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Beyond ChiavariEvent Rentals · Chicago
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Free planning guide

Who to hire for your event, and when.

Every vendor your event might need, in the order to book them, with the questions to ask and where each one overlaps with rentals so nothing gets missed or booked twice.
Find my vendor listTrack it in My Events
Wedding reception with round tables, gold Chiavari chairs and candlelight
A big event can mean a dozen vendors arriving on one day.

The booking timeline

Book in this order

Typical months before the event to reserve each vendor for a peak-season date. Smaller and off-peak events can move faster.

When to book each event vendorVenue: about 12 months before. Planner or day-of coordinator: about 10 months before. Caterer: about 9 months before. Photographer or videographer: about 9 months before. Tent and structures: about 6 months before. DJ, band or AV: about 6 months before. Officiant: about 6 months before. Furniture and tableware rentals: about 5 months before. Florist and decor: about 5 months before. Cake and desserts: about 4 months before. Bar service: about 3 months before. Lighting: about 3 months before. Photo booth and entertainment: about 2 months before. Permits and the city: about 2 months before12 mo9 mo6 mo3 moEventVenuePlannerCatererPhotographerTent and structuresDJ, bandOfficiantFurniture and tableware rentalsFlorist and decorCake and dessertsBar serviceLightingPhoto booth and entertainmentPermits and the city
Dots show when to book; bars run to the event day.

By event

Your vendor list

Which vendors each kind of event needs: essential or often hired
EventEssentialOften added
Wedding
Indian wedding or sangeet
Quinceañera
Corporate event or gala
Backyard party
Graduation open house
Bridal or baby shower
Park or community event

Every vendor

What they do, what to ask

  • Venue

    The room or site, its rules, and often its own tables, chairs and staff.

    When to book: First, as soon as you have a date range and a rough guest count. Popular Saturdays go 12+ months out.

    Ask them

    • What tables, chairs and linens are included, and can we bring our own?
    • What is the load-in and load-out window for vendors?
    • Do vendors need a certificate of insurance?
    • What is the seated capacity with round tables and a dance floor?

    Rentals overlap: Ask what's included before you rent. Many halls include basic banquet chairs, so you might rent only upgrades.

    What Chicago venues require from rental vendors

  • Planner or day-of coordinator

    Keeps the timeline and vendors on track. A day-of coordinator usually starts 4-8 weeks out.

    When to book: Right after the venue for full planning; 2-4 months out for day-of coordination.

    Ask them

    • Full planning, partial or day-of only?
    • How many events do you take on one date?
    • Do you run the vendor timeline and confirm deliveries?

    Rentals overlap: Share your rental order with them so they can check it against the floor plan and the delivery window.

  • Caterer

    Food, service staff and sometimes plates, glasses, linens and chafers.

    When to book: Soon after the venue, especially for weddings and cultural celebrations with specific cuisine.

    Ask them

    • Do you bring plates, flatware, glassware and linens, or should we rent them?
    • How many staff per guest for buffet vs plated?
    • Do you need a prep tent or kitchen space?
    • Is the bar included, and are you licensed to serve alcohol?

    Rentals overlap: The biggest overlap. Get the caterer's equipment list in writing so you don't rent (or miss) dinnerware, chafers or a prep tent.

    Dinnerware rentals

  • Photographer or videographer

    Captures the day. In-demand photographers book a year out for peak Saturdays.

    When to book: 6-12 months out for weddings; 1-3 months for parties and corporate events.

    Ask them

    • How many hours, and is a second shooter included?
    • What lighting do you need for evening shots?
    • When will we get the photos?

    Rentals overlap: Plan lighting with them. Check sunset for your date so portraits land in golden light.

    Sunset and darkness for your date

  • Tent and structures

    Tents, sidewalls, flooring, heaters and the permits that come with them.

    When to book: 4-8 months out for May-October weekends; tents are among the first rentals to sell out.

    Ask them

    • What size fits our guests, tables and dance floor?
    • Stakes or weights, and who calls 811 (JULIE in Illinois)?
    • Does our town need a tent permit, and who applies?
    • Are sidewalls and heaters included or extra?

    Rentals overlap: Book the tent and the furniture together so sizes, layout and delivery times line up.

    What size tent do I need?

  • Furniture and tableware rentals

    Chairs, tables, linens, dinnerware, glassware, lounge, decor, dance floors and lighting.

    When to book: 3-6 months out for weddings and big parties; 4-8 weeks for smaller events, earlier for specialty chairs on peak dates.

    Ask them

    • What's the delivery window, and is setup and breakdown included?
    • Is there a damage waiver, and what does it cover?
    • When is the final count due?
    • How should linens and dishes be packed for return?

    Rentals overlap: This is what we do: one itemized quote from vetted Chicago-area rental companies.

    Build a free rental quote

  • DJ, band or AV

    Music, microphones for speeches, and sometimes dance floor lighting.

    When to book: 6-9 months for wedding Saturdays; 1-3 months for parties and corporate events.

    Ask them

    • How much power do you need, and where?
    • Do you bring microphones and speakers for the ceremony?
    • What size dance floor and stage do you need?

    Rentals overlap: Share the dance floor size and power needs, and ask whether you need a generator outdoors.

    Dance floors and staging

  • Florist and decor

    Centerpieces, arches, aisle decor and installations.

    When to book: 4-8 months out for weddings; 1-2 months for parties.

    Ask them

    • Do you supply vases, arches and candle holders, or should we rent them?
    • When do you need access to set up?
    • Do you collect your items after the event?

    Rentals overlap: Arches, flower walls and candle holders can come from the florist or a rental company. Decide who brings what.

    Decor rentals

  • Officiant

    Leads the ceremony; for weddings, also handles the license paperwork with you.

    When to book: 4-9 months out.

    Ask them

    • Will you attend the rehearsal?
    • Do you need a microphone or a table?

    Rentals overlap: Ceremony chairs, an aisle runner and a small signing table are easy to forget.

  • Cake and desserts

    Cake, dessert table or sweets bar.

    When to book: 3-6 months out.

    Ask them

    • Do you bring stands and serving pieces?
    • Does the cake need refrigeration or a shaded table?

    Rentals overlap: You'll usually need a dedicated round table, a linen and cake plates.

  • Bar service

    Licensed bartenders, sometimes with the bar itself and glassware.

    When to book: 2-4 months out; your caterer or venue may already cover it.

    Ask them

    • Are you licensed and insured to serve?
    • Do you bring a bar, ice and glassware?
    • How many bartenders per guest?

    Rentals overlap: Portable bars, coolers and glassware are common rental add-ons.

    Glassware rentals

  • Lighting

    Uplighting, string lights, pin spots and outdoor lighting.

    When to book: 2-4 months out. Often supplied by the DJ or the rental company.

    Ask them

    • What power do the lights need?
    • Who installs and who takes down?

    Rentals overlap: If your event runs past dark, plan lights for paths, the bar and restrooms too.

    Lighting rentals

  • Photo booth and entertainment

    Photo booths, games, bounce houses, performers.

    When to book: 1-3 months out.

    Ask them

    • How much floor space and power?
    • Is an attendant included?

    Rentals overlap: Many booths and games are rentable items with delivery.

    Photo booth rentals

  • Permits and the city

    Park, block party, tent and fire permits.

    When to book: At least 30-60 days out; some parks and towns need more.

    Ask them

    • Does the park district or town need a permit for our size?
    • Are tents, amplified sound or alcohol allowed?

    Rentals overlap: Tents over a certain size and outdoor events in parks usually need paperwork before rentals can be delivered.

    Chicago tent permits

Questions

About hiring event vendors

Which event vendor should I book first?

The venue, because its date, capacity and rules shape everything else. Next come the vendors who only do one event per day and book up early: caterer, photographer and (for weddings) the DJ or band. Rentals, tents and decor follow once you know the guest count and layout.

Does my caterer provide plates and glasses?

Some do and some don't, and many charge separately. Ask for the caterer's equipment list in writing, then rent only what's missing. Common gaps are chargers, specialty glassware, linens and a prep tent for outdoor events.

Do I need a permit for a tent or a park event in Chicago?

Often, yes. Chicago Park District special event permits and many suburban tent permits need to be filed 30 or more days ahead, and you or your tent company must call JULIE (811 in Illinois) before stakes go in. Check with your town or park district early.

How far ahead should I book event rentals?

About 3-6 months for weddings and large parties, 4-8 weeks for smaller events, and earlier for tents and specialty chairs on May-October Saturdays and December Fridays.

Does Beyond Chiavari recommend specific vendors?

This guide is generic on purpose. For rentals, Beyond Chiavari books vetted Chicago-area rental companies for you through one quote. For other vendors, use the questions on this page to compare the ones you're considering.

Keep going: My Events checklist · sunset and weather for your date · free rental quote