terms of service

1. Welcome to Kauai Island Weddings

Aloha, and congratulations on your engagement!

Thank you for choosing Kauai Island Weddings to be part of one of the most important days of your lives. For over 20 years, we've had the privilege of helping thousands of couples celebrate their wedding on the beautiful island of Kauai, and we're honored you've entrusted us with your special day.

These Terms of Service are designed to clearly explain our agreement with you. They outline how we reserve your wedding date, coordinate our services, and handle situations such as changes, cancellations, payments, and circumstances beyond anyone's control. Our goal is always to be fair, transparent, and accommodating while protecting both our couples and the dedicated team who work hard to make each wedding unforgettable.

By booking your wedding with Kauai Island Weddings, you acknowledge that you have read, understood, and agree to these Terms of Service. If you have any questions about our policies, we're always happy to help before you complete your reservation.

2. Booking Your Wedding

We're delighted you've chosen Kauai Island Weddings to help bring your dream wedding to life. This section explains how your wedding reservation is confirmed, how payments are handled, and what to expect once your date is secured.

2.1 Reserving Your Wedding Date

Your wedding date is considered reserved once we have received your completed reservation and the required reservation deposit.

Your reservation deposit allows us to begin scheduling your ceremony, reserving your wedding professionals, coordinating vendors, securing permits where required, and holding your selected wedding date exclusively for you. Because these preparations begin immediately, reservation deposits are non-refundable.

By submitting your reservation, you confirm that you have read and agree to these Terms of Service.

2.2 Reservation Deposit

A non-refundable reservation deposit of $200 is required to reserve your wedding date.

The remaining balance may be paid at any time before your wedding and is due in full no later than seven (7) days prior to your ceremony, unless otherwise agreed in writing.

2.3 Payment Options

For your convenience, payments may be made through your online wedding planner or by contacting our office.

Many couples choose to make payments over time, while others prefer to pay in full when booking. You're welcome to choose the option that works best for you, provided your balance is paid by the final payment due date.

2.4 Credit Card Authorization

By providing a credit card or debit card to Kauai Island Weddings at any time during the booking process, the couple authorizes Kauai Island Weddings to charge that card for:

the Reservation Deposit;
any remaining balance due under this Agreement;
any additional services or upgrades authorized by the couple; and
any fees, charges, or amounts that become due under these Terms of Service, including applicable cancellation fees, rescheduling fees, Site Fees, Private Venue Reservation Fees, or other charges authorized by this Agreement.

If payment cannot be collected when due, or if the couple fails to provide any requested payment authorization by the applicable due date, Kauai Island Weddings may cancel the reservation without further notice and exercise any other rights available under these Terms of Service.

2.5 Prices & Taxes

All prices are quoted in U.S. Dollars and are subject to applicable Hawaii General Excise Tax and any other taxes required by law.

Prices are subject to change without notice; however, once your reservation deposit has been received, your package price will be honored unless you choose to change your package or services.

3. Changes to Your Wedding

We understand that wedding plans can sometimes change. Whether you're making a small adjustment to your package, rescheduling your ceremony, or facing an unexpected cancellation, we'll always do our best to help whenever possible. As a small, family-owned business, every wedding date we reserve represents a real commitment of staff, permits, vendors, and preparation. The following policies help us accommodate changes fairly while protecting the commitments we've already made on your behalf.

3.1 Changes to Your Wedding Package

You may upgrade your wedding package or add additional services at any time, subject to availability.

Because many of our vendors reserve time specifically for your wedding, certain changes must be made in advance.

Upgrade your wedding package.

Anytime, subject to availability.

Add flowers, music, transportation, video, or other services.

Up to 14 days before your wedding.

Downgrade to a less expensive package.

At least 30 days before your wedding.

Cancel flowers, transportation, musicians, video, onsite coordinator, or other booked services.

At least 14 days before your wedding.

Within these deadlines, we'll always do our best to accommodate your requests. After these deadlines, we may already have committed to vendors, reserved staff, or incurred expenses on your behalf, and changes may no longer be possible.

3.2 Rescheduling Your Wedding

We understand that unexpected situations can arise, and we'll always do our best to help you find another available wedding date.

All requests to reschedule your wedding must be submitted in writing to martina@kauaiislandweddings.com and hans@kauaiislandweddings.com (the "Rescheduling Notice").

Acceptance of any rescheduling request is subject to staff availability, vendor commitments, venue availability, and Kauai Island Weddings' sole discretion

More than 60 Days Before Your Wedding

If your written rescheduling request is received 60 or more calendar days before your scheduled wedding date, your first rescheduling request will be accommodated without a Rescheduling Fee whenever possible.

Any additional rescheduling requests are subject to a $200 Rescheduling Fee, which is non-refundable and will be applied toward your wedding invoice.

Within 60 Days of Your Wedding

Because significant planning, staffing, permits, and vendor commitments have already been made for weddings within 60 days, a rescheduling request during this period cannot be used to avoid the cancellation policy.

If your request is accepted, a Rescheduling Fee equal to 50% of your Package Price will be required to confirm your new wedding date, and applied in full toward your rescheduled wedding.

Payment plans are available.

All remaining payment obligations continue to be based upon your original wedding date unless otherwise agreed to in writing.

Rescheduling Fees are non-refundable.

3.3 Last-Minute Rescheduling

Kauai Island Weddings often coordinates multiple weddings each day, with carefully scheduled ceremony times and dedicated wedding teams assigned to each event. Because of this, accommodating a last-minute rescheduling request depends not only on staff availability, but also on your flexibility regarding an alternate ceremony date and time.

A Last-Minute Rescheduling Request is any request received within 72 hours of your scheduled ceremony.

We understand that emergencies occasionally happen, and we'll always do our best to help whenever possible.

If your ceremony can be rescheduled using your originally scheduled wedding team at another available time or date that fits within our existing schedule, no additional fee will apply.

If accommodating your request requires rescheduling staff, rearranging other scheduled weddings, coordinating additional vendors, or hiring outside professionals, a Last-Minute Accommodation Fee starting at $300 may apply.

The amount of this fee will depend upon the additional costs incurred and will be determined solely by Kauai Island Weddings.

3.4 Weather-Related Rescheduling

Weather on Kauai can change quickly, and while severe weather is extremely uncommon, the safety of our couples and staff is always our highest priority.

If you wish to reschedule because of severe weather, please call our office at least three (3) hours before your scheduled ceremony whenever possible.

If sufficient notice is provided and your originally scheduled wedding team remains available, no additional rescheduling fee will apply.

If staff members have already traveled to your ceremony location, or additional staffing is required to accommodate your request, a Staff Rescheduling Fee starting at $50 per scheduled professional may apply. This fee helps compensate staff members who have already reserved time and traveled to your wedding location.

If your ceremony includes venue setup or seating, please contact us at least 24 hours in advance if weather is expected so we can discuss any available options.

3.5 Cancelling Your Wedding

We sincerely hope you never need this section.

If your plans change and you need to cancel your wedding, all cancellations must be made by written notice sent to both:

hans@kauaiislandweddings.com and martina@kauaiislandweddings.com

Your wedding is considered cancelled only after you receive written confirmation from Kauai Island Weddings.

If you cancel 60 or more calendar days before your scheduled wedding date, you forfeit only your non-refundable $200 Reservation Deposit.

If you cancel fewer than 60 calendar days before your scheduled wedding date, or fail to provide written notice of cancellation, the full Package Price becomes immediately due under these Terms of Service.

Failure to provide written notice of cancellation, including no-shows on your scheduled wedding date, will be treated as a cancellation within 60 days.

We strongly recommend purchasing travel insurance to protect yourself against unexpected cancellations.

3.6 Wedding Credit

If you cancel or reschedule your wedding, any payments actually received by Kauai Island Weddings toward your wedding package (excluding the non-refundable Reservation Deposit, any Rescheduling Fees, and any non-refundable Site Fees or Private Venue Reservation Fees described in Section 3.7, as well as any third-party expenses already paid or irrevocably committed on your behalf) will be issued as a Wedding Credit.

Wedding Credits:

* apply only to payments actually received by Kauai Island Weddings.

* may be used toward a future Kauai Island Weddings booking within two (2) years of your original wedding date.

* are subject to availability.

* are non-transferable.

* have no cash value.

* are not redeemable for cash or refunds.

3.7 Site Fees

Certain venues require separate site or reservation fees that are charged by the property owner or venue.

These fees are separate from Kauai Island Weddings' wedding package pricing.

Unless otherwise stated by the venue, Site Fees must be paid in full at the time of booking and are non-refundable.

4. Photography & Video Services

Your wedding photographs and video will become some of the most treasured memories of your special day. Our experienced photographers, videographers, and licensed drone pilots are committed to capturing your wedding beautifully while working within the unique and ever-changing conditions of Hawaii's outdoor environment. The following policies explain how these services are provided and what you can expect.

4.1 Photography & Videography Services

Photography and videography services are provided in accordance with the wedding package you have selected. Coverage includes the services, locations, and duration specified in your package, together with any additional services purchased.

Our photographers and videographers use their professional experience, creativity, and artistic judgment to capture your wedding in the most beautiful way possible while adapting to the unique conditions present on your wedding day.

4.2 Outdoor Conditions & Artistic Photography

Wedding photography and videography are artistic services that are influenced by many factors beyond anyone's control, including weather, lighting, cloud cover, wind, ocean conditions, tides, seasonal conditions, beach activity, and other natural elements.

While our team will always make every reasonable effort to create beautiful images, Kauai Island Weddings cannot guarantee specific lighting conditions, weather, backgrounds, poses, drone footage, or images identical to those displayed on our website, social media, or other promotional materials.

Every photographer also has their own artistic style and creative approach. If there are specific poses, family groupings, or photographs that are especially important to you, please let your photographer know on your wedding day. We are always happy to accommodate reasonable requests whenever time, conditions, and your wedding schedule allow.

Photography results will naturally vary depending on the wedding package selected, the amount of photography coverage included, the locations visited, the time available, lighting conditions, and the overall flow of your wedding day. Certain specialty packages, including our Deluxe Sunset & Twilight packages, are photographed using photographers who specialize in that particular style of photography. For this reason, the style, variety, and artistic presentation of your photographs will naturally reflect the wedding package selected and the photographer assigned to your wedding.

4.3 Image Processing & Delivery

As described in each wedding package, all delivered photographs receive professional color balancing and color correction to ensure consistent quality and beautiful, natural color.

Rather than selecting only a limited number of photographs, Kauai Island Weddings frequently provides significantly more images than the package minimum whenever possible. Multiple photographs are intentionally taken throughout your ceremony and portrait session to allow for natural expressions, blinking, movement, wind, changing light, and other normal variations. This allows you to select your own favorite images rather than having those selections made for you.

Unless specifically included in your wedding package or purchased separately, individual image retouching is not included. Images are delivered with professional color balancing and color correction but are not individually retouched. Delivered photographs represent the completed photographic product included in your wedding package. Raw, unprocessed image files are not included or released.

4.4 Drone Photography & Videography

Drone photography and videography are subject to weather conditions, FAA regulations, safety considerations, and the professional judgment of our licensed drone pilot. High winds, rain, poor visibility, temporary flight restrictions, or other unsafe conditions may prevent drone operations on your wedding day.

Whenever reasonably possible, Kauai Island Weddings will gladly work with you to capture your drone footage on another mutually agreeable date, time, and/or location during your stay on Kauai.

In the very unlikely event that our licensed drone pilot is present and ready to perform the scheduled service, but drone operations cannot safely proceed due to weather conditions, FAA regulations, safety considerations, or other circumstances beyond our control, and the couple declines a reasonable opportunity to complete the drone footage on another day during their stay on Kauai, a courtesy refund of $300 will be issued. The remaining balance will be retained to compensate the pilot for their scheduled time, travel, and availability.

5. Wedding Day & Safety Policies

Your wedding day is carefully planned to ensure everything runs smoothly for you, your guests, and our wedding team. The following policies help us provide every couple with the exceptional experience they expect while ensuring compliance with State of Hawaii requirements and maintaining a safe and enjoyable environment for everyone involved.

5.1 Arrival Time

Please arrive at your ceremony location at least fifteen (15) minutes before your scheduled ceremony time.

Arriving early allows time to meet your wedding team, review any final details, ensure everyone is ready, and begin your ceremony on schedule.

5.2 Late Arrivals

Kauai Island Weddings frequently coordinates multiple weddings throughout the day. Each ceremony is carefully scheduled, and our wedding teams travel between locations while working within the time limits of State-issued beach permits and venue reservations.

If your ceremony begins more than fifteen (15) minutes after your reserved ceremony time due to your late arrival, a Late Arrival Fee of $100 will apply for every additional thirty (30) minutes.

If your delay requires Kauai Island Weddings to obtain an additional beach permit or incur additional venue or staffing costs, those costs will be your responsibility.

5.3 State of Hawaii Beach Permit Requirements

Many of Kauai Island Weddings' ceremonies take place on Hawaii's beautiful public beaches under permits issued by the State of Hawaii. These permits allow weddings to take place while helping preserve Hawaii's natural beauty for everyone to enjoy.

As a condition of these permits, the following State requirements apply:

* Beach permits are issued for a specific time period and cannot be extended.

* Beach permits do not reserve a specific section of the beach. Hawaii's beaches remain open to the public, and Kauai Island Weddings cannot reserve, cordon off, or require members of the public to leave any portion of the beach.

* Chairs, arches, tables, and other furniture are not permitted on Hawaii's public beaches, except where permitted by law for accessibility accommodations.

* Amplified music, speakers, microphones, and sound systems are not permitted.

* Decorations other than natural flowers are not permitted.

* All participants must comply with applicable State of Hawaii and County of Kauai regulations.

Our experienced coordinators and photographers are very familiar with Hawaii's beaches and will always select the most beautiful available ceremony location within your permitted area.

5.4 Safety & Emergency Conditions

The safety of our couples, guests, vendors, and staff will always remain our highest priority.

In the rare event that weather conditions, government advisories, road closures, or other circumstances beyond our reasonable control make it unsafe or impractical to proceed as planned, Kauai Island Weddings reserves the right to postpone, relocate, interrupt, or reschedule your ceremony.

Whenever reasonably possible, we will gladly work with you to reschedule your ceremony to another mutually agreeable date, time, and/or location during your stay on Kauai.

5.5 Travel Delays

Kauai is served by a single primary highway with limited alternate routes. While our team always allows reasonable travel time and strives to arrive early, accidents, road closures, utility work, flooding, or other unforeseen circumstances may occasionally delay travel.

Should an unexpected travel delay affect your ceremony, Kauai Island Weddings will make every reasonable effort to minimize its impact and, make every reasonable effort to minimize the impact on your wedding day.

5.6 Sunset Ceremony Recommendations

For couples dreaming of a sunset ceremony, Kauai Island Weddings generally recommends beginning your ceremony approximately thirty (30) minutes earlier than you may initially plan. This provides additional flexibility for changing weather conditions, brief rain showers, traffic delays, or other unforeseen circumstances, while also allowing more opportunities to capture beautiful portraits in the best available natural light before sunset.

Couples who choose to begin their ceremony closer to sunset acknowledge that available natural light may be reduced if delays occur, which may affect the variety and style of photographs captured.

6. General Terms

The following provisions apply to all services provided by Kauai Island Weddings and are intended to clarify the responsibilities of both parties and provide a clear framework for this Agreement.

6.1 Independent Third-Party Services

Certain services provided in connection with your wedding may occasionally be performed by independent third parties. While Kauai Island Weddings carefully selects and coordinates these services when applicable, each independent third party remains responsible for the products or services it provides.

To the fullest extent permitted by law, Kauai Island Weddings is not responsible for the acts, omissions, delays, cancellations, or performance of an independent third party.

6.2 Personal Property

Couples and their guests are responsible for their personal belongings at all times. Kauai Island Weddings is not responsible for the loss, theft, or damage of personal property before, during, or after the wedding or any related event.

6.3 Limitation of Liability

To the fullest extent permitted by applicable law, Kauai Island Weddings’ liability for any claim arising out of or relating to the services provided under this Agreement shall be limited to the amount actually paid by the couple for the affected service or services.

Kauai Island Weddings shall not be liable for indirect, incidental, consequential, special, or punitive damages to the fullest extent permitted by law.

Nothing in this Agreement limits any right or remedy that cannot legally be excluded or restricted.

6.4 Governing Law

This Agreement shall be governed by and interpreted in accordance with the laws of the State of Hawaii, without regard to its conflict-of-law principles.

Except for proceedings permitted under Section 6.7, any legal action arising out of or relating to this Agreement shall be brought in an appropriate court located in the State of Hawaii.

6.5 Entire Agreement

These Terms of Service, together with the couple's Booking Confirmation, invoice, completed Online Wedding Planner, and any written amendments agreed to by Kauai Island Weddings, constitute the entire agreement between the couple and Kauai Island Weddings regarding the services being provided.

By submitting the Online Wedding Planner, the couple acknowledges that they have read, understood, and agree to these Terms of Service.

No verbal statement, representation, promise, or prior discussion shall modify this Agreement unless confirmed in writing by Kauai Island Weddings.

6.6 Severability

If any provision of these Terms of Service is determined to be invalid or unenforceable, that provision shall be enforced to the fullest extent permitted by law, and the remaining provisions shall remain in full force and effect.

6.7 Dispute Resolution and Binding Arbitration

While we sincerely hope that any concern can be resolved through open communication, the following provisions shall apply if a legal dispute arises between the parties.

Any dispute arising out of or relating to these Terms of Service shall be resolved exclusively through binding arbitration administered by JAMS. The arbitration shall be conducted in accordance with the JAMS Arbitration Rules and Expedited Procedures in effect at the time the arbitration is filed.

The arbitration shall take place in Lihue, Kauai, Hawaii, before an arbitrator who is an attorney licensed to practice law in the State of Hawaii.

The parties shall initially share the fees and costs of arbitration equally. The prevailing party shall be entitled to recover its arbitration fees and costs, together with reasonable attorney’s fees.

If either party files a court action concerning a dispute covered by this arbitration provision, the defending party shall be entitled to recover the reasonable fees and costs, including attorney’s fees, incurred in seeking dismissal of the court action or compelling the dispute to arbitration, regardless of whether that party ultimately prevails in the arbitration.

The arbitrator shall not have the authority to alter or amend these Terms of Service or to award relief that is inconsistent with this Agreement or unavailable under Hawaii law. Judgment upon the arbitrator’s award may be entered in any court having jurisdiction.

The parties shall maintain the confidentiality of the arbitration proceedings and any resulting award, except to the extent disclosure is reasonably necessary to prepare for or conduct the arbitration, challenge or enforce an award, or comply with applicable law or a judicial order.

6.8 Completion of Services and Final Acknowledgement

At the conclusion of the wedding, couples may be asked to review and acknowledge the services provided, verify the accuracy of the final invoice and wedding documentation, and confirm receipt of any applicable digital products, downloads, or other deliverables.

By signing the post-ceremony acknowledgement, the couple confirms that the contracted services have been performed and that all amounts paid for completed services are non-refundable in accordance with these Terms of Service.