Building Your Dream Team

Booking vendors can feel like a full-time job—especially when you're unsure who’s essential, who’s optional, and who’s just trending on TikTok. In a country as diverse and seasonally unpredictable as Canada, the vendors you choose can make or break your experience.

Here’s your no-fluff Canadian vendor guide: who to book, what to consider, and what photographers wish every couple knew.

Must-Have Wedding Vendors in Canada

These foundational vendors should be booked early—ideally 12–18 months out.

1. Venue

Your venue locks in your date, sets the tone, and determines much of your wedding’s logistics. Some offer all-inclusive packages, while others require you to bring in your own team.
Read: How to Plan a Wedding in Canada – Month-by-Month Timeline

2. Photographer (and Videographer)

Photos are how you’ll relive your day for decades. Your photographer is with you more than nearly any vendor, so pick someone who aligns with your vibe.
Read: How to Choose the Right Wedding Photographer in Canada

3. Officiant

Whether religious, secular, or symbolic, your officiant must be legally recognized and aligned with your values. Some provinces have specific regulations—don’t assume a friend can handle it without checking first.
Read: How to Get Your Marriage Licence in Canada

4. Caterer

If your venue doesn’t offer catering, book this vendor early. Discuss kitchen access, dietary flexibility, and staff-to-guest ratios.

5. DJ or Band

Beyond music, a good DJ often functions as an emcee, keeping the night on track and the dance floor alive.
Read: Do You Need a Wedding Videographer Too?

6. Florist / Décor Team

More than just bouquets—florals and décor shape your event visually and impact the overall aesthetic of your wedding photos.

7. Transportation

A frequently forgotten piece. Confirm who’s driving the wedding party and VIP guests, and build realistic travel times into your timeline.
Read: What to Put in Your Wedding Day Timeline

Optional (But Awesome) Add-On Vendors

These vendors aren’t essential—but they can elevate the experience and ease pressure on you (and your photographer).

Day-Of Coordinator or Full-Service Planner

The best investment for a stress-free day. A full planner helps design and execute your wedding; a coordinator ensures the timeline runs smoothly.
Read: Planner vs. Day-Of Coordinator: What’s the Real Difference?

Live Painter

Entertainment + keepsake = guest engagement and a visual heirloom you’ll treasure forever.

Pet Handler

Bringing your dog? You’ll need someone to wrangle them during the ceremony and photos. Adorable but not effortless.

Mobile Bar or Cocktail Truck

Custom cocktails, interactive service, and elevated guest experience—all great for candids and detail shots.

Audio Guestbook

Voicemail-style guest messages are a personal, fun twist on the traditional sign-in book.

Content Creator / BTS Videographer

Short-form video vendors can be great if they work in harmony with your photographer—not in competition.
Read: Content Creators: What They Do and Who They're For
Read: Wedding Videographer vs. Content Creators (Pros and Cons)

Photographer Insight

“We love working with planners and experienced DJs—they keep things flowing and let us focus on capturing moments. But when unvetted content creators start jumping in front of the lens? It disrupts everything.”

Average Wedding Vendor Costs in Canada (Estimated)

• Venue (with food): $10,000–$15,000
• Photographer: $3,000–$5,000
• Videographer: $2,000–$4,000
• Planner: $3,500–$8,000
• Day-of Coordinator: $1,000–$2,500
• Florist: $1,500–$4,000
• DJ or Band: $1,200–$2,500
• Extras (mobile bar, guestbook, etc.): $500–$2,000+

These figures vary by province and season. Always ask for detailed quotes and package breakdowns.

Final Thought

Your vendor team shapes your entire experience—from how the day feels to how it looks in your photos. Prioritize wisely, build trust with your core vendors, and don’t be afraid to invest in what will genuinely make the day smoother.

Still not sure where to start? Ask your photographer.

The best ones have vetted vendor lists, know who plays well with others, and can guide you toward professionals who help your day run (and look) beautifully.