Bride and groom exit their tropical Hawaii wedding ceremony. — Photography by: Emily Turner

Stress-free wedding planning doesn’t happen by accident.
Those smooth, joy-filled celebrations you see in our portfolio didn’t “just work out.” Every beautiful, effortless moment is the result of months (sometimes years) of thoughtful planning, balancing creativity with rock-solid systems, and always keeping your vision at the heart of every decision.

We love systems. In our own lives, when we hire professional services, we appreciate knowing exactly what to expect, and we know our couples do too. While there is no one “right” way to plan a wedding, our process has been shaped and refined over 15 years of experience. It is the structure that works beautifully for us, and our clients have told us again and again how much they appreciate the clarity, flow, and peace of mind it brings.

Think of this as us pulling back the curtain. We are giving you a glimpse into how we guide couples from beginning to end so you can see exactly how we turn your vision into a celebration that feels like you.

We have refined our process into three core phases: Foundations Vendors, Design, and Details & Logistics, plus two key moments on either end, our intentional Onboarding and our seamless Month-Out Process. Whether you have booked us for Maid of Honor for Hire or The Full Shebang, the steps are the same. The difference is how much of the heavy lifting you want us to do for you.

Onboarding: Setting the Stage

Groom dips bride during recessional for a kiss after their Hawaii wedding ceremony. — Photography by: Emily Turner

The very first thing we do after you book is send you our Wedding Vision & Priorities Guide. This is our version of pulling up a chair, leaning in, and asking everything we need to know about your wedding day vision.

We’ll ask things like:

Give us a handful of adjectives to describe how you want your wedding to feel. After all, you’ll remember the way the day felt much more than your exact color palette.
Which vendors are your must-haves?
Which ones are “nice to have if they fit the budget”?
What’s not important to you at all?
How do you want us to advocate for you when it comes to budget decisions? Would you prefer we help you stay within your set budget at all costs, or would you like us to occasionally share options that go a bit over but could bring significant value or impact to your day so you can decide if they are worth the splurge?

From there, we prepare for your Kickoff Meeting, where we:

Set you up in your Aisle Planner account, your all-in-one hub for budget tracking, timelines, layouts, to-do lists, guest lists, vendor contracts, and design boards.
Review your customized budget breakdown so you feel confident about your next steps.

By the end of this meeting, you will have a clear roadmap and the tools to feel organized, supported, and ready to start planning.

Phase One: Foundations Vendors

These are the key players who will shape your wedding day from every angle. They are the people and services that influence the experience, the budget, and the overall flow of the celebration. In this stage, we help you choose the partners who will bring your vision to life and make the day feel like you.

Venue
We start by narrowing down your venue options based on your guest count, preferred style, and budget. From there, we present detailed proposals for your top choices, arrange virtual or in-person tours, and guide you through the selection process. Once your venue is booked, we review all guidelines and restrictions so we can plan within their parameters from day one.

Food & Beverage
Once the venue is secured, we connect you with catering teams that match your taste, service style, and budget. We review sample menus together, share ideas for unique guest experiences, and confirm rentals or equipment needs that tie into your catering plan.

Photography & Videography
We pair you with photographers and videographers whose style and approach match your vision. From editorial to documentary, we ensure your chosen team captures your celebration in a way that feels authentic to you.

Music & Entertainment
We recommend musicians and DJs who fit the energy you want for your wedding day. Whether you’re envisioning an acoustic duo for your ceremony, a lively dance band for your reception, or a mix of both, we’ll help you find the right fit.

Officiant
We help you select an officiant whose tone and approach align with your ceremony vision, whether that’s deeply personal, lighthearted, spiritual, or non-religious.

Hair & Makeup
We connect you with stylists experienced in Hawaii’s climate, ensuring your look stays fresh from first photos through the last dance.

During this phase, we will also help you think through your guest list, wedding party, attire, wedding website, and save-the-dates. This is where the big-picture planning takes shape, and you start to see your wedding day vision become real.

If you are a Full Shebang client, we handle every detail of this phase for you, managing all vendor correspondence, negotiations, and scheduling interviews while guiding the overall pace of planning so everything stays on track. With Maid of Honor for Hire, you guide the planning pace and reach out for unlimited consulting whenever you have questions, need recommendations, or want a second opinion. In both services, you have our full expertise at your fingertips, with the difference being who takes the lead on communication and scheduling.

We know it is tempting to start with design vendors first because imagining flowers, décor, and styling is one of the most exciting parts of planning. But making those choices too soon can lead to a lot of rework later if your vision shifts as your foundational details fall into place. That is why we focus here first. These decisions lay the groundwork for a wedding that feels seamless and cohesive from start to finish.

That said, we encourage you to start daydreaming. This is the perfect time to save inspiration images, jot down ideas, and notice what colors, textures, and details catch your eye. When we step into the design phase, we will have a strong, authentic starting point that reflects your evolving vision, not one that boxes you in too early.

Wedding reception in a sail cloth tent with hanging lanterns and checkered dance floor. — Photography by: Christie Pham

Phase Two: Design Phase

While our approach varies slightly depending on whether you’re a Full Service or Maid of Honor for Hire client, the overall design process follows the same thoughtful sequence, ensuring your event feels cohesive, inspired, and personal.

Layout & Rentals
We start with a detailed, visual questionnaire featuring images of nearly every rental available on the island. This makes it easy to share your preferences and needs for all areas of your event. We then connect with rental companies to prepare proposals on your behalf, review them together via Zoom, and create a custom-to-scale floor plan.

By finalizing rentals first, we set a strong foundation for the rest of your design. Elements like table shape, size, and layout directly influence your floral choices, from the number of arrangements needed to the overall style and scale.

Floral Design
Whether you work with our LLW floral team or another florist, we use our in-depth floral questionnaire to capture your preferences and must-have blooms. If you’re with us for florals, you’ll also get a dedicated floral design consultation.

Graphic Design & Miscellaneous Décor
From signage to small styling pieces, we ensure every visual detail ties together seamlessly. Many items from our LLW inventory, including frames, easels, table numbers, card boxes, and more, are available at no charge for our planning clients.

Vision Wrap-Up Meeting
We conclude this phase with a comprehensive Zoom meeting to document your full vision from start to finish and determine where everything will be sourced from.

During this phase, it’s also the perfect time to send invitations, choose your ceremony and reception songs, and finalize your bar menu (signature cocktails encouraged).

Full Shebang vs. Maid of Honor for Hire
For both services, we guide you through the same thoughtful order: rentals first, then florals, then all the little details that bring your vision together. Every couple receives our expertise in reviewing proposals, refining design choices, and ensuring the plan feels cohesive.

With Full Shebang, we begin by immersing ourselves in your vision before moving into that sequence. You’ll receive a fully customized design presentation, complete with a cohesive mood board and detailed visual mockups, so you can see exactly how your wedding will look and feel before we start booking. This creative deep dive ensures every choice we make is intentional and perfectly aligned with your style, right down to the smallest accent.

With Maid of Honor for Hire, the design phase is still collaborative, but we skip the formal presentation. You’ll take the lead on sourcing items, while we provide expert input, guidance, and rental vendor coordination so your design stays cohesive and well-executed.

Phase Three: Details & Logistics

By now, your wedding is taking shape visually, and this is where we make sure it runs smoothly in real life. Just like the rest of our process, we never want our couples to feel like they have to figure things out themselves. That’s why we have a system for this final stage that is just as intentional as the planning and design phases.

Timeline & Ceremony Flow
Our signature timeline and ceremony questionnaires are designed to help you think through every moment of your day, from your first sip of coffee to your grand exit. We’ll help you create a flow that feels natural, personal, and meaningful. We’ll guide you through ceremony traditions, the order of events, and timing adjustments that make the day feel like yours while still working seamlessly for your vendors and guests.

Transportation
Whether it’s guest shuttles, wedding party vehicles, or a private getaway car, we’ll confirm every route, driver, and arrival time. We’ll also make sure transportation enhances the guest experience, ensuring everyone arrives on time, feeling stress-free, and ready to celebrate from the moment they step onto the property.

Final Vendor Bookings
If you’ve been holding off on certain decisions until you see how your budget is adding up, this is the point where we’ll finalize those details together. We’ll help you make confident choices so all of your vendors are booked, briefed, and ready to go.

This phase is also when you finalize personal and logistical details. You’ll lock in your seating chart so we can confirm rentals, flowers, and escort cards. You’ll complete your photo shot list, finalize your music selections, and ensure all wedding party attire is ready, right down to accessories, undergarments, and shoes. It’s also a good moment to write your vows and make sure you’ve secured your marriage license.

Once these pieces are in place, our team is ready to take your wedding to the finish line.

Full Shebang vs. Maid of Honor for Hire
In this stage, our involvement in timeline and ceremony creation is the same for both services. Every couple gets the benefit of our detailed questionnaires, vendor-friendly schedules, and creative flow recommendations.

The difference comes down to vendor management. With Full Shebang, we handle all communication, confirmations, and final logistics directly with your transportation and any last-minute vendors. For Maid of Honor for Hire, you’ll take the lead on reaching out to vendors, while we provide guidance, recommendations, and contract review so you can move forward with confidence.

Groom lifts bride during first dance during Hawaii wedding reception. — Photography by: Megan Moura

The Month-Out Process

About a month before your wedding, we step into the most detail-focused part of planning. This is when we confirm all vendor details, arrival times, invoices, and contracts, then review your timeline, décor list, and layout with fresh eyes to ensure they feel exactly right.

We also host final meetings with your MC, DJ, and officiant to ensure everyone is on the same page for the flow of the day. Any décor you’ve shipped to us or chosen from our inventory is received, packed, and organized so it’s ready for its moment. Final timelines are shared with your vendors and wedding party so no one is left guessing, and we lead your wedding rehearsal to make sure every key moment feels smooth and effortless.

If you’re a Maid of Honor for Hire couple, this is when we officially take over your final coordination so you can simply enjoy the countdown. For our Full Shebang couples, we’ve been leading this process all along, but this stage is when everything clicks into place and you get to feel that calm confidence knowing the day you’ve been dreaming of is just around the corner.

FAQs

Why do you use questionnaires?
We never want you to feel rushed into making big decisions. Our questionnaires give you and your partner the space to sit down, think things through, and even get input from family or friends before we meet to connect all the dots. This way, you’re not put on the spot with questions like “What kind of appetizers do you want to be served?” or “Do you want to do a first look before the ceremony?” Instead, you can answer thoughtfully and confidently.

How long do we need to plan a wedding?
We recommend booking 12 to 16 months in advance. This is the sweet spot where planning moves at a comfortable pace, busy enough to keep momentum but not so fast that you feel rushed. You’ll have time to make thoughtful decisions without feeling pressured to move forward too quickly.

If you book further out, that’s completely fine. Planning will likely start slower with some natural breaks in between, and certain venues or vendors may not yet have open booking calendars.

If you book closer to the wedding day, expect a faster pace. Some steps may overlap to make up for lost time, and there’s a higher chance that certain venues or vendors will already be booked. We recommend starting no later than 8 months before your wedding day to keep the process smooth.

How long is each phase?
That depends on when you book with us. We typically divide each phase to cover about a third of the total planning timeline. The actual length of each phase is based on how far out your wedding date is when we have our first planning meeting.

What do you do on the wedding day?

Check out this blog post to get the full run down of everything out team does on the wedding day!