How we work
Six stages. You always know which one you are in.
Most of what goes wrong on a destination programme is not a bad decision — it is a decision nobody knew was theirs to make. This is who does what, and when.
- 01
Day one
RFP
You send scope, dates, headcount and a budget range. We read it the same day and come back with the questions that decide whether this is a fit — arrival pattern, whether the hotel is set, what you are actually being measured on.
- You bring
- Scope, approximate dates, headcount, budget range.
- We deliver
- Same-day acknowledgement and a short list of clarifying questions.
- 02
After the questions are answered
Proposal
A costed programme with every element priced on its own line. Transport, venue, F&B, staffing and our fee are separate. You can see what the ground costs and what we charge to run it, and you can cut a line without renegotiating the whole thing.
- You bring
- Answers to the clarifying questions, and any internal constraints we should design around.
- We deliver
- An itemised programme and cost sheet, plus the alternatives we considered and rejected.
- 03
On award
Contract
One agreement with Vohana LLC. We hold the operator and venue contracts behind it. Certificates of insurance, additional-insured endorsements, W-9 and our Hawaiʻi registrations go to your procurement team with the draft — not after it, when they hold up the signature.
- You bring
- Your paper, your redlines, your procurement contact.
- We deliver
- A single contracting party, the compliance pack up front, and deposit terms in writing.
- 04
Award to 72 hours out
Build
Site inspections, venue contracts, vendor confirmations, rooming and transport manifests. You approve a written run of show before anything is locked. Changes after that point are tracked with what each one costs, so nothing moves without you seeing the number.
- You bring
- Final manifest, dietary and accessibility requirements, VIP list.
- We deliver
- Written run of show, confirmed vendors, and a change log with costs attached.
- 05
On the ground
Operate
We are there for the whole programme. Staffed command post, a named lead on every movement, and one point of contact who is awake on Hawaiʻi time while your programme is running.
- You bring
- Your on-site lead, and the authority to make calls in the moment.
- We deliver
- Ground staff, dispatch, and the person who answers at 6am.
- 06
After departure
Reconcile
An itemised reconciliation against the contracted programme, with receipts, and a written note of what went differently and why. You should be able to hand it to finance without translating it first.
- You bring
- Nothing.
- We deliver
- Final invoice, receipts, variance notes and a debrief if you want one.
Two things worth saying plainly
We price the ground separately from our fee
A bundled per-person day rate hides where the money goes and makes it impossible to cut anything without reopening the whole programme. Ours is itemised. If a line is not worth what it costs, remove that line.
We will tell you when it is not a fit
Some programmes need a bigger operator, some need a smaller one, and some are better served on another island by someone else. We would rather say that in week one than take the deposit and manage the disappointment later.
Stage one takes about ten minutes.
Send what you have. If dates are soft and the budget is a guess, say so — that is still enough for us to tell you whether to keep talking.