You’ve probably heard it before: “It takes a village to pull off a wedding.” And it’s true — but not all vendors are created equal.
The difference between a stressful day and a seamless celebration often comes down to one thing: your wedding vendor team. As a Chicago wedding planner, I’ve seen how the right lineup transforms a good wedding into an extraordinary one. Today, I’m breaking down the must-have vendors you need to protect your peace, plus a few of my favorite categories right here in Chicago.
💼 Must-Have #1: Planner/Coordinator
Your vendor dream team starts with a planner or coordinator. We’re the ones connecting all the moving parts — confirming timelines, managing setup, and troubleshooting in real time. Without this role, vendors work in silos instead of as a team.
Chicago Angle: Chicago’s busy wedding season (May–October) is especially demanding, with multiple vendors juggling multiple events every weekend. Having a coordinator ensures your florist, DJ, and caterer are all on the same page — and that nothing falls through the cracks.
👉 Helpful Resource: Brides.com: What A Wedding Day Coordinator does
💎 Must-Have #2: Photographer + Videographer
Your memories live forever through the lens. A skilled photographer captures moments you’d otherwise miss — the look in your dad’s eyes, your guests laughing, the details you spent months planning. Videographers bring those memories to life with sound and motion.
Chicago Angle: With Chicago’s stunning venues — from historic ballrooms like The Drake to modern rooftops overlooking the skyline — you want pros who know how to navigate tricky lighting, weather, and city logistics. The right Chicago photographer/videographer team ensures your city backdrop is captured flawlessly.
👉 Helpful Resource: Chicago Style Weddings Vendor Guide
🌸 Must-Have #3: Florist + Design Partner
Florals and décor aren’t just “pretty details” — they set the tone, tell your story, and create ambiance for your guests. From lush ceremony installs to candlelit receptions, your florist translates your vision into a design experience.
Chicago Angle: Chicago is home to world-class floral designers who specialize in large-scale installs, draping, and luxury design. With iconic venues like The Rookery or Chicago History Museum, you’ll want a florist who knows how to customize designs for unique architectural spaces.
🎶 Must-Have #4: Entertainment
Your guests will remember how your wedding felt. And nothing drives energy and memories like music. A professional DJ or live band doesn’t just play songs — they read the room, keep the timeline moving, and create unforgettable moments.
Chicago Angle: From jazz quartets to high-energy DJs, Chicago’s music scene is unmatched. Pros here are seasoned at navigating multi-level venues, outdoor setups, and cultural traditions — ensuring every moment feels authentic.
🍴 Must-Have #5: Catering + Bar
The food and drinks are often the biggest investment — and one of the most remembered parts of your wedding. Professional caterers know how to balance presentation, timing, and guest experience in ways a DIY menu never could.
Chicago Angle: In a foodie city like Chicago, couples have incredible options — from elevated farm-to-table caterers to luxury culinary teams who create multi-course experiences. Partnering with the right catering vendor ensures your menu feels both local and personal.
Your vendor team isn’t just about checking boxes — it’s about creating an experience that feels seamless, elevated, and true to you. In a city like Chicago, where venues book quickly and vendor calendars fill fast, choosing the right team is essential to protecting your peace and bringing your vision to life.
Ready to start building your dream vendor team?
👉 Download my free Wedding Budget Priorities Worksheet to identify your must-haves. Or, if you’d like tailored recommendations for the best Chicago vendors, let’s chat.
