Pre-arrival checklist for a Hawaiʻi port call.
The more we know before arrival, the more we can coordinate in advance. Use this checklist to gather what HYANS typically needs to set up a clean, well-documented Hawaiʻi call — then send it through when you request support.
A working list, not a form.
This is a checklist you can work through with your captain, manager, or office and hand to HYANS as-is. Not every line applies to every vessel or call — a private yacht, a research vessel, and a fuel barge each fill in different sections. Share what is relevant and note anything still to be confirmed.
Where an item depends on authorities, vendors, harbor conditions, or weather, we coordinate and advise rather than guarantee an outcome. Sending this early gives us the most room to line up berthing requests, fuel, vendors, and crew logistics before you arrive. When you are ready, request maritime support and include what you have.
Vessel · Voyage · People
Vessel
- Vessel name, flag, and type (yacht, commercial, research, other)
- IMO / official number and call sign where applicable
- LOA, beam, and maximum draft
- GT / DWT for commercial vessels
- Registration and certificate of documentation reference
- Insurance details (P&I / hull) and validity
- Any known deficiencies or items to address in port
Voyage
- Intended arrival port and ETA
- Intended departure port and ETD
- Last port of call and next port of call
- Purpose of the call (guest cruise, refit, bunkering, science, freight, other)
- Any interisland legs planned before departure
- Berth, mooring, or anchorage preference (subject to availability)
People
- Number of crew on board and any joining or departing
- Number of guests or passengers, and arrival timing
- Nationalities and travel-document status of crew and guests
- Special access, medical, or welfare needs
- Owner, manager, or captain approval and reporting preferences
Services · Documents · Billing
Services requested
- Clearance coordination (CBP, USDA/APHIS, USCG as applicable)
- Berth / dockage / mooring request
- Fuel and lube uplift (grade and approximate quantity)
- Provisioning, stores, and specialty sourcing
- Technical vendors and work to complete in port
- Crew changes, transport, and hotels
- Waste, spares receiving, and shore logistics
Documents to prepare
- Registration and certificate of documentation
- Insurance certificate
- Crew list and passenger list
- Passports and seafarer documents where applicable
- Last and next port details
- Prior clearances or arrival notices already filed
Billing & instructions
- Billing contact and preferred currency / arrangement
- Disbursement account (DA) or estimate expectations
- Approval limits and who signs off on vendor spend
- Confidentiality or discretion requirements
- Any special instructions, sensitivities, or deadlines
Flag anything that changes the call
- →Privacy or media sensitivities for owner, guests, or mission
- →Tight ETD or an event-driven schedule the call must hold to
- →Vendor preferences or existing relationships you want us to use
- →Deliveries, spares, or provisions arriving separately to receive
- →Multi-island itinerary requiring coordination across harbors
- →Anything unusual — the earlier we know, the more we can plan around it
Frequently asked
Do I need to complete every line before contacting HYANS?
How far ahead should I send this?
Where do I send the completed checklist?
Ready to set up your call?
Work through the checklist, then send HYANS what you have. We will confirm scope and start coordinating your Hawaiʻi arrival.