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WEDDING

When to Hire Your Oahu Wedding Vendors (and My Personal Recommendations)

Planning a wedding on Oahu is an exciting journey, but it can quickly become overwhelming if you’re unsure when to book your vendors. Whether you’re envisioning a multi-day celebration or an intimate beach ceremony, having a solid timeline for booking vendors will save you stress and ensure you get your top choices. Here’s a practical breakdown of when to hire each wedding vendor—and my personal recommendations for who to trust on the island.

18–12 Months Out: Hire Your Wedding Planner

If you’re considering hiring a wedding planner, do it before anything else. Planners often have strong relationships with top venues and vendors and can help secure dates and negotiate packages you might not have access to otherwise. Especially on Oahu, where availability can be tight and venues book fast, your planner is your inside source. They’ll also ensure your vision stays cohesive from start to finish.

Planner Recommendations:

16–12 Months Out: Book Your Venue

Once you’ve chosen a planner (or if you’re planning solo), securing your venue is the next priority. Popular venues on Oahu book 12–18 months in advance, especially during high season (spring and fall). Your venue will set the tone for everything else—from design and layout to guest count and logistics.

Related: Top 25 Oahu Wedding Venues | Cost & Amenities

A few favorite Oahu venues:

  • Kualoa Ranch – Paliku Gardens or Moli’i Gardens provide unforgettable mountain and ocean views.
  • Sunset Ranch – A private estate on the North Shore with panoramic views and forest trails.
  • Dillingham Ranch – A charming, historic farmhouse that blends elegance with island charm.

12–10 Months Out: Photographer and Videographer

Once your venue is locked in, booking your photographer and videographer should be next. Many of us book out 12+ months in advance, especially for peak weekends. Your photographer isn’t just someone documenting your day—they shape how your memories feel. I always recommend having a conversation before booking to make sure your personalities and vision align.

If you’re unsure what to ask, read my post: 5 Questions to Ask Before Hiring Your Wedding Photographer

Looking for both photo and video? I partner with Nomadic Wedding Films for seamless, editorial-level coverage.

10–8 Months Out: Catering

If your venue doesn’t provide catering, this is the time to start tasting and exploring menus. Great caterers book up quickly, particularly those offering full service with rentals and staff.

Recommended caterers:

  • Ke Nui Kitchen – Elevated island cuisine using seasonal, local ingredients.
  • Chef Elmer Guzman – Known for his creative menus and restaurant-quality presentation.

8–6 Months Out: Florist

Florals bring your vision to life and require local knowledge—what blooms hold up to tropical heat and what’s in season. These two are my go-tos on Oahu.

Florist recommendations:

8-6 Months Out: Hair & Makeup

Your beauty team should be locked in shortly after your florist—especially for morning or sunrise ceremonies. Because makeup is such a personal decision, be sure to schedule a trial!

Recommended artists:

8-6 Months Out: Rentals and Décor

If you’re working with a planner, they may coordinate this for you. But if you’re booking directly, reach out to rental companies about four to six months out. This includes chairs, lounges, flatware, linens, and lighting.

Rental companies I trust:

  • JSS by Design – Curated rentals and lounge pieces with style.
  • Ambient Rentals – Reliable and design-driven for lighting, tents, and foundational rentals.

Other Vendors to Consider

If you’re thinking about live music, a DJ, custom signage, a private chef for the rehearsal dinner, or even luxury transportation—these can often be booked closer to your date. But if someone is highly sought after, don’t wait.

Frequently Asked Questions About Oahu Wedding Vendors

1. How far in advance should I book my Oahu wedding vendors? Start booking 12–18 months out for planners and venues, and follow with photography, catering, florals, and more as outlined above. The earlier you begin, the more options you’ll have.

2. Can I plan an Oahu wedding without hiring a planner? Yes, but it can be challenging, especially for destination weddings. A local planner has relationships and knowledge that make the process smoother and often more cost-effective.

3. What’s the best season for a wedding on Oahu? Spring and fall are typically ideal for weather and availability. Summer is beautiful but busier, and winter can bring rain—especially on the North Shore.

4. How do I know if a photographer is the right fit? Your photographer should understand your vision, help you feel comfortable, and offer work that reflects the style you’re drawn to.

5. What’s the benefit of hiring local vendors on Oahu? Local vendors understand the island’s climate, logistics, and culture. They’re also more familiar with permitting rules and location accessibility, which is essential for smooth planning.

Final Thoughts

Booking your Oahu wedding vendors in the right order ensures a smoother planning experience and a more cohesive event. Start with your planner, secure your venue, and build your creative team from there. If you’re still looking for a photographer who understands destination logistics, timeline flow, and how to capture the magic of your celebration—I’d love to connect.

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I photograph weddings with equal parts intention and intuition—balancing fashion-forward portraits with candid, soul-filled moments. Based in Hawaii, available wherever the story takes us.

I’m Masha—editorial eye, documentary heart, and unofficial hype woman for timeless images with a little edge.