Do I Need A Wedding Planner For My Michigan Wedding?
Weddings are a delicate blend of logistics, design, entertainment, emotions, and high expectations not to mention it’s the only big event couples are both the host and guest of honor. Have you found yourself wondering, “Do I need a wedding planner for my Michigan wedding?” Whether you're planning a grand estate wedding at a luxury wedding venue in Michigan or an intimate gathering at a wedding venue near Grand Rapids, knowing who’s managing what is crucial and the key is understanding the difference between a Michigan wedding planner, a wedding coordinator, and a wedding venue coordinator. Here’s a breakdown without the fluff or wedding industry jargon. Just clear, actionable insights to help you make the right decision.
Bride and groom outside wedding venue in Michigan.
The Wedding Planner
Think of a wedding planner as your personal wedding mastermind. They take your ideas, dreams, and scattered Pinterest boards and turn them into a structured, well-executed event. Their role is comprehensive, guiding you through the wedding planning process from engagement to your grand exit at the reception and wrapping up at the end of the night.
A wedding planner typically helps with:
Budget creation and management
Wedding vendor recommendations and contract review
Event design and creating custom floor plans
Guiding the wedding planning process
Timeline creation for the wedding day in coordination with the other vendors
Wedding guest experience including logistics and accommodations
Proofing and mailing save-the-dates and invitations
Managing rental equipment orders
Manage special orders
Handling any and all unexpected issues during the wedding planning process
RSVP tracking and guest list management
Design mock-ups and tablescape coordination
Reviewing finalized vendor contracts and confirming services
Finalizing the wedding timeline
Running the rehearsal
Overseeing the ceremony and reception setup
Handling any last-minute emergencies during the wedding day
Managing the flow of the day
Coordinating with catering and bar services
This is by no means an exhaustive list and every wedding planner works a little bit differently. Essentially, if you want to hand over the heavy lifting to a professional and enjoy your engagement without the stress of managing details, a full-service wedding planner is your best investment. You can expect to work with them for 9 - 12 months (or longer) leading up to your wedding day.
Who should hire a wedding planner?
Couples planning a large, complex, or destination wedding
Those who have busy schedules and want professional guidance
Anyone who values expertise in design, logistics, and vendor management
Brides, grooms, or nearlyweds who want their wedding to be a luxurious and seamless experience
Newlyweds with one of The Felt Estate’s preferred professional wedding planners from Grand Rapids, Holden Michael Events.
The Wedding Coordinator
A wedding coordinator (also known as a day-of or month-of coordinator or event manager) is your go-to person for ensuring everything runs smoothly once the planning is done. Unlike a planner, they don’t design or strategize from the beginning; instead, they step in closer to your wedding date to fine-tune details and execute your vision flawlessly.
A wedding coordinator typically manages:
Reviewing vendor contracts and confirming services
Finalizing the wedding timeline
Running the rehearsal
Overseeing the ceremony and reception setup
Handling any last-minute emergencies
Managing the flow of the day
Coordinating with catering, bar, and other vendors
Cueing the processional for the ceremony
Overseeing the tear down of ceremony and reception decor
Wedding coordinators are essential for couples who have handled most of the planning themselves but need someone to take the reins on the wedding day. No one wants to be answering vendor calls while getting ready. You should be sipping champagne, not troubleshooting seating charts. You can expect to work with them for 2 - 6 months leading up to your wedding day. Some coordinators may not be onsite all day or have assistants meaning you may need to tear down decor on your own or have a couple friends or family assigned to assist the coordinator. Always review your coordinator’s contract for outlined services to avoid surprises.
Who should hire a wedding coordinator?
Couples who have done most of the planning but need professional execution
Those with detailed visions who need help bringing them to life
Anyone who wants their family and bridal party to enjoy the wedding, not work at it
Brides, grooms, or nearlyweds who want to avoid last-minute surprises on their wedding day
Wedding reception tent, tables, chairs, and linens available through The Felt Estate, a wedding venue near Grand Rapids.
The Venue Coordinator
A venue coordinator is often mistaken for a wedding coordinator, but their responsibilities are vastly different. While they are an invaluable asset to your event, their primary focus is the venue itself, not your wedding as a whole.
A venue coordinator typically handles:
Wedding venue specific logistics including set-up and tear-down of venue provided equipment as well as cleaning facilities
Creating floor plans
Ensuring adherence to venue policies
Managing in-house catering and bar services
Overseeing vendor access to the venue
Handling venue emergencies (power issues, temperature control, etc.)
Ensuring compliance with venue and government safety regulations
Maintaining a schedule for load-in and load-out times
At The Felt Estate our “venue coordinators” include our Rental Managers, Event Supervisors, and Event Assistants who also:
Provide wedding planning resources as well as planning tools, document downloads, and updates on our client portal
Provide wedding vendor referrals on our exclusive and preferred wedding vendor list
Available throughout the wedding planning process to answer questions about venue logistics
Provide multiple site visits with Second Look Saturdays/Sundays
Final Consultation meeting 6-8 weeks prior to the wedding day
Communicate with wedding vendors ahead of the wedding day about load-in and load-out times as well as venue policies
Direct parking as needed
Answer guests’ questions about the history of the historic mansion
Provide vendors and guests with directions to different areas of the estate
Provide hospitality amenities
Check-in overnight guests
Monitor weather conditions for outdoor events
And more…
A venue coordinator ensures the space is prepared for your event, but they are not responsible for managing your vendors, handling your timeline, decorating, or troubleshooting issues outside of venue-related concerns. They are an essential part of your team, but not a replacement for a wedding planner or coordinator. A successful wedding will have both a venue coordinator and a wedding coordinator or wedding planner.
Who should rely on a venue coordinator?
Couples who have a planner or coordinator to handle the rest of the wedding logistics
Those hosting a simple wedding at the venue and are comfortable with family members or friends filling the role a wedding coordinator or planner would normally have
Brides, grooms, or newlyweds who want to ensure the venue logistics are seamless while focusing on their big day
Newlyweds in front of a historic mansion wedding venue in Michigan.
How to Decide If You Need a Professional Wedding Planner or Wedding Coordinator
Here’s the reality: many couples assume their wedding venue coordinator will handle everything. Then, the wedding day arrives, and they realize no one is cueing the wedding party for the ceremony, checking on the florist’s timeline, or ensuring the DJ is ready for the first dance.
Ask yourself:
Do you want full-service guidance? Hire a wedding planner.
Have you planned most of your wedding but need execution support? Hire a wedding coordinator.
Do you just need someone to handle the venue logistics? Your venue coordinator has you covered.
Are you hosting your wedding at a wedding venue in Michigan with a lot of moving parts? A planner or coordinator is crucial.
A stress-free wedding isn’t about luck. It’s about having the right people in place to make it happen. Take the time to assess your needs, budget, and wedding complexity. If you’re planning your celebration at a wedding venue near Grand Rapids, consider what level of support you need and reach out to a few of the area’s best wedding planners. Investing in the right professional can mean the difference between a day full of joy and one filled with unexpected chaos.
Your wedding is one of the most significant days of your life and it deserves meticulous planning and flawless execution. While each role; planner, coordinator, and venue coordinator play an important part, understanding their distinctions will help you build the perfect team for your event.Whatever your choice, making an informed decision ensures your wedding day is a celebration you can fully immerse yourself in, without the stress of logistics.
The Felt Estate is a non-profit organization aims to preserve history through preservation of the Estate; protect the environment with the responsible use of the natural and built environments; and educate through tours, classes, field trips, and seminars.
Click here to learn more about about mission.
Photography Credit: Justine Montigny
We’re proud to support locally owned wedding venues and vendors including: Holden Michael Events, La Joya Dulce, Ballroom at Windsor, The Bella Sera. If you’re a locally owned venue looking for a network of support for your small business, contact us.