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HAWAI‘I TOURISM UNITED STATES

MEDIA PARTICIPATION FORM AND WAIVER


I, acknowledge that I will be participating in a media/press trip organized by Hawai‘i Tourism United States (HTUSA) and other sponsoring organizations to and among the Hawaiian Islands which may include, among other things, roundtrip air travel, hotel accommodations, tours, attractions and/or other activities and some meals.

By accepting and participating in the media/press trip, I for myself, my personal representatives, successors, assigns, heirs, legal representatives and next of kin, represent and agree to waive and release HTUSA, its Island Chapters, and those other organizations who donate or offer to donate media/press trip goods and services, and their officers, directors, employees and agents, from and against any and all rights and/or claims I may have for any loss or damage arising out of or in any way related to, directly or indirectly, the media/press trip.

This Waiver and Release is intended to include, but not be limited to, any consequential damages, which may result from delays, cancellations, modifications of itineraries, or complaints that arise from transportation, accommodations, tours, attractions, or other planned or scheduled activities.

I also fully understand and acknowledge the following conditions:

  • It is my desire as a responsible journalist/social influencer to keep visitors safe when they visit the Hawaiian Islands and ensure the destination is portrayed respectfully, paying close attention to cultural sensitivities, areas of no trespass and general safety.
  • I acknowledge receiving HTUSA’s Sensitive Destinations and Activities materials and understand the importance of why these areas should not be visited during my visit or included in any stories I am writing. I will reference this in conjunction with HTA’s Maʻemaʻe Hawai‘i Style & Resource Toolkit.
  • With regards to hotels:
  • Even in the case of complimentary accommodations, hotels may put a temporary hold of varying dollar amounts on my credit card. I agree that I will be responsible for ensuring that the credit card I use for this purpose is capable of handling this without any problem. I also note that debit cards in particular may incur overdraft charges, of which I will be responsible for, if my credit limit is exceeded.
  • With regards to car rentals:
  • HTUSA’s daily car allowance is meant to cover rental car expenses including gas. Any additional expenses including car upgrades, GPS, insurance, fuel purchase options, additional rental days or drivers are not reimbursable by HTUSA.
  • If I return the rental car with less than a full tank of gas, I will be charged for refueling expenses which will not be reimbursed by HTUSA. I also acknowledge that when I do refuel the car prior to returning it, it is my responsibility to show my gas receipt as proof of purchase to the rental car attendant. Failure to do so could result in additional fees.
  • I will be held responsible for any citations or penalties resulting from my operation of the rental car, including (but not limited to) moving and parking violations and the use of hand-held cellular and electronic devices while driving, which is now illegal in Hawai‘i.
  • With regards to activities:
  • All scheduled activities have a minimum 24-hour cancellation policy unless otherwise noted. I understand that failure to comply with this policy will result in me being charged the full retail price of the activity.
  • Punctuality is expected for all scheduled activities. Departure times are firm as listed on the itinerary. If running late, I will contact the HTUSA/Island Chapter representative immediately. Transportation (taxi or rideshare) to the activity will be at my own expense.
  • Services that are not specifically covered in my itinerary, such as meals, hotel services, Internet access, parking, etc., will be at my own expense.
  • If packing or purchasing sunscreen, I will use mineral-based products. Maui County passed an ordinance that bans the sale, distribution and use of non-mineral sunscreens without a prescription due to chemicals in some sunscreens washing off and harming coral and other marine life.  
  • The use of drones is prohibited. Any exceptions must first be approved by the Federal Aviation Agency.
  • HTUSA may be reimbursing me for some of my travel expenses at the conclusion of my trip and will therefore be issuing a Form 1099-MISC, as required by law, if reimbursement exceeds $600.

I hereby certify that I am 18 years of age or older and that I have read this Waiver and Release and fully understand its contents. I understand that I am giving up rights by signing it and have signed it freely and without any inducement or assurance of any nature and intend it to be a complete and unconditional release of all liability to the greatest extent allowed by law. I understand and agree that this Waiver and Release will be construed in accordance with the laws of the State of Hawai‘i and the United States of America and that, if any portion of this Waiver and Release is held to be invalid, the balance shall continue in full force and effect.

Today's Date: March 24, 2026 

 




First Participant's Name
First Name*
Middle Name
Last Name*
Phone*
First Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
First Participant's Signature*
Second Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Third Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Fourth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Fifth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Sixth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Seventh Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Eighth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Ninth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Tenth Participant's Name
First Name*
Middle Name
Last Name*
Participant's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Participant's Address
Address Line 1:*
Street address, P.O. box, company name, c/o
Address Line 2:
Apartment, suite, unit, building, floor, etc.
Country:*
City:*
State/Province:*
Zip/Postal:*
Parent or Guardian's Email Address
Email*
Confirm Email*
EMERGENCY CONTACT INFORMATION

In case of an emergency, please list anyone who you would like us to contact, and with whom you will allow us to share information about your location, situation, and logistical requirements.

PRIMARY CONTACT

First and Last Name *
Relationship
Phone Number *
E-mail Address
Parent(s) or court-appointed legal guardian(s) must sign for any participating minor (those under 18 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.


By signing below the parent or court-appointed legal guardian agrees that they are also subject to all the terms of this document, as set forth above.
Parent or Guardian's Name
First Name*
Middle Name
Last Name*
Relationship*
Phone*
Parent or Guardian's Date of Birth*
Date of Birth
Information
Job Title
Publication(s)
Story Angle
Height and Weight (Mandatory for helicopter tours, horseback rides and water activities)
Preferred Departure Airport
Preferred Arrival Airport
Swimming Ability? (for water-based activities)*
Names of any additional travelers
Special Requests
King or Two Queen Beds
Do you have car insurance?*
No
Yes
Valid driver's license and able to drive*
No
Yes
Please list any allergies. If you do not have allergies, please enter N/A *
Any health problems, dietary needs or phobias?*
No
Yes
If yes, please specify:
Do you have health insurance?*
No
Yes
Parent or Guardian's Signature*
Electronic Signature Consent*
 By checking here, you are consenting to the use of your electronic signature in lieu of an original signature on paper. You have the right to request that you sign a paper copy instead. By checking here, you are waiving that right. After consent, you may, upon written request to us, obtain a paper copy of an electronic record. No fee will be charged for such copy and no special hardware or software is required to view it. Your agreement to use an electronic signature with us for any documents will continue until such time as you notify us in writing that you no longer wish to use an electronic signature. There is no penalty for withdrawing your consent. You should always make sure that we have a current email address in order to contact you regarding any changes, if necessary.


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