How to Legally Shoot an Elopement in Hawaii as a Canadian

If you’re a photographer looking to capture an elopement in Hawaii, you’re in for an incredible adventure. The islands offer some of the most stunning backdrops on Earth, from vibrant sunsets over the Pacific to lush green mountains and waterfalls. But before you grab your camera and hop on a plane, there are a few important legalities you need to be aware of to ensure your shoot goes smoothly.

Planning an elopement shoot in Hawaii involves securing several different types of permits. There are also specific procedures for international photographers (like us Canadians!) that you need to know. I recently went through the whole process, so I’m here to share everything I’ve learned along the way to help make your experience as seamless as possible.

Check the Location First

Before diving into the permits and paperwork, the first thing you need to do is check whether the location where the couple wants to elope or wed is available for photography and weddings. Hawaii’s breathtaking landscapes are well-protected, and not all spots are open for commercial shoots, especially for events like weddings or elopements.

Some locations are restricted due to environmental concerns, safety hazards, or cultural significance. For example, certain areas of state parks or sacred sites may be off-limits to large gatherings or events. On top of that, some locations may have specific rules about how many people can be present, how long the event can last, or what types of activities are allowed.

How to Check Location Restrictions:

1. Visit the Official Website: Always start by visiting the Hawaii Film Office website for the location where the couple plans to elope. You can find out if there are any restrictions, fees, or permit requirements for weddings and photoshoots.
2. Check if a Permit is Required: Some locations will clearly state whether you need a permit for wedding photography, but others may have more ambiguous rules. It’s always better to contact the local authorities or park management directly if you’re unsure.
3. Review Any Restrictions: Pay attention to the size of the group allowed at the site, the timing restrictions (some locations might have specific hours when events are permitted), and any noise or setup limitations.
4. Look for Special Conditions: Certain spots may have environmental sensitivities, such as restrictions on drone use or temporary bans due to restoration projects. Make sure you comply with these to avoid fines or other penalties.

Useful Resources: You can review this link for a list of open and accessible locations as well as a restricted sites list to determine whether a permit is required for your preferred spot.

By checking ahead of time, you’ll save yourself—and your clients—time, stress, and potential legal headaches. Once you’ve confirmed that the location is available and you understand the rules, it’s time to move on to securing the necessary permits!

Understanding Why Permits Are Necessary

Now, let’s talk about why you need permits in the first place. Hawaii is an incredibly popular destination for photographers and filmmakers because of its natural beauty. The state carefully regulates all commercial activities, especially those involving photography, to protect its environment and cultural heritage.

If you’re taking photos for commercial purposes (and this includes paid photography sessions like elopements), you’re required by law to obtain specific permits. Skipping the permit process could lead to fines, disrupted shoots, and, in worst-case scenarios, a ban from certain locations. So, it’s absolutely crucial to have all your paperwork in order before you start shooting.

The Two Main Permits You Need as a Photographer

There are two primary permits you’ll need if you’re planning to shoot an elopement in Hawaii:

1. Open and Accessible (O+A) ePermit: The Basic Permit

The O+A ePermit is a general permit for photographers shooting in public spaces that are easily accessible, like beaches, parks, or trails. If your shoot is simple and doesn’t require closing off areas or special setups, this permit should suffice. Here’s how to get one:

• Cost: The O+A ePermit costs $10 per permit, valid for two weeks. You can apply for up to four weeks, but you need to do so in two-week blocks.
• Coverage: This permit allows you to shoot at up to five locations during the two-week period. This flexibility is perfect if you plan to move around and capture multiple spots.

Application Process:

1. Go to the Hawaii Film Office website and create an account.
2. Upload a Certificate of Insurance (COI) that meets Hawaii’s requirements (at least $1 million in general liability and $1 million in umbrella liability, naming the State of Hawaii as an additional insured).
3. Wait 1-3 business days for your COI to be reviewed. You’ll receive an email notification once it’s approved.
4. Pay the $10 fee online, and your permit will be issued as a PDF document.

Tip: Keep the PDF on your phone and email it to the film office along with your shooting plan at least 24 hours before your shoot.

2. Standard Film Permit: Required for Specific Locations

If your shoot involves state parks or areas that are not covered by the O+A ePermit, you’ll need a Standard Film Permit. This is a bit more complicated, but it’s essential for more controlled locations, like state park lookouts or specific scenic sites.

For detailed steps on how to apply for the Standard Film Permit, including the specific requirements and submission process, check the Hawaii Film Office’s Official Film Permit Application Process. This link also provides sample documents that you can use as a guide for your own application.

Steps to Apply for the Standard Film Permit:

Gather Your Documents:

• General Project Information: A brief description of your shoot (include purpose, timeline, etc.).
• Specific Location Details: Name and description of each location, with a map pinpointing the exact spots you’ll be using.
• Certificate of Insurance (COI): Just like the O+A ePermit, you need insurance coverage of at least $1 million in general liability and an additional $1 million in umbrella liability.

Combine Documents into One PDF: Make sure all your documents are combined into a single PDF file. This file should be “flattened” (which means all layers are merged, so the formatting doesn’t shift when it’s opened on different devices).

Submit the Application by Email: Email your application to the Hawaii Film Office at least 3-4 weeks before your shoot. Approval can take time, especially during peak seasons, so plan ahead!

Wait for Approval: Processing times can vary, but it’s a good idea to budget around 4-8 weeks. We submitted our application on July 6, 2024, and received our permit on August 31, 2024—that’s 56 days! If there’s one thing I learned, it’s to start the process early. Luckily, the personnel at the film office were super helpful, responsive, and kind throughout. You’ll receive an email confirmation once your permit is approved. Remember to follow up if you don’t hear back within the expected time frame.

Additional Considerations:

• Drones: If you plan to use drones, you’ll need to obtain a separate permit from the FAA, and there are strict regulations regarding where and how drones can be flown in Hawaii.

• Water Shots: If you’re shooting in or near water, you may also need additional permits or permissions from the Department of Land and Natural Resources (DLNR). Always check beforehand!

Special Permit for the Couple: The Application Process for the Elopement Permit

Now, here’s the part that often catches people by surprise: your couple also needs a Special Use Permit to elope in certain locations, especially in places like Waimea Canyon or other state parks.

How to Apply for the Couple’s Special Use Permit:

1. Write an Application Letter: The first step in this process is for the couple to write a formal request letter to the relevant district office. In our case, the elopement location was Waimea Canyon State Park, which is under the jurisdiction of the Kaua’i District Office of the Division of State Parks. Your district may vary depending on your chosen location, but the process remains similar.

• The letter should be straightforward and include the following details:
  • The couple’s full names and contact information (phone numbers and emails)
  • The event specifics: date, time, duration, and exact location
  • Any other relevant information about the elopement or wedding

2. Include the Standard Film Permit: Since a Standard Film Permit is often required when filming during the event, the couple should include a copy of this permit with their application for the Special Use Permit.

Sample Application Letter Format: To give you an idea, here’s a sample format of what the application letter could look like. You can use this as a guide and adjust the details as needed:

Application for Special Use Permit – Wedding
[Your Names]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

To:
Kaua’i District Office
Division of State Parks
3060 Eiwa Street, Suite 306
Lihue, Hawai‘i 96766

Subject: Application for Special Use Permit – Wedding

Dear [Recipient’s Name],

We are writing to formally request a Special Use Permit for our elopement ceremony at Waimea Canyon State Park on [Event Date]. Below are the details for our application:

1. Applicant Information:
   • Names: [Full Names of Both Partners]
   • Address: [Your Address]
   • Contact: [Phone Numbers and Email Addresses]

2. Event Details:
   • Type of Event: Elopement Ceremony
   • Location: Waimea Canyon State Park
   • Date: [Event Date]
   • Time: [Start and End Time]
   • Duration: [Total Duration]
   • Number of Attendees: [Total Number of People]

Please let us know if additional documentation is needed.

Sincerely,
[Names of Both Partners]

Our Itinerary

Pro Tip: For the best experience, try to go earlier on weekdays to avoid crowds, especially in such a popular spot. If you’re nervous about being photographed in public, sunset or midday can work, but be aware of the bright sun!

• 6:30 AM: Arrive at Waimea Canyon Lookout (just a quick 2-minute stroll to the viewpoint).
• 6:50 AM: Say your vows as the sun rises—capture those unforgettable moments!
• 7:30 AM: Enjoy a delightful breakfast picnic at the lookout. Perfect way to celebrate!
• 8:00 AM: Drive to Iliau Trail (about an 8-minute drive).
• 8:05 AM: Arrive at Iliau Trail for more breathtaking views.
• 8:10 AM: Snap some gorgeous photos at the lookout here.
• 8:30 AM: Next stop: Hohonu Awawa Lookout.
• 8:40 AM: Arrive at Hohonu Awawa Lookout—another stunning spot for photos.
• 8:55 AM: Drive to the Best Viewpoint of Waimea Canyon.
• 9:05 AM: Arrive at the Best Viewpoint for those iconic shots!
• 9:15 AM: Drive to Red Dirt Waterfall.
• 9:20 AM: Arrive at Red Dirt Waterfall—perfect for more captivating images.

After this, consider exploring northern lookouts or heading to a nearby beach for even more picturesque moments!

Important Note: During our planning, we learned that a separate permit is needed for Red Dirt Falls, which we opted not to pursue due to time constraints. Also, filming is not permitted at Hohonu Awawa, and there are no designated lookouts there.

The Waiting Game: How Long Does It Take to Get Approved?

One of the biggest challenges for us was navigating the waiting time between submitting our permit application and actually getting approved. In our case, we submitted the application on July 6, 2024, and didn’t receive the finalized permit until August 31, 2024—a total of 56 days. It’s essential to plan ahead and keep this timeline in mind, especially if your elopement or shoot date is approaching.

While waiting for approval, it’s a good idea to keep in contact with the office and be prepared to send any additional documentation they might need. The Hawaii Film Office staff were helpful and kept us updated throughout the process.

Invoice and Cost Breakdown

Once they reviewed and approved our permit request, they emailed us an invoice that outlined all the fees based on our itinerary. Here’s a breakdown of our specific costs for shooting at Waimea Canyon State Park:

• Waimea Canyon Lookout: $100
• Parking for Two Cars (1 Day): $50
• Iliau Trail & Kukui Lookout: $100
• Pu’u Kila Lookout: $100
• Parking for Two Cars (1 Day): $50

Total Cost: $400

This cost can vary depending on the specific locations within the park where you’re shooting and how many people/vehicles you’ll need permits for. Once you’ve reviewed your invoice, you’ll need to send payment via check or money order (remember, no online payments!).

Navigating the Payment Process: What You Need to Know

One part of the permit process that may surprise you is how the payments are handled. For the Standard Film Permit, the Hawaii Film Office does not accept credit cards, bank transfers, or any form of online payment. Instead, you must pay using a check or money order sent through the mail. This can be a little tricky if you’re working with tight deadlines—especially if you’re mailing from abroad.

What We Did:
Since we were coming from Canada and short on time, mailing a check seemed risky. We reached out to the office to ask if there was any way we could make the payment in person. They were incredibly accommodating and assured us that we didn’t need to worry. They let us know that we could mail the payment once we arrived in Hawaii, and they’d confirm when it was received.

Here’s the main takeaway: If you’re coming from outside Hawaii or mailing from abroad, give yourself extra time for the payment to arrive. Although they were flexible in our case, the safer option is to mail your payment as early as possible to avoid any last-minute stress.

While their response was reassuring, it’s still important to plan ahead. Consider factors like international mailing times, potential delays, or even looking into expedited mail services to ensure your payment reaches them in time.

In short, the key here is communication—don’t hesitate to ask the office for guidance if you’re cutting it close with your timelines!

Summary

And there you have it! Planning your elopement in Hawaii, especially at the breathtaking Waimea Canyon, is an adventure worth embarking on. Here are some key takeaways to keep in mind as you navigate this exciting journey:

• Do Your Research: Start by checking the Hawaii Film Office website to ensure your chosen location allows elopements. Each spot has its own rules, and knowing them will save you headaches later!
• Understand the Permits: Remember, securing both the Special Use Permit and the Standard Film Permit is essential for a smooth experience. These permits are not just formalities; they protect the beauty of the area and keep you in the clear with local regulations.
• Be Prepared for the Wait: Once you submit your applications, be ready for some waiting. The approval process can take time, but it’s all part of the game. Keep an eye on your email for that all-important invoice!
• Budget Wisely: Our total cost came to $400 for various locations and parking fees, so plan your budget accordingly. It’s helpful to know what to expect in advance.
• Enjoy the Moment: Amid the planning and paperwork, don’t forget to relish this special time in your lives. Take a moment to breathe in the beauty around you, share your vows, and create memories that will last a lifetime.

Ultimately, your elopement is about celebrating your love in a stunning setting. Embrace the journey, capture those gorgeous moments, and let the magic of Hawaii enhance your special day.

Happy planning, and may your elopement be everything you’ve dreamed of and more!

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