Weddings at The Westin Hilton Head Island

Can we hold the space while we make our decision?

A tentative hold on your desired venues and date can be placed for a maximum of two weeks prior to delivery of contract. Upon receiving the contract, you will have 7 days to return the entire signed copy of the contract, along with the deposit for your function, unless otherwise determined by our catering sales team.

What deposits are required?

A deposit is due upon signing of the contract. The initial deposit amount due at signing of contract will be based upon individual budgets contracted (estimated 10-25% of total contracted revenue). A deposit schedule will be set up according to the time frame from signing of contract and actual event date, with full payment due 30 days prior to the event.

Do you offer tastings for wedding menus?

Event Pre Planning Meeting with Optional Menu Tasting

The resort can provide a pre-planning meeting with your Westin Event Manager to review details no more than 180 days prior to your event and no less than 90 days prior to your event.

As part of the pre-planning meeting, the resort is pleased to offer an optional Menu tasting (Events with a contracted catering minimum of $15,000++ or more) for up to 4 people complimentary or 6 people maximum. Additional guests (5th and or 6th guest) costs are variable, usually ranging in price $75-100++ per person depending on exact tasting selections made.

Our menu tastings can be scheduled Tuesday-Thursday between the hours of 10:00 am and 4:00 pm based on availability.

In lieu of the optional menu tasting the resort can provide a $200.00 dining gift certificate to be used at your convenience. Certificate can be redeemed in the following outlets. The Carolina Room, View 32 or Splash. Certificate will be valid until the day prior of first your event.

Confirmation of Pre-Planning/Tasting date availability should be made prior to travel arrangements.

Event Pre-Planning Meeting

The resort can provide a pre-planning meeting with your Westin Event Manager to review details no more than 180 days prior to your event and no less than 90 days prior to your event.

Events with a contracted catering minimum of less than $15,000++ will not be offered a menu tasting.

Confirmation of Pre-Planning date availability should be made prior to travel arrangements.

Our menu tastings can be scheduled Tuesday-Thursday between the hours of 10:00 am and 4:00 pm based on availability.

Do you require outside wedding planning assistance?

Yes. A professional wedding planning company or coordinator is required. This may be a full plan & design team or, at minimum, a “month-of” coordinator who will assist in your final details as well as act as on-site coordinator. This person/team would handle your ceremony rehearsal, ceremony logistics day of, as well as manage vendor & décor set-up. This person must be a licensed business owner and may not be a guest of the wedding. Refer to our Preferred Vendor List for suggestions.

Do you have restrictions?

Yes – we do restrict certain décor items such as sparklers, open flames, rice, etc. Please ask our catering sales team for more details.

Do you make arrangements for flowers, cake, photos, music, and officiant?

We are happy to provide you with our vendor list for your personal items, such as florists, bakers, musicians, officiants, and decorations. Consult your wedding planner for more suggestions.

Are there any noise restrictions?

Hilton Head Island has an outdoor noise ordinance - all lights out and music must conclude by 10:00pm, to protect the endangered sea turtle hatchlings. Some groups choose to move into Oceans or The Carolina Room Bar to continue the celebration indoors. The Grand Ocean Terrace may continue until 12:00am, as long as its sliding doors are closed at 10:00pm.

Can we use a drone?

Licensed photographers & videographers may apply for drone use; however, usage is limited due to air space restrictions based on our proximity to Hilton Head Airport. Additional limitations, insurance, and liability apply. Please ask your catering sales team for more information. Please note that the Town of Hilton Head does not allow drone usage on our beaches.

How long before an event can we have access to the reception to add décor, etc.?

We allow three hours prior to an event for set-up. If you need to guarantee an early set-up time, a rental fee may apply.

What items are included?

Included in the ceremony fee are white padded folding chairs and indoor backup in case of inclement weather. We recommend utilizing our preferred vendor list to order your personal items, such as specialty chairs, aisle runners, arches, flowers, etc.

Rental of your reception venue includes the following: floor-length linens, cloth napkins, white padded folding chairs for outdoor events, Westin banquet chairs for indoor events, dance floor, skirted stage or raised platform for head table, DJ, or band, and complete set-up and breakdown of all tables, chairs, buffets, etc. No separate dance floor is needed in the Grand Ocean Terrace.

Can the resort give my guests welcome bags upon arrival?

Yes, the resort can give your guests welcome bags either at check in or they may be delivered to their room, for a fee.

You must drop off the amenities to the front desk 2-3 days prior to the start of the event, amenities must be given to the front desk in their entirety. The hotel will not be responsible for assembly. If the guests have checked in after the amenities have been dropped off the applicable delivery fee will be charged to have them delivered to guest rooms. 

Any remaining amenities not claimed after 3 days of the event, they become property of The Westin Resort & Spa

Amenities handed out upon check-in at the front desk

($2 per amenity, $3 per amenity if name specific)

Amenities delivered into guest rooms 

($5 per amenity, $6 per amenity if name specific) 

FOOD & BEVERAGE

Menu Selection

In order for us to ensure the availability of all chosen items, your menu selection should be submitted to your Event Manager no later than four weeks prior to the date of your event. Allow your Event Manager to tailor a menu specific to your desires. The sales & service of all alcoholic beverages are regulated by the state of South Carolina and the Resort is responsible for the administration of these regulations. Menu pricing provided is based on current year pricing at time of contract and is subject to change. Your final menu pricing will be confirmed a minimum of 6 months in advance of your event date.

Minimum Requirements

Food and beverage minimums are set for all functions and are based on the venue, time, and season of event, not the number of people in attendance.

Final Guarantee/Set

The Resort requires the customer to submit the final number of guests for each scheduled event three (3) business days prior to all food functions.

VENUE

Rental Pricing

Rental fees have been established based on the venue, time, and season of the event. Included in the rental fees are the following: weather back-up location (if applicable), banquet tables, white padded folding chairs for outdoor events, standard banquet chairs for indoor events, floor-length white table linens and napkins in a variety of colors, dance floor, and staging. Rental fees are subject to 26% service charge and SC taxes subject to change.

Decorations

No items may be attached to any wall, floor, ceiling, or windows with nails, staples, tape, or any other substance in order to prevent damage to the fixtures or furnishings. No confetti. No fake flower petals for aisle runner; only real are permitted and must be cleaned up by wedding planner. Sparklers are not permitted. Decorations must be approved by an Event Manager and must not be considered damaging to the environment.

Event Set-up/Clean-up

The Resort is not responsible for setting up or breaking down of personal wedding items. All items must be removed from event space at the conclusion of the event.

Maximum time permitted in dinner/dancing venue is dependent on final bar package selection – you may occupy the space for a maximum of your selected bar package + 1 hour

ON-SITE EVENT MANAGER

Following the contracting process, you will begin working with one of our experienced Event Managers. Your Event Manager will:

- Act as your primary Resort contact throughout the planning process.
- Act as a menu consultant for food and beverage selections.
- Prepare the details for your banquet event orders (BEOs) which outline your event specifications to include detailed venue diagrams of contracted spaces.
- Refer couple to the our list of preferred vendors, including full wedding planners or day-of coordinators to assist with coordinating the ceremony processional and ceremony rehearsal.
- Oversee the setup of the contracted banquet space.
- Ensure a seamless transition to the Resort’s banquet captain for the day of the event.
- Provide assistance with guest accommodations.
- Provide hotel contacts to assist you with arrangements for golf, spa, and additional activities.

OUTDOOR FUNCTIONS

To ensure the comfort and safety of you and your guests, outdoor functions will be encouraged to be moved inside if the weather report four hours prior to the start of the function predicts a 40% or greater chance of rain. If the decision must be delayed or changed and it requires the Resort to set both indoor and outdoor function spaces, an additional $1500++ set-up fee will be charged to the event’s account.

AUDIO VISUAL EQUIPMENT RENTAL

The Westin Hilton Head Island Resort and Spa partners with PSAV to provide state-of-the-art audio and visual enhancements to onsite events. PSAV is able to provide the following enhancements for an additional cost: ceremony & event audio, LED up-lighting, pin-spot lighting, draping for band or DJ, and create custom gobos and equipment for slideshow presentation.

SERVICE AND LABOR CHARGES

Chefs

A charge of $175, plus tax, will be assessed for each Chef required for Chef-attended stations or carving. Approximately one (1) Chef per 75 guests required.

Bar Service

A charge of $150, plus tax, will be applied for each bartender. For cash bar functions, a $100 per cashier labor charge, plus tax, will apply, with one (1) bartender required for every 75 guests. There is a $500 revenue minimum on cash or consumption bars.

Banquet Service

Servers are provided on a 1:30 ratio for buffets and stations, and one server per every two tables for plated functions.

Clean-Up

Appropriate labor charges will apply to functions if more than standard cleanup is required at the conclusion of the event. Clean-up of personal items is not the responsibility or liability of the Resort.

SERVICE CHARGES AND TAXES

- A customary 26% service charge will be added by the Resort to all group functions. In the state of South Carolina, this service charge is subject to state sales tax and are subject to change.

- Applicable sales tax, currently 9%, will be added to the banquets check, as it applies to food, beer, and wine subject to change.

-Non-Food & Beverage tax 7%, subject to change.

- Liquor is taxed at 14% subject to change.