calendar on our website. All dates that are unavailable will be listed.

Why are so many dates blocked off on your calendar?

In addition to being a wedding venue, we are a working farm. In the past year, we have gotten so popular as a venue that if we did not block off dates, we would not have any time to work on our coffee!

What will happen if you do not receive the permits for the new venue?

Clients who put down a $200 date hold will be informed immediately and refunded.

What will happen if you do receive all of your permits but there are delays in construction and the new venue is not ready in time for my event?

In that case, your event would be held in our current venue space. We will only be booking events for the new venue that could be held in the current venue space if construction is delayed. And the difference in price between the new venue and the old venue would be refunded to you.

Is there a discount for clients who book the new venue pre-construction?

Yes! Clients who book before the new venue building construction begins will receive a 65% venue rental price reduction. This discount cannot be combined with the booking date discount but can be combined with the Kama’aina and non-profit discounts. See our price list for more info on pricing and discounts.

What will the new venue look like?

While we do not know exactly what the new venue will look like, the finishes, and design will be modeled after our current space (cedar siding, Ohia wood posts, vaulted ceilings, and a clear covered pergola over the deck space with cafe lighting). The “covered deck” space specifically in the new venue will be as close to an exact copy of the deck in our current venue as possible. We LOVE our current deck and believe it to be our venue’s best feature - its only flaw is that it needs to be bigger! So the new venue will solve that problem while keeping with the style and character that we are known for.

Will the new venue have a woodfired oven?

We don’t know yet, but probably not. There will be a “prep” kitchen for warming food and plating and washing dishes, but the “outdoor kitchen” part of our current venue is not something we are planning to incorporate into the design of the new venue.

I like the current venue better, can I book that?

Once we have approval for the new venue, we will only be taking bookings for that space as we are hoping to transition away from using our home for events. But until the new venue space is complete, the current space will remain in use for events.

I already booked an event at the farm, will the new venue project affect my event?

It shouldn’t! We will not allow construction on any days where we already have events booked, so there will not be any construction noise interfering with your event. And as you can see from the drone photo, the proposed venue location is not in the sight line of the current venue, the lawns or ceremony spaces of the current venue. The only areas that may be somewhat unsightly during construction will be the driveway coming in and the construction site itself (which is mostly blocked by trees from the current event space). All that said, if my predictions are overly optimistic and your event is disrupted by the new venue construction, we will do everything we can to make it right, including discounting your venue rental.

What will the landscaping, ceremony areas and bonfire pit be like in the new venue?

We don’t know yet! That depends so much on how big of a “pad” (the leveled out portion of ground where the building will be) we make for the new venue. There are some REALLY beautiful trees that we want to preserve when we are doing the grading of the slope, so it’s too soon to know what the footprint of the lawns will be like and how much extra space we will have. However, until we have all of that landscaping done, the current lawns, bonfire pit and ceremony site will be available as they will be unaffected by the construction and are just a short walk from the new site.

Will we still have access to the goats and sheep at the new venue?

Of course! They love treats and will come pretty much anywhere if there are people there who might feed them. Their pasture will go right up to the pad for the new venue so that guests can pet and feed them as usual.

How much is does it cost to rent your venue?

Here’s a link to our price list for the new venue. All of that pricing is of course pending permit approval, but for clients who are holding a date, these are the prices they can use to budget for if/when we are approved.

Can I bring in my own food? Décor? Vendors?

Yes! You can bring in as much or as little as you’d like. The only exception is when bringing your own lighting or sound systems that require a lot of electricity you will also need to rent a generator.

WHERE CAN I READ YOUR REVIEWS?

On the [review section of our website][3] or on Wedding Wire! We also have reviews on google, yelp etc. but they are mixed in with coffee tour reviews so you have to dig a bit. If you’d like to get a reference from a couple we have worked with in the past, I have a list of couples I can put you in touch with!

DO YOU HOST LGBT WEDDINGS?

Yes, and it’s unfortunate this is even a question. Any venue or vendor that doesn’t is the literal worst. While throughout this FAQ we have said that clients are welcome to bring in outside vendors of their choice, the exception to this policy are vendors who refuse to work with LGBT couples. Those vendors are not welcome at our venue for any type of event - wedding or otherwise.

Do you have separate rates for elopements with a very small group?

Yes! Elopements are $300 and are bookable Sunday-Thursdays and will give couples (and no more than two wedding guests) exclusive use of the farm grounds for their ceremony and photos. No reception is included, nor is any staff needed. Florals can be included at the regular pricing. If you have more questions about our elopement "package" get in touch!

What are our options for ceremony location?

Technically, you can have your ceremony anywhere on the farm. But most couples choose to use either the "official" ceremony location which has a built-in arbor and an ocean view, or the lawn in the front yard in front of the banana trees.

The benches in the built-in ceremony location can seat 56 guests (and extra chairs can be added). These benches cannot be moved to another ceremony area.

Seating for the banana trees on the front lawn is typically the same chairs that will be used for the reception - of which we have 50. Any extra chairs needed for that location would need to be rented from a rental company.

Some clients choose to get married in the coffee orchard - but due to accessibility issues and there being no good way to bring a large amount chairs out there for guests (unless a couple chooses to rent from an outside company), it is usually an option reserved for very small weddings and elopements.

![Sunshower banana leaf ceremony][5]

![Sunshower ocean view ceremony][6]

What is the ceremony rain location?

The ceremony rain location is the covered area of the deck. In the case of rain that seems like it will not pass soon, we quickly move the tables and set up the chairs in a half circle with an aisle down the middle. We also repurpose the arbor decorations, as much as possible, to decorate the deck space for the ceremony.

Clients may also choose the deck space for the ceremony in advance if that is the style of ceremony space they like best! One of our favorite weddings ever (as far as styling) chose to have their ceremony on the deck as their first choice, not as a rain location.

What do the "getting ready" rooms include/look like?

For the new venue, we don't know yet! The larger of the two rooms with be approximately 200 square feet and the smaller will be approx 120 square feet. Both will have attached private bathrooms and will be set up for getting dressed, doing hair and makeup, hanging clothing etc.

How many cars can park at the farm?

The Special Use Permit for the new venue will have a maximum number of cars that will be allowed for any event to reduce the amount of traffic on the one-lane road up to the farm. That number will likely be around 20 total (although we will not know the exact number until the permit process is complete)- so clients for events with a large number of guests will need to book shuttles or large vans to transport their guests.

Is the venue ADA accessible?

The current venue is not as it is a private residence. But the new venue will be built with accessibility in mind and will meet all ADA requirements.

WHAT IS THE WEATHER LIKE AT THE FARM?

During the summer months it is typically warm and sunny in the morning and misty, foggy and damp in the afternoons and evenings. Summer is rainy season which means that is usually rains (at least a tiny bit) every single day. Temperatures in the summer rarely go below 65 degrees even at night and rarely go above 85 during the day. During the winter months it is typically sunny and warm while the sun is out and in the evening it is clear and cool. Daytime temperatures are usually in the mid to high 70s and evening temperatures are usually in the mid to low 60s. We do not have heat lamps, so for winter weddings we recommend light jackets and sweaters.

For an example of the fog and mist, this weddings were in rainy season:

For an example of a clear skies, these weddings were in dry season:

What are your hours for event bookings?

Including set up and clean up time, regular events must be held between the hours of 9AM and 11PM and amplified music can go no later than 10pm. The number of hours you can be on site depends on the length of your rental booking.

What is the maximum number of guests allowed?

Our goal for the new venue is to comfortably hold 100 guests for a seated reception and more for a cocktail style reception. But the capacity will be determined by both our Special Use Permit (how many guests are we approved for as a venue) and our building plans and building permit. So it’s too soon to know for sure. But at the minimum, it will hold 80, our current venue capacity and that is the most we will allow for bookings until we know for sure the capacity.

In the current venue space, should you book the new venue and it is not completed on time for your event, 80 guests is the absolute maximum.

35 people is the maximum number of guests for seated receptions, where all guests are seated outside on the deck and 50 guests is the maximum number of guests for seated receptions where two tables are indoors (in front of the large french doors opening out to the deck) and 5 tables are outside on the deck. Alternatively, up to 80 guests can be accommodated with a cocktail style reception.

To get an idea of layout and flow for all the different setups in the current event space, go to the [venue tour section of our website][2]. There are walk through videos of the event space with some of the different layouts.

What if some of my guests are kids?

Kids do count in your guest count but babies under one year old, do not.

DO YOU ALLOW DOGS?

Yes, but due to our very territorial German Shepherd, Bruce, we charge a $100 fee to cover kenneling our dogs before any outside dogs come to our events.

WE WANT TO DO A BONFIRE BUT WOULD LIKE TO BRING OUR OWN WOOD. IS THAT ALLOWED?

Unfortunately, due to the presence of the little red fire ant and rapid ohia death on other parts of the island, we cannot allow outside wood to come onto the farm.

CAN I HAVE A REHEARSAL AT THE FARM THE DAY BEFORE MY WEDDING?

All “Full Venue Rentals” include the day before blocked off for a ceremony rehearsal, venue walk-through and decor drop off. If a different day would work better for you, that is possible too, but we availability is dependant on our schedule.

CAN WE use sparklers?

Yes but only in approved areas and with supervision of a Sunshower Event Coordinator.

Can I store decor items at the farm, if so for how long? Can I have decor items mailed to the farm?

Local clients may bring any items for their event up to a week before their event. Destination clients may ship event items to the farm up to a month beforehand. Clients may store items after their event for up to a week after.

Do you have restrictions on candles?

Sunshower Farms does not have any blanket candle restrictions. However, any large scale fire or candle decor (like tiki torches) need to be approved in advance.

The venue rental also includes a variety of tea light and tapered candle holders. The tea light candles themselves are included in the rental, but the tapered candles are not. Clients are welcome to bring their own tapered candles if they'd like to use our tapered candle holders.

Do you require venue insurance?

All Clients must obtain their own event insurance for their event. The Client may use a personal insurance carrier or go to www.WedSafe.com, Theeventhelper.com or another similar provider. The provider must be acceptable to Sunshower Farms and licensed to do business in Hawaii. Insurance must be non-cancelable coverage that includes commercial general liability for bodily injury, personal injury and property damage claims up to $1,000,000 general aggregate as well as "Host Bar" coverage. The Certificate must name Sunshower Farms LLC as additional insured and include a waiver of subrogation.

Can I bring my own alcohol?

Yes, in fact we are a strictly BYOB venue. Clients may hire a bartender and/or drink servers from Sunshower Farms or hire their own bartender for drink service.

DO YOU ALLOW TENT RENTALS?

We don't have a policy against it, but with the deck space being covered in the new venue, there really isn't much reason to rent a tent. Sometimes we have clients who want to host a group larger than our event space can hold and use a tent for the overflow guests. We do not allow events with more guests than our event space can comfortably hold, so a tent for that reason would not be allowed.

What are your NOISE RESTRICTIONS?

We do not allow amplified music after 10pm. Any amplified music, other than the music for the ceremony, must be in our interior dance floor space and not in any outdoor area. We also do not allow the decibel level of amplified music to go over 90 dBls 10 feet from the source, or over 55 dBls at the Sunshower property line out of respect for our neighbors (as far away as they may be).

How are staff needs calculated for an event if I book staffing through the farm?

Every event is different in how many staff are needed! Staffing needs depend on the number of guests, the style of catering (plated needs the most serving staff while buffet needs the least), the amount of decor to set up and the style, the ceremony location (for example the banana trees ceremony require chairs to be set up and taken down, while the other location has built in benches that are always there) and more.

That said, a good jumping off point to estimate if you are trying to do a quick budget on your own is to assume 1 staff person for every 10 guests plus one extra. So for a 40 person guest event you would have 5 staff. Staff are billed at $18/hr plus gratuity, and $7/hour for the gratuity is a good estimate before deciding on your food and beverage.

How many hours do most events have staff for?

Again, it depends on your event. But to give you an idea, our average wedding books staff for the entire time guests are on site, plus 3 hours for set up and 1 hour for cleanup (usually 10 hours total).

What is included in Sunshower Event Coordination?

It depends on the type of event, but for weddings, Includes, at a minimum, hiring and management of all staff, decor set up and internal and outside vendor coordination. For weddings where both the ceremony and the reception are held at the farm, Coordination hours start at 15 total - 10 hours on the event day, 3 hours before event for planning with clients and 2 hours for walkthrough/rehearsal.

15 hours is typically the least amount of time a wedding client will need for their event coordination, but more than half of our clients do not go over this amount! When you book coordination with Sunshower, you receive the tools to plan your wedding on your own - including a planning timeline, a google drive portal with checklists, vendor recommendations and fillable forms to track what you have planned on your own.

Many of our clients plan their weddings almost entirely independently up until about 2 months out at which point they have calls with their coordinator to check in and discuss what has been done and what is left to do. As your event gets closer your coordinator will work closely with you to execute your vision on your wedding day so that you can relax and enjoy!

There are of course some couples who would like more help during the planning process and that is totally fine too! This happens most commonly with catering selections, budgeting and vendor communication. Those planning preferences will be discussed in your booking consultation call and more planning and coordination hours can be added as needed!

How are coordination hours calculated and billed?

Your event proposal will include an estimate of coordination hours that will be needed for your particular event based on the scope, complexity and guest count. Those coordination hours will be included in the invoice for your event.

We try to estimate low and add hours as needed during the planning process. When clients have a request that falls outside the scope of their estimated coordination during the planning process (for example, reaching out to transportation companies for quotes), their coordinator will estimate the number of planning hours that request will take and get approval from clients before taking that task on. There will never be a surprise bill for coordination hours that you were not expecting for work that you did not approve.

Who will my Event Coordinator be?

With the venue expansion, we will also be expanding our team to bring on additional associate coordinators. We are still in the process of determining how each coordinator will be assigned to each couple, however, we do know that you will get matched with a coordinator at least 4 months prior to your wedding. All of our coordinators are GREAT and have worked at many many weddings as staff and assistant coordinators before being promoted to lead coordination.

We want to make sure you are well taken care of in every aspect of your planning process (as well as on your wedding day!) so the coordinator that is assigned to you, whether it is Kate, or an associate, will be your main point of contact during your planning process as well as your on-site coordinator on your wedding day. Kate will still be overseeing your planning process, available to answer questions and usually on-site for events even the ones she is not coordinating.

What are our options for catering? Do you have any recommendations?

For catering, there are three main options (many couples do a mix of thse) and a fourth more uncommon option.

1) On site catering - this is where a chef or catering company comes to the farm and assembles/cooks/plates the food on site. This is the best option for coursed and/or plated dinners and will give you the most customization options for your menu, allergies etc. as you will have a chef personalizing a menu for you. It tends to be more expensive than the other two options. For ideas of some menus we have clients in the past, read through the example menus on our website.

2) Restaurant catering - this option is essentially large scale "take out" from a local restaurant or catering company. If you book staffing through us, we can even send someone to pick up the food if you book a place that will not deliver to the farm. This tends to be a fairly affordable option, of course depending on what you order. For very small events (under 20 guests), this is definitely the most affordable catering option. There are MANY restaurants you can order from in this way, but of course we are happy to give you a list of places our clients have ordered from before.

3) Food trucks - when you book a food truck to come on site, they can cook here, as long as they are cooking with their own equipment. Some food trucks will do full-scale catering with custom menus out of their truck/tent space, and even set up buffets or family style dinners, while others like to do their regular menu to guests by order throughout the event. So there are different options for how to structure it, but food trucks are fun and tend to run about $20-30/guest. The more guests you have the lower the cost per person they are! There are a bunch of different food trucks in Kona and I am happy to give you my current favorites list upon request.

4) Self-catering - although this is technically an option, it is one that very few couples use. Essentially, self-catering is when clients, or their families, make the food themselves. With this option, clients are still not allowed to cook on site, so all food must be brought ready to serve (although we do have chafing dishes and warmers to rent). Also with this option, if you are booking staffing through the farm, clients will be required to pay a flat gratuity rate of $7/hour per staff person rather than the typical 18% on the other catering options.

What are our choices for cake flavors if we order order a cake from Onolicious through Sunshower?

For the standard two-tier cake, you get to pick one flavor for both the bottom tier and the top tier. The choices are Lilikoi, Tahitian Lime, Meyer Lemon, Vanilla, Chocolate, and Mandarin. The filling choices are buttercream, chocolate ganache (only in chocolate or vanilla cake) and Hawaiian chantilly (only on mandarin or chocolate cake). Frosting: buttercream or creamcheese

What are our choices for coffee roasts for coffee wedding favors or for the coffee station?

The coffee favors can be made up of any any variety of roasts. The coffee station can have a max of two options. You can choose from any of the "sunshower roasts" from our website.

Can we customize our coffee favors for our wedding?

Yes definitely! Many couples choose to add a tag or a sticker to their favors.

I AM ON ISLAND, CAN I TAKE A TOUR IN PERSON?

Yes, definitely! Venue tours are by appointment only, so just send me an email to set up a time.

What glassware is included with the place setting rentals?

Four glasses per guest are included in the $7/guest place setting rental. Extra glasses, or glasses rented separately from the place settings are $1 each. The glassware choices are the following: red wine, white wine, short rocks glasses, water goblets, 16 oz mason jars and champagne flutes.

Do you have lawn games included in the venue rental?

Yes, we have a cornhole set and a bocce ball set that are included in the rental. Some couples choose to rent more games, like large jenga sets but those are not something we have available already.

Do you have any recommendations for accommodation?

People always ask us this, but it really depends on what you are looking for. Most couples choose to get an AirBnB with their friends and family - and options and availability depend so much on your dates and group size. But many also stay in Kona area hotels. I recommend staying within a 30-minute drive of the farm, just to make everything easier, which excludes the Waikoloa area resorts. If you want to stay somewhere nice, really close to the farm, the Holualoa Inn is just a couple minutes away and is lovely.