What Does a Love Letter Weddings Planner Actually Do?
Photography by EmilyTurner
A Behind-the-Scenes Look at Planning a Destination Wedding in Hawaii
So you’ve decided to get married in Hawaii. Cue the joyful tears, celebratory cocktails, and dreamy sunset Pinterest boards. But once the confetti settles, a big question looms:
How do you actually plan a destination wedding from thousands of miles away?
If you're like most of our couples, you're juggling a demanding career, a big move, or just... life. You want to be excited about planning, but instead you're feeling the pressure of big decisions, unfamiliar logistics, and a Google tab bar that’s gotten way out of hand.
That’s where we come in.
At Love Letter Weddings, our job is to simplify, support, and co-create a celebration that feels like you. Whether you're looking for full wedding planning or thoughtful support along the way, here's a behind-the-scenes look at what we actually do from start to finish.
Step 1: Laying the Foundation
(aka “Where the heck do we start?”)
Let’s start with what matters most.
Before any logistics, we zoom out and talk about the big picture. What do you care about? What are your priorities, your values, your non-negotiables? This is the heartbeat of your wedding, and it’s the foundation we build everything else around.
From there, we co-create a plan that’s tailored to you. That includes a realistic, values-aligned budget, a custom planning timeline, and a clear game plan that feels organized but never overwhelming. Whether you’re booking our full planning service (The Full Shebang) or our collaborative planning support (Maid of Honor for Hire), we’re here from the very beginning, not just the last-minute scramble.
What we handle at this stage:
Budget breakdowns that reflect both the realities of planning a wedding in Hawaii and your unique priorities
Strategic planning guidance rooted in years of experience so you know what to tackle first, second, third (and what can totally wait)
Unlimited check-ins so you’re never left guessing
Venue guidance and virtual scouting if you can’t visit in person
A priority-based vendor shortlist (because no one wants to sort through 300 photographers)
Contract reviews and honest feedback about what’s really worth it
You don’t have to figure it all out alone. This is where it starts to feel real and a whole lot more manageable.
Step 2: Designing the Experience
Photography by EmilyTurner
(aka “We want it to feel like us”)
This is where your vision starts to take shape.
We take all those adjectives you’ve shared — modern, romantic, timeless, quirky — and turn them into something you can see, feel, and get excited about. From layouts to mockups, we help you envision how everything will come together and guide you in making choices that feel personal, cohesive, and deeply you.
Whether you're dreaming of an intimate dinner party or a joyful, all-out celebration, we document your ideas in a clear, comprehensive way. Think of us as your design translators. We take your inspiration and help you fill in the blanks with curated visuals, creative ideas, and strategy that makes sense.
If you're a Full Shebang client, we’ll create a custom design board just for you. For all of our planning clients, we provide visual layouts and mockups so you can picture the entire guest experience before the big day. We also help you source rentals, signage, and décor that align with your aesthetic and values.
And yes, we’ve got a stash of styling goodies you’re welcome to use. Our planning services include access to curated decor like candle holders, frames, card boxes, and other thoughtful touches that bring everything together.
What we guide you through:
Visual layouts and mockups so you can picture the full experience
Personalized guest flow and atmosphere planning
Strategic sourcing suggestions for rentals, linens, signage, and more
Design documentation that keeps everything cohesive and easy to communicate
Creative ideas to elevate your celebration while staying true to your vibe
Access to our in-house inventory of decorative details
This is the part where everything starts to feel like your wedding, not just a wedding.
Photography by EmilyTurner
Step 3: Managing the Details
(aka “When it really starts to feel real”)
This is the phase where your wedding vision becomes a real, organized plan. We’re deep in the details now, tracking logistics, fine-tuning decisions, and making sure everything connects smoothly.
If you’re a Full Shebang client, we’re already managing vendor communication and the behind-the-scenes logistics. You still get to weigh in on the fun stuff, but we’re handling the back-and-forth and keeping your inbox blissfully lighter.
If you’re a Maid of Honor for Hire client, you’re still the main point of contact with your vendors, but you’re not doing it alone. We’re alongside you with expert guidance, helpful reminders, and support that keeps everything clear and manageable.
What we help with during this phase:
Building a wedding day timeline that reflects your priorities and pacing
Helping you shape a ceremony that feels meaningful and true to your relationship
Offering transportation guidance, including who to book and how to make it seamless
Reviewing layout decisions and floor plans with a logistical eye
Supporting you through details like song choices, seating charts, and photo shot lists
Answering questions and helping you stay grounded in your vision
This is where the moving pieces start to align, and you begin to see it all coming together.
Photography by EmilyTurner
Step 4: Hand-Off and Execution
(aka “Time to Exhale”)
This is the moment when planning turns into presence.
About four to six weeks before your wedding, we shift from strategy to execution. Our focus becomes managing all final logistics so you can take a deep breath and start getting excited.
For Maid of Honor for Hire clients, this begins with a hand-off meeting. You provide your final vendor list and remaining logistics, and we step in to take over communication and execution.
For Full Shebang clients, our one-month-out meeting is a final deep dive into the plans we've been managing all along. We align with vendors, review layouts, and confirm every detail.
From this point forward, here’s what we handle:
Confirming final logistics with each vendor based on your updated guest count, layout, and design vision
Reviewing and updating vendor invoices
Packing and organizing your decor items, including anything you’ve shipped directly to us
Hosting final meetings with your DJ, MC, and officiant to review music selections and talking points
Managing your ceremony rehearsal so everyone knows where to be and when
Coordinating setup, vendor arrivals, and guest flow on the wedding day
Troubleshooting behind the scenes to keep the day stress-free
Executing your timeline, design, and guest experience with calm and care
At this point, your job is simple. Show up, feel everything, and enjoy every moment. We’ll take it from here
The Support You Didn’t Know You Needed
Planning a destination wedding in Hawaii isn’t just about timelines and tasks. It’s about creating space for joy, for presence, and for a celebration that reflects who you are.
It’s knowing someone is looking out for every detail so you don’t have to. It’s trusting that your guests will be cared for, your vision will come to life, and you’ll walk into your wedding day feeling calm, confident, and connected.
At Love Letter Weddings, we bring together thoughtful design, expert planning, and grounded communication to help you craft a celebration that feels like home, even from thousands of miles away.
Not sure what kind of support you need yet? We’d love to hear your story and talk it through.
Let’s chat about your dream wedding.
