Planning a Meeting in Hawaii


Q: How is Island Meetings paid?
A: Island Meetings is owned by 21st Century Group, Inc.  Payment for our services is usually in the form of commission that is paid to us directly by hotels, resorts and other suppliers.  There is typically no cost for planners to utilize our services.  Many of the vendor listings found on this site are provided to planners as a courtesy and we are not compensated for listing them.

Q: Does it cost any more to utilize your services than if I go direct?
A: Hotels and suppliers are more interested in getting your business than they are concerned about paying a commission to our company.  These vendors know they are competing against each other for your business and therefore provide the best pricing without regard to fees or commissions.

Q: Can I use your services and still search for hotels and other suppliers myself?
A: In the case of hotels, it is in your best interest to let us make the initial contact with any properties under consideration.  From that point on you should feel comfortable contacting any of these hotels whenever you like. Before we begin the search you should tell us about any properties that have already been contacted.  With regard to other vendors, you can do it yourself or let us do it for you.

Q: Do I need to have you under contract or on retainer?
A: No, you do not need to have us on retainer or under contract and our services are free of charge to you.

Q: Can I contact you on short notice?
A: If you have a program planned for next week, next month or next year we are at your service.  We realize that planning a program in Hawaii has many moving parts and some elements that are unique to the islands.  It is very easy for us to make the the necessary contacts and get positive results even with 24 hours notice.

Q: What differentiates you from meeting planning or incentive companies?
A: The primary difference is that we do not actively take over a planner's program - the planner signs all contracts, handles deposits, conducts site inspections and remains the primary contact as far as the hotel and other vendors are concerned.  Our role is to identify the supplier, secure the best possible terms, make sure contracts are properly executed and then get out of the way so you can run your program.

Q: What type of planners should use you?  Who should not use you?
A: Planners that run their own programs but are constrained by time or staffing are ideal candidates for our services.  Planners that require the services of a travel, incentive or meeting management company are not good candidates for our services.  There are fees involved with those services that should be negotiated directly between the planner and whatever company they choose to use.