Mahalo for your interest in the Hawaiian Islands and for exploring opportunities to share stories of the people, places, and culture that make our destination special. Below you'll find an overview of our media assistance process, including the levels of assistance available, how reimbursement works, and the guidelines and resources we share with all visiting media.
Applying for Travel Assistance
Media seeking support for a hosted visit may apply through our Travel Assistance Questionnaire. Applications are reviewed based on journalist track record, outlet(s) reach and audience relevance, timing of the visit, and story alignment with our destination priorities. Completing the questionnaire allows our team to better understand your coverage goals, logistical needs, and proposed story angles. Once your request has been evaluated, you will be notified of your approval status and, if approved, the specific support we are able to offer for your visit.
Coverage Expectations
A confirmed assignment is not required to apply; however, our team reviews previous work, outlet relevance, and demonstrated ability to place stories as part of the vetting process.
Approved media are expected to make a good-faith effort to publish coverage, typically within 3–6 months of travel. We recognize that editorial decisions rest with the outlet, but continued eligibility for future support is informed by past follow-through.
We ask that media:
- Keep our team informed of any changes to assignment status or story direction
- Share published coverage links, air dates, or publication details once available
- Let us know if a story is significantly delayed or no longer moving forward
Our team is happy to collaborate on pitch refinement, sourcing, and fact-checking before, during, and after your visit. Our partnership doesn't end when you leave the islands.
Support Provided
After approval you will receive a confirmation email outlining the specific support offered for your trip. This may include:
- Interisland Airfare will be booked directly and covered by HTUSA, when included as part of a multi-island itinerary.
- Transpacific Airfare — A specific flight quote based on the lowest fare with reasonable routing and layovers. It is up to you whether you would like to book that flight or another flight of your choice.
- Your reimbursable amount is either the price of your booked flight (if lower than the quote) or the quoted amount (if higher). Example: If we quote your flight at $800 and you book it for $650, you'll be reimbursed $650. If you book a different flight for $900, you'll be reimbursed the quoted $800.
- We recommend booking as soon as possible. The quoted reimbursement amount is the maximum reimbursable airfare. Any increases after the quote is issued will not be reimbursed.
- Ground transportation — Either a rental car or an Uber Voucher.
- Rental Car
- Hawaiʻi Tourism United States (HTUSA) will cover your rental car’s base rate and applicable taxes/fees.
- Any additional costs are the responsibility of the traveler and will not be reimbursed. This includes, but is not limited to: upgrades, insurance, gas, mileage, parking, tolls, cleaning fees, damages, or theft of personal belongings.
- You are welcome to add any of these extra coverages and protections on-site; the charges will go directly to your card provided at the rental desk.
- Please refuel the car before returning it, or you may use the prepaid refill service if more convenient (not covered).
- Uber Voucher
- Alternatively, an Uber Voucher may be provided up to a set maximum value for use during your approved travel dates.
- Any ride costs exceeding the voucher limit or rides taken outside approved dates/areas will be charged to your personal payment method.
- Accommodations — Hosted for the approved number of nights.
- Hosted activities — Curated in collaboration with our partners.
- Meals are on your own unless specifically included in your itinerary.
Reimbursement Process
In accordance with our travel policies, media are responsible for booking transpacific airfare directly and will receive reimbursement following the completion of travel and submission of required documentation. Please allow 6–8 weeks for processing. Additional time may be required during holiday periods.
Required Forms & Documentation
Before itinerary development begins, approved media will be asked to:
- Complete HTUSA’s Participation Form & Waiver.
- Complete and return an IRS fillable W9 (exported as a PDF).
- The IRS requires HTUSA to report reimbursements exceeding $600. A W-9 is required for processing.
- We advise keeping personal records and receipts for business expense purposes.
These forms are required for compliance and reimbursement processing.
Itinerary Development
Once travel dates are confirmed, our team, along with our Island Chapter counterparts, will collaborate with you to curate a personalized itinerary based on your story needs. A draft itinerary will be shared in the weeks leading up to your visit, along with contact details, guidelines, and scheduling. Please note:
- Final itineraries are subject to partner availability and may evolve as logistics are confirmed.
- All scheduled activities typically require a minimum of 24-hour cancellation notice.
- Any charges resulting from missed or late-canceled activities, schedule changes, or no-shows are the responsibility of the traveler.
Resources, Travel Logistics & Best Practices
In preparation for your visit, you will also be asked to review our Sensitive Destinations Map and Maʻemaʻe Toolkit, which offer guidance for responsible storytelling, cultural accuracy, and respectful engagement with the islands.
We encourage the use of proper Hawaiian place names and offer optional language resources, including the Maʻemaʻe Toolkit, Wehewehe, and Duolingo, for those interested in learning basic Hawaiian language and terminology.
Before exploring the natural beauty of the Hawaiian Islands we will also ask that you take a moment to review our Kuleana (responsibility) Videos to learn more about Ocean Safety, Ocean Health, and Culture while you’re on island.
When it is time to depart, Hawai‘i airports recommend arriving at least two hours before domestic flights and 90 minutes prior to interisland flights. All checked luggage must pass USDA agricultural inspection before ticketing. For a list of agricultural products not allowed into the U.S. Continent, please visit the USDA website.
Social Media & Destination Guidelines
While social media coverage is not required, media are encouraged to engage with official HTUSA and Island Chapter accounts where relevant to their work:
The Hawaiian Islands – X/IG/TikTok – @gohawaii #HawaiiStaysWithYou #GoHawaii
Kaua‘i – FB/X/IG – @KauaiVisitorsBureau / @KauaiDiscovery / @KauaiDiscovery
O‘ahu – FB/X/IG – @VisitOahu / @Oahu VB / @oahuvb
Maui – FB/X/IG – @MauiVisitorsBureau, @VisitMaui / @MauiVisit / @MauiVisit #VisitMaui
Island of Hawai‘i – FB/X/IG – @IslandofHawaii / @HawaiiBigIsland / @theislandofhawaii
We ask that:
- Posts use proper Hawaiian place names and respectful language.
- Visual and written content portray Hawai‘i and its islands positively and accurately.
- Cultural sensitivities, no-trespass areas, safety guidelines, and community expectations are followed.
On behalf of our team and industry partners, we extend our warmest aloha and wish you an enjoyable, enriching, and unforgettable stay in the Hawaiian Islands.
