Step-by-Step Guide to Planning Your Dream Hawaii Destination Wedding
Photo Credit: Mersadi Olson Photography
Before we dive in, let me say congratulations on your engagement! Planning a destination wedding in Hawaii is such an exciting journey, and I’m here to guide you every step of the way. If you’re asking yourself, “How do I plan a wedding in Hawaii?”—you’ve come to the right place! With years of experience and over 100 Hawaii weddings planned, I’ve developed a system that simplifies the process, ensuring your big day is stress-free, enjoyable, and truly unforgettable.
Getting Started
Getting started is often the hardest part, especially with everyone asking about your dress, colors, and signature cocktails! But the very first step? Get on the same page with your fiancé. For destination weddings, it’s crucial to talk about the budget, priorities, and overall vibe early on.
Photo Credit: Chelsea Abril Photography
Discuss if you're comfortable with the extra travel costs, guest accommodations, and whether you'll be covering those or getting help from family. Knowing your budget and priorities will make decisions like the venue and guest list so much easier moving forward.
Next up, you and your fiancé should discuss priorities. For some couples it is the venue + food and for others it’s the flowers + music. Regardless of your priorities, it is super helpful if you get on the same page early. I suggest you list out all the different vendors categories you can think of and rate them as 1. A top priority 2. Mid range priority and 3. Nice to have, but not essential.
Now that you are on the same page with your wedding planning priorities, it's time to talk about the overall vibe. Some people want a lively celebration with a raging dance party whereas others want a cozy and family centric celebration. Choosing 3-5 words that best describe the “vibe” you are aiming for will help so much when you are making decisions throughout the planning process.
Seek the Help of a Professional
I know... clearly, I’m biased as a wedding planner, but trust me when I say that hiring a planner is a game-changer, especially for a destination wedding. A planner not only takes a huge workload off your plate but can actually help you save money!
Photo Credit: Stephen Ludwig Photography
Navigating a destination wedding means dealing with local vendors, timelines, and logistics—things a planner is well-versed in. Even if you’re hesitant to hire one for the entire process, consider a budget consulting session with an experienced planner in your destination. They’ll provide a realistic breakdown of costs in that particular market and help you allocate your budget wisely, ensuring you don’t overspend or miss important details.
Plus, a good planner will recommend trusted vendors, saving you hours of research and ensuring you make informed, strategic choices instead of impulsive ones. In short, a planner helps you see the big picture and keeps everything on track!
Start Planning
Now that we’ve laid the groundwork, let’s talk about the best approach to planning your destination wedding in Hawaii. When working with our clients, we break tasks into three key categories: foundational vendors and tasks, design elements, and logistics. Tackling foundational aspects like venue and accommodations first is crucial for a destination wedding, especially in Hawaii where availability can be limited. This step-by-step approach not only makes the planning more efficient but also helps ensure a smooth and stress-free experience for you and your guests.
Foundational Vendors for a Hawaii Destination Wedding
Foundation vendors typically include the venue, caterer, photographer, videographer, officiant, music, and stylist.
Start by securing your venue in Hawaii—it sets the tone and helps solidify your wedding date. Popular venues in Hawaii fill up quickly, so booking early is key.
Once the venue and date are set, move down the list one vendor at a time. Trying to secure all vendors at once can be overwhelming, so pacing yourself ensures nothing falls through the cracks, especially when planning remotely.
Photo Credit: Ashley Goodwin Photography
Design Vendors for a Hawaii Destination Wedding
Now that the essentials are booked, it’s time to focus on the style and look of your wedding.
Step 1: Start with your layout and rentals. Consider guest tables, seating, and venue size to ensure your rentals fit the space perfectly.
Step 2: Once the layout is finalized, focus on floral design. Knowing the table shapes and venue flow will help your florist design centerpieces and arrangements that complement the space.
Step 3: Move on to signage and graphic elements. Custom signage, invitations, and other graphic details should align with your overall aesthetic and tie everything together.
Step 4: Finally, incorporate smaller décor pieces that reflect your vision, such as candles, table accents, and personalized touches. These elements will bring everything together and enhance the overall ambiance of your destination wedding.
Logistics Phase
At this point, with all your vendors booked for your Hawaii destination wedding, it’s time to focus on logistics. Now, you’ll want to create a detailed wedding day timeline, finalize your guest count, and make a seating chart. Hawaii weddings often involve additional travel coordination, so be sure to confirm transportation for guests. Also, finalize items dependent on the guest count, like catering, rentals, and flowers. Given the added logistics of a destination wedding, I recommend starting this step at least 2 months in advance.
Photo Credit: Chelsea Abril Photography
Planning a destination wedding in Hawaii may seem daunting at first, but with a solid plan, it becomes much more manageable and even enjoyable. Hopefully, this guide helps you get started on the right foot!
If you feel like a wedding planner (full or partial) could make the process easier, head over to our services page to learn how we can take the work off your plate. Ready to chat about your dream wedding in paradise? Contact us HERE to schedule a consultation today, and let’s start planning something unforgettable!
