Pro Tips from Dan & Andrea DeWard on what various vendors should be handling regarding your planning and on your wedding weekend "and" what brides and grooms need to look out for.
A Planner helps guide the bride and groom through the entire planning process — from the first big decisions to the final details. They provide expert advice, help build a realistic budget and timeline, recommend trusted vendors, and make sure nothing important is overlooked.
A wedding planner’s role is to reduce stress, bring clarity, and help couples feel confident in every decision leading up to their wedding day. They are the "Go To" person on the wedding weekend for all vendors, guests and family reducing the inquiries the bride and groom (mainly bride) would be getting.
PRO TIP: from Dan & Andrea DeWard - Always verify the experience and background of the wedding planner you are looking to hire. Meet with them in person to make sure you are a good fit. This is very important as a wedding planning is with you throughout the entire process.
A day-of coordinator takes over the logistics leading up to the wedding (4-8 weeks out) and manages everything on the wedding day itself. Really should be called a "month-of coordinator". They create and run the timeline, communicate with vendors, oversee setup and transitions, and handle any issues behind the scenes.
Their role is to make sure the wedding day runs smoothly so the bride and groom can be fully present and enjoy every moment. Always verify the experience and background of the day of coordinator you are looking to hire.
A day-of coordinator’s role is to reduce stress, bring clarity, and help couples feel confident in every decision leading up to their wedding day. They are the "go to" person on the wedding weekend for all vendors, guests and family reducing the inquiries the bride and groom (mainly bride) would be getting.
PRO TIP: from Dan & Andrea DeWard - Always verify the experience and background of the day-of coordinator you are looking to hire. Meet with them in person to make sure you are a good fit. This is very important as a day-of coordinator is with you throughout the entire wedding weekend.
A venue manager is responsible for overseeing the wedding venue and its operations. They manage the venue space, staff, and policies, ensure the venue’s timeline is followed, and handle anything related to the building itself. A venue manager focuses on the venue’s needs and rules, not the couple’s overall wedding details or personal timeline. Good question to as a venue manager is "what do you not handle".
PRO TIP: from Dan & Andrea DeWard - Every venue has a different job description for their venue managers. Some are just there to unlock the doors and make sure you are out on time and others will be more involved helping create floor plans and navigating you and your guests. Be sure to ask your venue manager "What Don't You Handle". This will help clarify what a bride and groom will be responsible for and who you may want to add on to assist so everything runs smoothly.
A church provides the ceremony location and oversees the religious aspects of the wedding service. Church staff typically manage church policies, ceremony guidelines, and access to the building, and may coordinate with clergy for the ceremony itself.
While the church supports the ceremony, it does not manage the overall wedding timeline, vendors, or reception logistics outside of the service. Each church is unique with their policies so allows confirm what the church handles and what they do not handle.
PRO TIP: from Dan & Andrea DeWard - Confirm the times you have access to get ready and use the sanctuary for any pre-ceremony photos. Also ask when you need to be fully out of the sanctuary. This can affect your timeline depending on how you structure your wedding day photography.
I would also suggest asking the church if they have any restrictions on photography, videography and any floral or decor items on the alter area.
Tent and chair rental companies provide and set up the rental items needed for the wedding, such as tents, chairs, tables, and related equipment. Their role is focused on delivery, setup, and pickup according to the rental agreement.
While they supply the physical items, they do not manage the wedding timeline, coordinate other vendors, or oversee the flow of the wedding day.
PRO TIPS: from Dan & Andrea DeWard - Highly recommend a site check with the rental company prior to reserving your tent and/or rental items. You want to confirm their is appropriate access for set up. You also want to verify the correct tent size for the area you have available and make sure their is nothing restricting your from putting up the tent (using stakes in ground, etc - Miss Dig).
Flag / Mark Yard
Also, confirm the exact path the tent set up crew will be using and flag/mark any important items like up lights or landscaping so they are not damaged those during set up or tear down. Always have someone present and overseeing the set up and tear down process.
Extra Space Needed for Spikes
When you measure your area for your tent keep in mind you will need 5'-10' extra around the tent for the spikes and rope used the secure the tent.
Sidewalls
Ask the tent company if you can easily open and close the sidewalls to the tent, if needed, due to weather. Some tent styles can slide open easy and some can not. You don't want to learn this on the day of the wedding when it's needed.
Power
Be sure you have access to enough power outlets that can be run to the tent for lights, DJ, fans, etc. Many times you need two or three dedicated 20 amp outlets, especially if running long extension cords. The longer the extension cord the more resistance. Be sure to use thicker gauge extension cords also as that helps reduce resistance to help avoid breakers from tripping.
Dance Floor
Also, if renting a dance floor, make sure the ground is level so one end of the dance floor is not sticking up above the ground creating a trip hazard. Not good, especially later in the night after a couple drinks.
Lights Inside Tent
If you are running bistro lights and/or chandeliers make sure you have the ability to turn some or all of them off when the dancing portion begins. If you have a lot of bistro lights sometimes it is too bright inside the tent later in the night and doesn't fit the mood well for dancing. Typically your DJ will bring lights will be used around the dance floor area. Ideally you can at least unplug lights right around the dance floor (if you prefer).
Propane Heaters
This is good to have as a backup just in case needed. Just be sure the rental company shows you exactly how to operate the heater once they have fully set up and confirm the heater works and the propane tank if full.
PRO TIPS: from Dan & Andrea DeWard - If you are getting married in Michigan, your marriage license must be obtained through a County Clerk’s Office. Where you apply depends on whether one of you lives in Michigan or both of you live out of state.
If one or both live in Michigan
If at least one person lives in Michigan and the wedding will take place in Michigan, the marriage license must be obtained from the county where one of the applicants resides.
If neither person lives in Michigan (out-of-state couples)
If neither the bride nor groom lives in Michigan, but the wedding is being held in Michigan, the marriage license must be obtained from the county where the wedding ceremony will take place. NOTE: Confirm the county your ceremony location is in prior to applying.
What couples typically need to apply
Most Michigan counties require:
Important Reminder
Marriage license requirements can vary slightly by county. Couples should always confirm current fees, documents, and appointment requirements with the local County Clerk’s Office before applying.
Why This Matters
Applying in the correct county — and at the right time — helps avoid delays and last-minute stress before the wedding day.
West Michigan County Website Links
Each link goes directly to a county clerk or official site where couples can:
SAVE THE DATE CARDS
Save the dates are sent to guests to let them know when and where the wedding will take place so they can plan ahead. They should include the wedding date, city and state, and a note that a formal invitation will follow. Save the dates are typically sent 6–9 months before the wedding, or earlier for destination weddings, to give guests time to request time off and make travel arrangements.
WEDDING INVITATIONS
Wedding invitations formally invite guests to the ceremony and reception and provide the complete details of the wedding day. Invitations should include the couple’s names, wedding date, ceremony start time, full venue name and address, reception details (if at a different location), dress code (if applicable), and RSVP instructions. Many couples also include a wedding website for additional information like accommodations, registry, and FAQs.
Wedding invitations are typically sent 8–12 weeks before the wedding (earlier for destination weddings). RSVPs should be requested 3–4 weeks before the wedding date, giving enough time to finalize catering counts, seating charts, and rentals.
PRO TIPS: from Dan & Andrea DeWard
Save The Dates
You can keep the Save The Dates simple. People seem to like a 4x6 size they can hang on their refrigerator and maybe design so they could cut out a photo of the couple and save in a small frame later.
Wedding Invitations
You can go high end but again, it's not really necessary. Some people save the invitation but honestly, most people don't. When looking at invitations to mail always be sure to confirm the envelope sizes as those can determine the cost in postage (if budgeting).
Some have gone to digital invitations or a combination of printed invitation that is mailed by digital RSVPs to save time and print costs for RSVP cards (and additional stamps).
BRIDE'S DRESS
A bridal gown salon helps a bride find and order her wedding dress and guides her through the gown selection process. When starting to look, brides should know that most wedding dresses are made to order, meaning they are not purchased off the rack. Brides typically begin shopping 9–12 months before the wedding to allow time for ordering, delivery, and alterations.
Once a gown is ordered, it usually arrives 4–6 months later. Alterations are typically handled separately by an in-house seamstress or a recommended tailor and usually begin 6–8 weeks before the wedding. Most brides plan for multiple fittings to ensure the dress fits perfectly on the wedding day.
If you search, you may find a wedding dress off the rack this will save you time.
PRO TIP: from Dan & Andrea DeWard - Starting early avoids rush fees, limited options, and unnecessary stress.
BRIDESMAIDS DRESSES
Bridesmaid dresses are chosen to coordinate with the wedding style and color palette while allowing each bridesmaid to feel comfortable and confident. Brides typically begin selecting bridesmaid dresses 6–8 months before the wedding to allow time for ordering, shipping, and alterations. Many dresses are made to order or require special sizing, so ordering early helps avoid rush fees and limited availability.
Alterations are usually handled individually by each bridesmaid with a local tailor and typically take place 4–6 weeks before the wedding. Clear communication about dress deadlines, colors, and ordering instructions helps keep everyone on track and reduces last-minute stress.
BRIDESMAID DRESS TIMELINE
PRO TIP: from Dan & Andrea DeWard - Ordering early keeps timelines smooth — and friendships happy.
Tuxedo and suit rental providers supply formalwear for the groom and wedding party and help coordinate styles, colors, and sizing. They handle fittings, rentals (or purchases), and final pickups based on the wedding date. While they provide the attire itself, tuxedo and suit companies do not manage the wedding timeline, oversee day-of logistics, or coordinate with other vendors beyond the formalwear.
Here is a good timeline to guide you in tuxedo or suit rentals.
RETURNS (For Rentals)
Be sure to coordinate how all the tuxedos and suits will be returned after the wedding. Guys can return them individually or your can assign one person to return all of the rented tuxedos and suits.
PRO TIPS: from Dan & Andrea DeWard - Always get measures by a professional (very important). This will help avoid the tuxedo or suit from not fitting correctly as your approach the wedding day. If you lose or gain weight always be sure to get measured again to update.
If trying to match accent colors (vest & tie) with bridesmaids dresses, don't use photos online or printed as though can have filters added adjust the color slightly. Instead, request a color swatch of the bridesmaids dress or ask the tuxedo rental company for a sample swatch so you can match fabric to fabric.
VERY IMPORTANT -Ask your tuxedo or suit company how things are exchanged the week of the wedding if something doesn't fit when you try it on. Many stores get their rentals shipped in from out-of-state. Ideally you want to work with a local rental company that has quick access for exchanges so you can avoid having to come back or wait days to get the correct size.
A wedding photographer captures the moments, details, and emotions of the wedding day through professional images. They help create the photography timeline (with input from other vendors), guide portraits and group photos, and document both planned and candid moments throughout the day. For full wedding day coverage, two photographers are ideal to ensure important moments are not missed.
An experienced wedding photographer helps keep photography-related events on schedule, particularly during the earlier part of the day leading into the reception. Once the reception begins, the DJ or MC typically takes over managing the reception timeline. Photographers do not manage vendors, control venue logistics, or oversee the overall wedding day timeline.
A professional wedding photographer should be skilled in both candid, photojournalistic-style imagery and formal posed portraits with the couple and immediate family. They should also have the proper equipment and technical knowledge to confidently photograph in a variety of lighting conditions, including bright outdoor settings and low-light ceremonies and receptions.
Photographers capture the day — they don’t run the day — which is why wedding planners and day-of coordinators still play an essential role.
PRO TIPS: from Dan & Andrea DeWard - Make sure you are meeting with any photographer you are interested before booking. It is very important that you both click well and are comfortable with each other. This make a huge difference in how your photographs could turn out if you are feeling relaxed with the photographer.
Confirm the number of coverage hours in your photography package and make sure that is aligning well with the flow of your day. That way you aren't rushing anything or "faking" formal dances just so the photography can catch something before they leave.
Confirm the turn-around time when you will receive your photographs after the wedding and how they will be delivered (including a copyright waiver, if getting all the files). Make sure that is clear. VERY IMPORTANT...
Also, if there are two photographers, ask about the second photographers experience also and how long they have worked together with weddings.
A wedding videographer captures the movement, sound, and emotion of the wedding day through professional video, documenting moments such as the ceremony, vows, speeches, and reception highlights. The final film complements photography by preserving not just how the day looked — but how it sounded and felt.
Earlier in the day, two videographers can be helpful for capturing multiple angles during getting-ready moments and the ceremony, though one experienced videographer can also provide strong coverage. During the ceremony, multiple camera angles and high-quality audio — such as a lapel microphone for the officiant or couple — are essential. Clear audio is just as important as beautiful visuals. After the ceremony, one videographer is typically sufficient for reception coverage.
Throughout the wedding day, a videographer usually follows the lead of the photographer, working together to capture the same moments from different perspectives without interfering with one another. Strong communication and teamwork ensure smooth coverage and better results. It is always beneficial when the photographer and videographer have worked together before, as familiarity leads to more seamless collaboration.
Videographers help keep video-related moments on track, but they do not manage vendors, control venue logistics, or oversee the overall timeline. Their role is to capture the day — not run it.
When photographers and videographers work well together and “play nice in the sandbox,” the couple receives the best possible final result.
PRO TIPS: from Dan & Andrea DeWard - Confirm the videographer has good experience with weddings and knows how to handle the flow along with other photographers. Videographers are typically a little quieter capturing the day as photographers will be the ones mainly setting up shots. A videographer will typically have a few unique images they would like to also capture.
Confirm the number of camera angles that will be used during the ceremony "and" that there will be a good audio source to clearly capture the vows, ring exchange, etc.
Confirm the number of coverage hours in your photography package and make sure that is aligning well with the flow of your day. That way you aren't rushing anything or "faking" formal dances before videographer leaves.
Confirm the turn-around time when you will receive your edited video after the wedding and how they will be delivered. Also ask if you are getting the full version of the ceremony and/or a shorted highlighted version. VERY IMPORTANT...
Floral and décor design sets the visual tone and atmosphere of the wedding day through flowers, styling, and thoughtfully curated details. This includes personal flowers such as bouquets and boutonnieres, ceremony and reception arrangements, tablescapes, and décor elements that support the couple’s overall vision and color palette.
At Full Circle Weddings, floral and décor design is led by Andrea (mom) and Erika (daughter) — a mother-and-daughter team in the floral industry who combine creativity, experience, and attention to detail to bring each couple’s vision to life. They work closely with couples to design a cohesive look that reflects the wedding style while staying functional for the space and timeline.
Their role includes design planning, preparation, delivery, setup, and placement of floral and décor elements according to the agreed-upon plan. While floral and décor teams focus on creating the look and feel of the wedding, they do not manage the overall wedding timeline, coordinate vendors, or oversee event logistics unless contracted to do so.
Experienced designers understand how flowers and décor perform in different environments, lighting conditions, and temperatures, and collaborate with the planner, coordinator, and venue to ensure smooth installation and timing.
Floral and décor create the atmosphere — coordination ensures everything comes together seamlessly.
PRO TIPS: from Andrea DeWard - Be careful trying to match floral colors up from bouquet photos you find online or created by AI. Many times photos online have had filters added and can alter the actual color of a specific flower or bouquet style.
Meet with Andrea and Erika with Full Circle Weddings to discuss colors in details and what flower types might best for your time of the year and budget. There are so many variables with floral so it is important to take the time to meet your florists to discuss details and receive a correct quote. Andrea and Erika can also give suggestions on alternative flowers that might be more cost effective and still look amazing if on a budget.
Wedding transportation providers supply vehicles such as limousines, party buses, shuttles, and specialty vehicles to safely transport the wedding party and guests between locations. Their role includes scheduled pickups, drop-offs, and transportation based on the contracted timeline and route.
An experienced wedding transportation provider understands timing buffers, loading and unloading logistics, and local travel considerations. Working closely with the planner or coordinator helps ensure transportation stays aligned with the wedding day flow and avoids delays.
Transportation companies focus on driving and logistics related to the vehicle itself. They do not manage the overall wedding day timeline, direct the wedding party, or coordinate with other vendors beyond transportation needs. Clear scheduling and communication are essential to keep everything running smoothly.
Transportation moves the wedding — coordination keeps it on schedule.
PRO TIPS: from Dan & Andrea DeWard - Make sure the vehicle you have selected for your wedding is specifically listed in the agreement when you book your date and make sure you understand the policy if your specific vehicle becomes unavailable for any reason (what is the backup plan).
Not a bad idea to have a little extra room so if you have 10 in your wedding party maybe look for a 14 passenger (or larger) incase you bring along a cooler or your have a photographer / videographer ride along with you at any point.
Ask transportation company what their driver dress attire is for weddings. That way you know and can confirm if fits well with what you are looking for. Doesn't look to good if the driver is dressed very casual for a wedding.
A wedding caterer is responsible for preparing and serving food and beverages for the wedding day. This includes menu planning, food preparation, service staff, and meal service according to the contracted package. Caterers often assist with meal timing based on the reception schedule and work closely with the venue to meet kitchen and service requirements.
An experienced wedding caterer understands guest flow, meal pacing, and service efficiency, and collaborates with the planner, coordinator, DJ/MC, and venue to keep dinner service running smoothly.
While caterers play a key role in the flow of the reception, they do not manage the overall wedding day timeline, coordinate vendors outside of food service, or oversee event logistics beyond the catering scope unless specifically contracted to do so.
Catering fuels the celebration — coordination keeps it running on time.
PRO TIPS: from Dan & Andrea DeWard - Be sure you are confirming the number of staff that will be provided by the catering company hired based on your final count and style of dinner provided (plated, family style or buffet).
Ask catering what you can expect in the staff attire. Ideally the staff is all dressing professional typically in black and white so easily blends in and matches with what your color theme is.
Confirm caterers will have all hardware items including table settings, bar, buffet chaffers, appetizer table, etc) set up at least 30 minutes prior to your start time for the reception. Guests typically arrive a few minutes early and the presentation is more elegant when everything is all set up verses catering hurrying to finalize things.
Be sure to taste test to not only experience the food but also learn about how well the caterer handles the process with you. Make sure you feel comfortable.
Wedding cake designers and dessert vendors create the cake and dessert displays for the wedding day based on the bride and groom's requests. Their role includes consultation, design, baking, delivery, and setup of the cake and/or dessert table according to the agreed-upon design and menu.
An experienced cake or dessert vendor understands temperature, storage, and display considerations, especially for outdoor or warm-weather weddings. They typically work with the planner, coordinator, venue, and caterer to confirm setup timing and cake-cutting logistics.
Cake and dessert professionals focus on the presentation and quality of their products. They do not manage the overall wedding timeline, coordinate vendors, or oversee event logistics beyond their dessert setup unless specifically contracted. Clear communication regarding delivery times, cutting instructions, and display location helps ensure a smooth setup.
Desserts delight the guests — coordination keeps everything sweet and on schedule.
PRO TIPS: from Dan & Andrea DeWard - If you are doing a dessert table with smaller size pieces be sure to order plenty of extra as guests always like to try one of each. You don't want to run out before all the guests can get through the dessert table!
If ordering a custom cake, let the cake company deliver and set up your cake. Much less stressful - We have witnessed it many times where the couple will have a family member pick up the cake and the family member places the cake in their car seat (angled seats) and the cake slides while driving, damaging one side of the cake. Over the years Andrea (floral designer) has had hide those damaged areas many times with flowers :).
Live ceremony musicians provide music for the wedding ceremony and prelude, creating an elevated and emotional atmosphere as guests arrive and the ceremony begins. Their role includes performing selected pieces for guest seating, the processional, ceremony moments, and the recessional according to the agreed-upon music selections.
Ceremony musicians focus on musical performance and timing related to the ceremony itself. They do not manage the overall wedding timeline, cue the wedding party, or coordinate vendors unless specifically contracted to do so. Clear communication regarding song selections, cues, and ceremony flow is essential for smooth transitions.
Experienced ceremony musicians work closely with the planner, coordinator, officiant, and DJ (if applicable) to ensure music cues align perfectly with entrances, readings, and key moments.
Live music sets the tone for the ceremony — coordination ensures every moment flows beautifully.
PRO TIPS: from Dan & Andrea DeWard - Be sure musicians are familiar with the ceremony venue and they share the amount of space they require for their set up, including any power needs (if any).
Request musicians arrive plenty early and be fully set up and prepared to play at least 30 minutes prior to your ceremony start time. Guests arrive early and you don't want people still running around setting up or doing sound checks.
If musicians are playing music for the processional and recessional, be sure musicians know who to take a signal from to begin playing or transition into new song when the bride enters. Also, make sure their is a good line of sight between the person giving the signal and the band member watching for it.
A wedding DJ / MC provides music, sound support, and announcements for the ceremony and/or reception. For the ceremony, they manage microphones, music cues, and sound levels to ensure guests can clearly hear vows and readings. For the reception, they control the music flow, make announcements, introduce formal events, and help guide guests through key moments such as entrances, toasts, first dances, and open dancing.
The DJ / MC typically leads the reception timeline, working closely with the planner or coordinator to keep events moving smoothly and on schedule. While they play a central role during the reception, DJs do not manage vendors, oversee décor setup, or control venue logistics beyond sound and music needs.
An experienced wedding DJ / MC understands crowd flow, pacing, and timing, and knows how to read the room while staying aligned with the planned timeline. Clear communication with the planner, coordinator, photographer, videographer, and venue is essential to ensure announcements and music cues happen at the right moments.
PRO TIPS: from Dan DeWard - Hire an experienced DJ with good professional audio equipment including microphones. Lighting is a bonus but not as important as audio quality. For weddings, the DJs set up should be streamlined and visually appealing (not looking like a rock concert with 10 old floor speakers all stacked up). Also, know exactly who your DJ will be at your wedding "before you book" any company. You don't want to be surprised a couple weeks before your wedding by just finding out who your DJ is. Some companies say "once we know your details we will then see who is the best fit for your wedding"... We don't recommend this. Find out immediately and have that DJs name in your agreement.
Music sets the energy — coordination keeps the celebration on track.
A wedding reception band provides live music and entertainment for the reception, creating an energetic and engaging atmosphere for guests. In addition to performing live music, an experienced wedding band will assist with MC duties when a DJ is not present, including making announcements, introducing formal events, and helping guide the flow of the reception.
Wedding bands familiar with receptions understand the pacing of events such as grand entrances, dinner service, toasts, and special dances. To keep energy consistent throughout the night, many professional bands continue playing recorded dance music during their scheduled breaks so the dance floor remains active.
A quality wedding band is able to perform a wide variety of cover songs across multiple genres and decades, allowing guests of all ages to enjoy the music and feel included. Strong communication with the planner, coordinator, venue, photographer, and videographer ensures music cues and announcements happen at the right moments.
A good Band along with a good DJ is a perfect combination for a wedding for people who love live music but want that DJ available taking requests from guests while the band is taking a break.
Live music creates the vibe — experience keeps the reception flowing smoothly.
PRO TIPS: from Dan & Andrea DeWard - Be sure to confirm with your venue to make sure you have appropriate power sources and space required by the band you have selected. This can be different for each band and you don't want any surprises the day.
Confirm band will be loaded in and set up at least 30 minutes prior to guests arrival (guests typically show up a little early).
Confirm with your band that their will not be any dead air (no music playing) when they take breaks. If the band is playing pre-set music during breaks confirm they are songs that you have requested for your wedding.
Confirm if the band is bringing lights for the dance floor (if that is important to you later in the night).
Confirm the band is familiar with the flow of a wedding reception and if they will be handing the announcements including the introductions, toast(s), prayer, cake cutting, formal dances "and" make sure they have a wireless handheld mic available at the head table for the toast(s) and prayer.