Bride and groom walk through their wedding reception tent at Hawaii wedding. — Photography by: Emily Turner Photography

Let’s be honest: “What exactly does a wedding planner do on the wedding day?” is a totally fair question.

You’re making a big investment in planning support, and you want to be sure there’s no guessing game about what we’re responsible for (and what we’re not). You’re probably also wondering: Will someone be in charge? Will things run smoothly? Will I feel taken care of?

The short answer? Yes.
The long answer? Let me paint you a picture of what our team actually does to create a wedding day that feels calm, seamless, and joy-filled from start to finish.

Whether you're planning a destination wedding in Hawai‘i or looking for trusted day-of coordination on O‘ahu, this is how we bring everything together.

The Lead Planner

Your calm, steady presence from the first flatlay to the last sweep of the dance floor

Your lead planner is the first one on site and the last one to leave. Most days, they’re on-site for a solid 13 to 14 hours, overseeing everything from the first vendor arrival to the last vendor departure. They start the morning checking in with the wedding party, styling your heirlooms and invitation suite for your photographer, and making sure the overall vibe is warm, organized, and totally under control.

Throughout the day, they’re the go-to for every vendor and every transition. They’re keeping everyone aligned, managing the timeline, and smoothing over any hiccups before you even know they happened. If a table gets rained on, if florals arrive missing a boutonniere, if the DJ is stuck in traffic, your lead planner is already on it with a calm head and a Plan B.

Wedding recpetion table place setting for neutral color palette. — Photography by: Keani Bakula Photography

The AM Team

Design-minded, logistics-loving setup pros

While you're sipping champagne and getting ready with your favorite people, our AM team is already hard at work turning a blank canvas into your wedding vision.

They’re the ones directing the rental trucks, walking the lighting crew through the layout, and confirming that every vendor shows up when they’re supposed to. But they’re not just managing logistics. They’re styling every corner of your celebration with care. Escort displays are placed just-so, candles and menus are lined up with intention, lounge pillows are fluffed, signage is styled, and nothing gets overlooked.

Before they even touch a charger or a centerpiece, they inventory every floral item, rental piece, and personal decor item to make sure it arrived safely and in the condition you were expecting. And once your photo and video teams are ready, the AM team is close by, helping style little details and assisting behind the scenes so your pre-ceremony portraits flow smoothly.

They’re the quiet magic that makes your day look and feel exactly how you imagined.

The Overlap (guest arrival - grand entrance)

Our most hands-on window of the day

This is when the AM and PM teams come together, and everything starts moving fast. Guests are arriving. Family portraits are finishing. Vendors are resetting spaces. The energy shifts from prep mode to party mode.

During this window, we’re cueing the ceremony processional, lining up your wedding party, and making sure the music hits right on time. We’re greeting guests, offering programs or hand fans, and directing people with a smile. We’re also repurposing chairs and floral arrangements, lighting candles, placing menus, and adding every last finishing touch before guests see the space.

All the while, we’re watching the weather, checking in with catering, confirming the bar is stocked, updating the timeline if needed, and handling any last-minute pivots so you can focus on the moment.

Wedding coordination team helps bride bustle her wedding dress. — Photography by: Hand & Heart Photography

The PM Team

Guest experience champions and graceful closers

Once cocktail hour kicks off, the PM team takes over and carries you through the rest of the evening with care.

They’re there for outfit changes, reception entrances, first dances, and heartfelt toasts. If your maid of honor goes missing right before her speech, we find her. If you’re too excited to eat, we box up your dinner for later. When it's time for sunset portraits, we’re holding your bouquet, refilling your drink, and fixing your flyaways. Need your dress bustled or a change into sneakers? We’ve got you.

As the night winds down, we slip into reset mode. We organize every sentimental item, pack up your gifts and decor, label everything with care, and make sure it all gets to the right person. We confirm guests know where to go, that shuttles are running on time, and that the venue looks even better than when we arrived.

Yes, that includes picking up every last lime wedge and rose petal on the ground.

Optional Add-Ons for Extra Support

Wedding Party Concierge
Your personal getting-ready fairy godperson. From steaming dresses to keeping the playlist upbeat and the champagne flowing, this team member is dedicated to making your morning feel relaxed, organized, and genuinely fun. They’ll pick up breakfast, keep the suite tidy, coordinate with stylists and photographers, and make sure no one’s late (or hangry). Basically, they’re the reason your wedding morning feels more like a celebration than a scramble.

Guest Transportation Coordinator
Think of this as your very own shuttle wrangler and guest herder, in the nicest possible way. If you’ve got multiple pick-up points or a fleet of shuttles to manage, this team member keeps everyone on time, on board, and headed to the right place. They coordinate with drivers, track timing, and make sure no one gets left behind. More importantly, they help ensure that no curious tourists wander onto your shuttle and inadvertently become wedding crashers.

So why choose Love Letter Weddings?

Because we do more than just react on your wedding day. We anticipate. We think through every detail long before the celebration begins—from how the sun will illuminate the aisle to which vendor may need a site plan to avoid delays. We ask the questions you might not even know to ask. We solve possible issues before they reach your day. In short, we choreograph everything so your wedding flows with intention, organization and calm.

Our team works like a well-practiced ensemble. Each person has a clear role. Every detail is planned with purpose. And every decision is made with your comfort and your guests’ experience in mind. We want your wedding to look beautiful. But even more importantly, we want it to feel meaningful, joyful and unmistakably you.

If you are wondering how that plays out in practice, take a moment to explore our two wedding planning services: Maid of Honor for Hire and The Full Shebang. Both offer comprehensive day-of wedding planner support designed to help you feel at ease and fully present.

We would love to show you why so many couples say choosing Love Letter Weddings was the best wedding decision they ever made.