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BMW WESTERN REGION RETAIL

MARKETING GROUP CONFERENCE

Four Seasons Resort Hualalai

April 25 - 30, 2025

MEET OUR PARTNERS

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Hello BMW Retail Marketing Group Members and Marketing Partners!

We’re looking forward to seeing you at the upcoming Western Region Retail Marketing Group Conference at the Four Seasons Resort Hualalai.  We anticipate a productive and enjoyable experience and are excited to connect with you there. 

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The information below will assist you with the final preparations for your trip.

  • You are responsible for making your own flight arrangements to Kona International Airport.  Please check to make sure your airline reservations match the travel dates on your hotel confirmation which can be found below.

  • Be sure to review your airline’s baggage allowance guidelines, as most carriers charge a fee for each piece of checked in luggage, as well as fees for luggage more than 50 lbs.

     

    You will be receiving custom luggage tags in the mail.  Please attach to each piece of luggage, including your carry-on. Write your name and address legibly on each tag or enclose one of your business cards.  These tags are essential in identifying your luggage at the airport and at the hotel should it be lost in transit. 

     

    Upon arrival at the airport:

    1. Confirm that your luggage is checked through to Kona, Hawaii with the bag tag showing KOA (the airline code for Kona International Airport).

    2. Make sure the number of claim checks you receive matches the number of bags checked.

  • Kona Airport is approximately 15 minutes from the hotel.  You are responsible for handling your own ground transportation arrangements between the airport and the hotel. Taxi, Uber/Lyft, sedan, minivan, sprinter van or SUV services are available.  Most major car rental companies operate on the island and are a short shuttle ride away.  Daily car rental service is also available at the hotel.  If you are renting a car, the hotel offers both valet parking and complimentary self-parking. 

     

    If you need assistance scheduling private transportation, you can contact the hotel concierge at (808) 325-8000.   

  • CLICK HERE to view the dates and room accommodations that have been confirmed for your upcoming trip.  Please note that requests for bed type or a specific room location cannot be confirmed until check-in.  The hotel will make every effort to accommodate your request but cannot be guaranteed.    ​

     

    Cancellation Policy:

    Any cancellation or reduction in your hotel stay is subject to 100% penalty for all nights cancelled and will be your personal responsibility.  These charges will be billed to your room account at check-out or charged back to the dealer center in the case of full cancellation.

     

    Please contact Kim Ferrier at kim@kdfincentives.com or (714) 340-0542 if you need to make any changes. 

  • Check-in time is 3:00 PM.  Room assignments prior to this time are subject to availability and early check-in is not guaranteed.  If you expect to arrive early and would like immediate access to your room, we recommend booking the room for the prior night. 

     

    Check-out time is 12:00 PM.  Requests for late check-out can be requested in advance but may not be confirmed until the day of departure.  To secure confirmed late checkout after 4pm, the hotel requires the purchase of an additional night.  If you choose not to reserve, the hotel will be glad to store your bags and the fitness facility is available for you to freshen up.

  • In compliance with Hawai’i state law, it is prohibited to smoke in all guestrooms, guest room lanais (patios/terraces), and public areas. This includes smoking of electronic devices (e-cigarettes). The hotel has established designated smoking areas that are available to all guests.   

  • Your market co-op association is providing one hosted trip per dealership affiliation and includes the following:

     

    • Five (5) nights’ hotel accommodation

    • Business meetings

    • Specified meals and events

    • Transportation allowance of $2,000 based on one allowance per retail center. Reimbursement will be forward to the dealership following the trip.

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    Non-MACO dealers are eligible for the same benefits, however as noted during registration, the total travel expense estimate must have been submitted for reimbursement as an event pre-approval in Brand Master. 

     

    Items that would be considered personal expenses are:

    • Maid and bellman gratuities (mandatory charge billed to your room account)

    • Room service at the hotel

    • Any meals other than specified

    • Mini-bar or liquor consumption other than at the hosted cocktail parties

    • Telephone calls

    • Laundry and dry cleaning

    • Optional tours and sightseeing

    • Spa charges

    • Rental cars and any overnight valet parking charges

     

    Upon check-in, you will be required to leave a credit card imprint to cover any incidental charges incurred during your stay. Upon check-out, you will need to settle these charges before departing.

  • All registered adult guests will receive a name badge upon check-in at the resort.  Your name badge is required for admittance to all group events.  Children do not need a name badge.   

     

    All group breakfasts and evening social events are child-friendly, except for the Group Market Dinners.  These dinners are limited to the participant and their guest/spouse only. 

  • In April, expect daytime highs in the low 80’s and nights with lows of 68 degrees.  We recommend casual attire during the day: shorts, t-shirts, comfortable walking shoes, beach attire, bathing suit, sunglasses, and sunscreen.  Business casual is appropriate for the meetings.  All evening functions are island or resort casual, a light jacket or sweater is recommended for outdoor events. 

  • For evenings at leisure, it is highly recommended you make restaurant reservations in advance.  There are five restaurant options on property: Beach Tree, ‘ULU, the new NOIO Sushi Lounge and Omakase, Miller & Lux Steakhouse (formerly Hualalai Grille), and Residence Beach House.  Restaurant details, menus, and reservations can be found HERE or you may contact the hotel concierge for assistance at (808) 325-8000. 

  • The “Kids for All Seasons” children’s program is offered complimentary, every day from 8:00 am to 5:00 pm for children 5 to 12 years old.  Children under 5 may attend if accompanied by an adult 18 years or older.  There is a nominal charge for lunch.  Staff members are certified in water safety, CPR and First Aid.  Children should come prepared for a day of fun with their swimsuits, sunscreen, and comfortable play shoes. Advanced reservations are not required, but highly recommended. Contact the hotel concierge at (808) 325-8000.  They can also assist with information and reservations for nanny services available outside of the children’s program.  Advanced reservations are required for nanny services.

  • There is a 3-hour time difference between California and Hawaii.  For example: 8:00 am in Hawaii would be 11:00 am in Los Angeles.

  • If you need any additional information or have questions, please contact Kim Ferrier at KDF Incentives, (714) 340-0542 between 9:00 AM and 5:00 PM, Pacific Time, Monday through Friday or via email at kim@kdfincentives.com.

     

    While on property, the KDF Incentives Travel Staff will attend to every detail to make your trip worry-free. They will be available daily at the BMW Hospitality Desk, located in the ballroom foyer.  Please feel free to call upon their services at any time during your stay.

     

    For more detailed information on the resort and activities available, visit the hotel website HERE or by phone at (808) 325-8000.

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