The Ultimate Chicago Wedding Planning Checklist

Planning a wedding in Chicago isn’t just about selecting colors and tasting cakes—it’s a full-scale production with moving parts, logistics, and details that can quickly become overwhelming. That’s why we’ve created this ultimate Chicago wedding planning checklist—a localized, inclusive, and easy-to-follow guide for couples just starting their journey. Whether you're planning a traditional ceremony, a multicultural celebration, or an intimate elopement in Millennium Park, this guide will walk you through every step—while showcasing how we at Nova Photos can support your special day with stunning visuals and seamless service.

Why Every Chicago Couple Needs a Local Wedding Planning Checklist

Weddings in Chicago are as unique as the city itself, and planning one comes with very specific nuances that couples outside the area might not consider. From unpredictable weather to permit regulations and vendor availability, every decision can have ripple effects.

Having a detailed Chicago wedding planning checklist ensures you:

• Stay ahead of permit deadlines for popular venues like Lincoln Park or the Alfred Caldwell Lily Pool.
  
  
• Account for seasonal weather variations that may impact outdoor ceremonies or photo sessions.
  
  
• Align with peak vendor availability—especially photographers and videographers who book fast during wedding season.
  
  
• Incorporate cultural, religious, or LGBTQ+ elements with inclusive vendors who understand your vision.
  
  

Chicago offers a dynamic mix of traditional ballrooms, rooftop spaces, lakefront venues, and historic buildings. This variety is beautiful but demands precise planning. You don’t want to fall in love with a venue only to find out it’s already booked or requires a city permit you didn’t apply for.

Our team at Nova Photos has supported more than 200 weddings throughout Chicago and the surrounding suburbs. We’ve seen what works—and what causes stress—and this guide reflects real insights that can save you time, money, and worry.

Unique Challenges of Planning a Wedding in Chicago

Planning a wedding in Chicago means planning for more than just your love story—you’re also planning around the city’s quirks.

Here are a few unique factors:

• Weather unpredictability: Chicago weather can shift drastically—even in summer. You may need to book backup indoor spaces for outdoor ceremonies.
  
  
• Permit limitations: Many popular outdoor photo and ceremony spots like Grant Park or the Chicago Riverwalk require permits and strict timing windows.
  
  
• Traffic & parking: City traffic can derail your schedule. Always build in extra time for vendor arrivals, guest travel, and transportation logistics.
  
  
• Venue timelines: Chicago venues can be high in demand. Booking 12–18 months in advance is common, especially for top-tier or waterfront spaces.
  
  

When you plan with a city-specific strategy, you ensure that nothing is left to chance. Our wedding photography and videography packages are designed to work seamlessly with Chicago’s pace and personality, helping you focus on the moments that matter.

12-Month Wedding Countdown: A Month-by-Month Checklist

Here’s your 12-month Chicago wedding planning checklist, broken down into easy phases.

12–9 Months Out: Book Your Venue, Photographer, and Key Vendors

This is the foundation phase. Start with the big-ticket items.

What to do:

• Set your wedding date and budget.
  
  
• Book your venue—visit in person if possible to visualize logistics.
  
  
• Hire your wedding photographer and videographer. Popular vendors like Nova Photos book 9–12 months in advance.
  
  
• Secure other critical vendors: caterer, planner/coordinator, officiant, entertainment.
  
  
• Consider engagement photo sessions—we offer bundled pricing when you book early.
  
  

Tips:

• Ask about photo restrictions at your venue.
  
  
• Discuss backup weather options early.
  
  
• Start envisioning your day-of timeline with your photographer’s input.
  
  

9–6 Months Out: Engagement Shoot, Dress Shopping, Save-the-Dates

Now you move from booking to visualizing.

Key tasks:

• Schedule your engagement shoot—ideally with your wedding photographer to build comfort.
  
  
• Shop for wedding attire—bridal gowns may require 3–6 months for delivery and alterations.
  
  
• Send save-the-dates (especially if your wedding falls during peak Chicago seasons).
  
  
• Book accommodations for out-of-town guests.
  
  

Bonus:

• Your engagement shoot can double as your trial run with your photographer. We guide couples through posing, angles, and Chicago’s most photogenic backdrops.
  
  

6–3 Months Out: Menu Tasting, Finalizing Décor, Venue Walk-Through

Time to firm up the vision.

To-do list:

• Menu tastings with your caterer.
  
  
• Finalize décor decisions (flowers, rentals, lighting).
  
  
• Plan ceremony flow and write vows.
  
  
• Do a venue walk-through with your planner and photographer to visualize timing and transitions.
  
  
• Order wedding bands.
  
  

Photography tip: Use this visit to plan key photo moments—especially golden hour options if outdoors.

3–1 Months Out: Timeline Planning, Beauty Trials, Vendor Coordination

Now it’s about making sure every detail syncs.

Checklist:

• Confirm all vendor arrival and departure times.
  
  
• Build your day-of timeline—photography should lead this discussion to ensure light, flow, and mood are optimized.
  
  
• Do hair and makeup trials.
  
  
• Finalize shot list with your photographer. Nova Photos offers both photo and video services to help streamline this process.
  
  
• Send formal invitations.
  
  

Pro tip: Ask vendors about delivery, setup, and cleanup windows—especially in tight city venues.

1 Month & Final Week: Rehearsal, Checklist Review, Emergency Kit

It’s almost showtime!

Final week essentials:

• Confirm headcounts with caterer and planner.
  
  
• Attend your rehearsal and rehearsal dinner.
  
  
• Pack a wedding day emergency kit (we’ll include a downloadable one soon!).
  
  
• Ensure payments and vendor gratuities are prepped.
  
  
• Check your final checklist—Nova Photos clients receive a pre-wedding guide to ease final coordination.
  

Special Considerations for Multicultural and LGBTQ+ Weddings

At Nova, we’ve proudly worked with couples across cultural, religious, and LGBTQ+ backgrounds. Here’s what you need to know:

Religious/Cultural Timeline Adjustments

• Indian weddings may span several days with Mehndi and Sangeet.
  
  
• Jewish ceremonies might require a chuppah and Ketubah signing.
  
  
• Catholic weddings may have church-only ceremony requirements with time restrictions.
  
  

Planning tip: Adjust photography timelines for ceremonial prep and customs. We have experience capturing the richness of these traditions respectfully and beautifully.

Inclusive Vendors & Bilingual Team Recommendations

• Choose vendors familiar with your values and customs.
  
  
• Seek out bilingual or multicultural vendors—especially helpful for speeches, signage, and officiating.
  
  

We can recommend a network of inclusive Chicago vendors who align with your needs. Our approach to multicultural weddings in Chicago is always collaborative and respectful—we listen before we shoot.

How to Prep for Photography & Videography

This part of the process often gets rushed, but photography is one of the only things that lasts long after the vows.

Creating a Photo/Video-Friendly Timeline

• Allocate 60–90 minutes for couple portraits.
  
  
• Build in time for first look photos.
  
  
• Ensure transportation schedules allow for photo stops if desired.
  
  

We’ll help you plan around lighting, logistics, and weather. Our packages include timeline consultations, so everything flows naturally.

Must-Have Shot List Tips

• Family groupings (by side and combined).
  
  
• Key moments: first look, vows, first dance, cake cutting.
  
  
• Cultural details (henna, prayer circles, heirlooms).
  
  

We encourage clients to give us 10 “must-have” shots—we’ll handle the rest with our journalistic approach.

Ceremony, Reception, Group Photos

• Assign a family wrangler or point person for group shots.
  
  
• Decide on unplugged or phone-friendly ceremonies.
  
  
• Ensure speeches and dances are timed well for video transitions.
  
  

Want ideas? Visit our wedding portfolio to see how we balance posed elegance with candid emotion.

Chicago Wedding Permits & Venue Requirements

Yes, Chicago is gorgeous—but you need permits to access many public gems.

Popular Outdoor Venues That Need Permits

• Lincoln Park Zoo & Conservatory
  
  
• North Avenue Beach
  
  
• Alfred Caldwell Lily Pool
  
  
• Millennium Park
  
  
• Garfield Park Conservatory
  
  

Each location has rules on timing, guest size, photography gear, and sound amplification.

How Far in Advance to Apply

• Apply at least 90 days before your date.
  
  
• Some permits are managed by the Chicago Park District; others by private institutions.
  
  
• Be ready to pay a fee and provide insurance details (many vendors can help with this).
  
  

Seasonal Considerations (Spring/Summer)

• Spring blooms are stunning in May but often overlap with prom season.
  
  
• Summer weekends are packed—book vendors and permits as early as possible.
  
  
• Outdoor lighting changes fast—sunset photos need strategic timing.
  
  

As your photographer, we handle all lighting logistics. Just focus on saying “I do.”

Digital Tools & Printable Checklist Download

We believe in blending timeless memories with modern tools.

PDF Wedding Checklist Download

We’ve prepared a printable wedding checklist tailored for Chicago couples. It includes:

• A vendor booking timeline
  
  
• Cultural considerations
  
  
• Permit and license info
  
  
• Photography tips
  
  

We’ll soon have it available on our site. In the meantime, inquire via our availability page and we’ll send you an advance copy.

Apps for Budget, Vendor Management

Top tools to try:

• Zola for guest lists and websites
  
  
• Trello or Asana for collaborative planning
  
  
• The Knot for venue/vendor research
  
  
• HoneyBook for invoice and contract tracking
  
  

We’re happy to integrate with whatever tools you use. Our goal is to simplify—not add stress.

Bonus Tips from a Chicago-Based Photography Studio

After documenting more than 200 weddings across Chicago, here are some final, real-life takeaways.

Nova’s Experience With 200+ Weddings

• Timing is everything. Sunset only lasts 20 minutes—plan wisely.
  
  
• Rain? Don’t worry—we’ve shot dreamy rainy-day weddings with backup plans.
  
  
• Multicultural weddings shine when rituals are respected and time is allowed to capture them authentically.
  
  

We always scout locations in advance and carry backup gear. That’s peace of mind you can count on.

What Couples Forget to Include

• Sunset time—vital for golden hour portraits.
  
  
• Microphones and audio for ceremony filming.
  
  
• Vendor meals—yes, your vendors need to eat too!
  
  
• A point person for guests who need directions or accessibility support.
  
  

Let us be more than just your photographer—think of us as your visual partner in this once-in-a-lifetime moment.

If you’re looking for a full-service experience—from engagement shoot to the final album—we’d love to hear from you. Visit our availability page or explore our photography pricing options to get started.

Your Chicago wedding deserves a checklist that’s as thoughtful and vibrant as the city itself. We’re here to make sure every memory is beautifully captured.