Maui Wedding FAQ
Who will the onsite planner be on on the day of our wedding?
Kimberlee is the owner & principle planner at Island Wedding Memories. Most times she will be your onsite planner on your wedding day. If Kimberlee is not available, she will send an experienced lead planner from the IWM team to be the onsite planner for your day. If you have mostly communicated with Kimberlee for the planning prior to your event, not to worry! Kimberlee will provide the onsite planner with all your details, vendors and important info to make your day run smoothly. You will be provided with their contact info 2 weeks prior to your event to insure you can reach out to them on the day of if needed. All of our team members are knowledgable, professional and very helpful =)
If we choose add on's to our simple beach elopement package, does island wedding memories choose the vendors or do we?
With our simple beach ceremony package and add on's we will choose, reserve & pay the vendors for you. We choose from some of the best vendors on the island that will be the best fit for your day. This will keep the process simple & stress free for you. If you prefer a package that allows you to close your own vendor, take a look at our Full Service Planning or Day of Coordination options.
What is the best time of day to have our wedding?
We recommend having your ceremony in the late afternoon so you can take advantage of having photos taken during our stunning sunsets. It also tends to be a little cooler in the evenings.
What is the best time of year for a maui wedding?
Anytime! Maui is a tropical island and we are fortunate to have beautiful weather all year round. Keep in mind spring and winter can be a bit more rainy than other times of the year.
How many people can I have at my beach ceremony?
Up to 30 people total including your vendors. Although we can't set up chairs or an arch on the beach, talk to your planner for some fun ideas for making your guests comfortable for your beach ceremony.
Do I need a permit for a beach wedding
Yes! all beach ceremonies are required by the state to have a permit. Our team can help with this to make your beach ceremony stress free.
Can I have an arch and chairs set up for our beach ceremony?
Unfortunately this is not permitted by the county. Alcohol and large speakers for music are also not permitted. We can set up a beautiful flower circle in the sand and have a live musician to make your day romantic and special!
What if it rains on my wedding day?
Keep in mind, Maui is a tropical island and with this comes the occasional tropical storm. We keep a close eye on the weather leading up to your wedding day and will always let you know if it looks like we may need a back up plan due to a large weather system. Because beach weddings are outdoors in a public space, we can not set up a tent but we can be prepared with umbrellas for you and your guests if a little rain pops up during your ceremony. Usually the rain will pass or pause for a bit and you will still be able to have your ceremony outdoors.
Full Service & Day of Planning
What does your wedding day planning not include?
We do not offer planning of rehearsal dinners, travel or transportation to and from airport, hotel room blocks or activities/ luau group reservations. Instead we recommend reaching out to your hotel concierge for these services. They usually offer the best group rates and deals. We can however help with guest transportation to and from your wedding.
When should I book your services?
Our services are best booked after you have chosen your venue and have a date set. If you are unsure about which venue to pick please see our list of favorite venues below and feel free to reach out to the directly to reserve. Once reserved, we can take over all communication and planning with your venue if you have reserved our Full Service planning. For Day of Coordination, the client is responsible for communication with the chosen venue.
Will you take care of payments to vendors?
Payments to vendors are handled directly by client. With Full Service Planning, we will certainly handle communication with your vendors, checking availability & pricing on your behalf. For reserving their services, we will request the contract & invoice for payment and will send this along directly to the client via email to take care of. With Day of coordination the client will handle communication + payments directly with vendors. We feel that keeping the client aware of costs and vendors individual policies is the best way to go! You know what to expect from your vendors and exactly what you are paying for.
How does day of coordination work? when will your services start?
After our initial communication & reserving IWM for day of coordination, you can send along any details you have already set so we can start getting organized. We will share our preferred vendor list and at this point you can start planning your day! We will reach out to you again 30 days prior to your wedding date to collect any additional details, vendor contracts, timeline, layouts and seating charts. We will review and let you know if we have any questions. if you have questions or concerns during the months leading up to your event, you can always send us a brief email for our advice.
What if I like a vendor not on your preferred vendor list or want to bring my own?
Not a problem! If they are a vendor based in Hawaii we are happy to work with them as long as they have liability insurance. If you would like to bring a vendor with you from home, can do! You will just be responsible for communication and payment with them directly. Please note most venues may also require they have a $2 million general liability policy. Photo & Video will be required to have insurance and obtain the proper county film permits if photographing on the beach or flying a drone.
Will IWM's cost for planning change during the planning process?
We charge a flat rate based on guest count. If your final count adjusts up or down, the planning cost will adjust along with your count. This will be outlined in your contract. Final guest count is due 30 days prior to your event. This will ensure we have the proper amount of help onsite to ensure your day goes smoothly.
What if our wedding day setup to cleanup takes longer than 10 hours? can we add on time?
Yes! Additional set up/ clean up time can be added at the rate of $200 per hour. During the initial consultation, if IWM feels you need more time on the wedding day we will let you know right away so there are no surprise fees.
How do I reserve IWM's planning services?
Once we have chatted, we will send along an online contract for your and your fiancé to review and digitally sign along with an invoice to pay the retainer to reserve. Payment can also be paid online. The balance for your planning is due 30 days prior to your event along with your final guest count.
What if we need to cancel or postpone our date?
If you need to cancel or postpone IWM will reach out to your vendors and venue right away to let them know. Your retainer to hold the date with IWM is non-refundable but can be transferred 1 time to a new date within 12 months of your original date. Vendors and Venues will be subject to the cancelation policy as outlined on their contract. Most do not offer refunds on Deposits/ Retainers to reserve date.
What if we find a house on vrbo or airbnb? will you plan our event there?
IWM will only plan events at legally permitted venues. Most private homes are not legally permitted to host large events. Please make sure the property is legally permitted prior to reserving.
We only have 10 guests and just want a beach ceremony..can IWM help us?
Yes! We offer a simple beach ceremony package for up to 25 guests. You can view what this includes HERE
Can IWM plan at all venues on the island?
Unfortunately no. Some venues offer a planning team but also allow you to bring along your own if you prefer. Other Venue require you use their onsite planning team. If you have a venue in mind but are unsure of the rules, let us know and we can help you figure out the best option for the venue.
We need venue options!!! help!!
Finding the perfect venue can be challenging and we are here to help! Its a good idea to know what your guest count may be and what your approximate budget for ceremony & reception will be. For a private estate wedding on the island of Maui we recommend a budget of $50,000++ depending on the size of your group. Here are a few of our favs:
Anther great option is to have your special day at a restaurant venue.. many offer buyouts for a private affair or semi private options for smaller events:
Does island wedding memories offer planning on other islands?
IWM only offers wedding planning or beach elopements on the island of Maui at this time.
I have more questions or need more help!! can I contact you?
Yes of course! It's best to send an email. Please feel free to email Kim anytime for help or if you have questions firstname.lastname@example.org