Event Submission & Calendar

How to submit your event, get on the HTW calendar, and manage your registration

Submit Your Event

Once you have your initial event idea and plan drafted, it's time to submit your event proposal. The HTW 2026 Event Host submission window is April 1st - June 30th, 2026. Events submitted after the window closes will incur a $150 late fee.

Please fill out the event submission form. We expect some details to change, but do your best to provide the most information on your event, company, and details. Event details and changes can be updated and provided to HTW after submission.

Submit Your Event →

What Happens After You Submit

1. Review — Our team will review your submission within 5 business days and reach out via email with any questions and the review status.
2. Approval — Once approved, if you have not already created a Luma event or added Hawaii Tech Week as a host, we'll ask you to complete the calendar setup below.
3. Calendar Placement — When all steps are done, the event will appear on both the HTW website calendar and the Luma calendar.

For reference, see the Event Submission Rubric in the Event Host FAQ & Guide for what we look for when reviewing submissions.

If Your Submission Needs Changes

Not every submission is approved as-is — and that's okay. If our team has questions or suggestions, we'll reach out via email to discuss. Common feedback includes refining the event description, adjusting the time slot to avoid conflicts, or adding more detail about speakers and format. We work with you to get your event to a place where it's ready for the calendar. If a submission isn't the right fit for this year, we'll let you know why and encourage you to resubmit in the future.

Calendar Placement

HTW uses Luma as the official calendar and registration tool. Once your event is approved, you'll need to complete the following steps to get your event on the calendar:

1. Create your event on Luma — Set up your event page at luma.com with all the details (title, description, date, time, venue, cover image, registration settings).
2. Add Hawaii Tech Week as a Host with Manager status — In your Luma event settings, add Hawaii Tech Week as a Host of the event and grant Manager status.
3. Share your Luma URL — If you didn't include your Luma event URL in the submission form, email it to aloha@hawaiitechweek.com.

Events are not added to the main calendars until HTW has been added as a Host with Manager status.

Attendee data: Event sign-ups via the HTW calendar receive general HTW recaps and updates (e.g., highlight videos, announcements for coming years). We do not sell attendee data and they can unsubscribe at any time.

If you have questions about the calendar placement process, reach out at aloha@hawaiitechweek.com.

Registration & RSVP Management

Luma automatically sends a confirmation email when someone registers, including a calendar add. You can customize this email in your Luma settings. Note: every time you update your event, Luma notifies all registrants — so minimize changes once registration is open.

Communicating RSVP Status to Guests

• Communicate that spots are limited and ask registrants to cancel ASAP if they can no longer attend — this reduces no-shows.

• If your event requires approval, manage RSVP statuses promptly via Luma:

  • Approve guests as soon as possible.
  • Reject guests quickly so they can sign up for other events. Be sensitive in your messaging.
  • Update waitlisted guests periodically so they know their status.

• Send 1-2 update emails via Luma to confirmed registrants with announcements and reminders. Keep it valuable — don't over-email.

Event Reminders

Luma automatically includes 2 reminder emails upon creation of your event, e.g., "Event Name Starts in X time". These are set to one day (24-hours) and one hour prior to the event, and we generally recommend using them. When our team reviews your event on Luma, we'll take a second look to ensure these are configured. Depending on your preference, you can customize these emails later to include special details, event location, photos, and more.

Event Survey & Feedback

Luma automatically sends a post-event feedback survey to attendees. This survey is required for HTW calendar events — it helps us measure overall event quality across the week. For post-event recap and follow-up communications, see the Event Marketing Templates.

• Let attendees know during your event that they'll receive a feedback survey — encourage honest responses.
• Don't juice the results. Constructive feedback makes everyone better.

Check-In

We recommend having your team download the Luma app on their phone and using the check-in functionality / QR for your event. This typically requires 1-2 people max.

Event Changes & Cancellations

If you need to change your event date, time, venue, or other major details after submission, email aloha@hawaiitechweek.com as soon as possible so we can update the calendar. Minor updates (description edits, speaker additions) can be made directly in your Luma event page.

If you need to cancel your event, notify us immediately and cancel the event in Luma — this automatically notifies all registrants. Please don't leave registrants in the dark.

Questions?

If you have questions about the submission or calendar setup process, reach out at aloha@hawaiitechweek.com.