Wedding Budget 101
We often get asked “what’s a “good” wedding budget?”
That’s a hard question to answer, because there isn’t a “good” or “bad” budget. There are, however, properly used budgets where funds are allocated efficiently providing the most bang for your buck! To make your budget work for you, you need to approach it in a certain way. We suggest pulling the “big” pieces out first, and then working your way down. We also suggest identifying what areas are most important, and what isn’t, so that weight (and funds) can be placed on the more important areas. Here is the order of operations, in our opinion, when it comes to building your budget:
Venue - the venue will tell you a LOT, especially about your budget. This will be one of the higher-priced categories, and sets the tone for what funds you’ll have remaining.
Things to take into consideration: if your venue includes tables, chairs, linens, etc. at no additional cost, these are things you DON’T have to pay for later, and make this venue a greater value. On the flip side, if the venue does not include those items, you’ll need to weigh the cost of those rentals as part of the overall “venue rental” fee. If your venue has an in-house caterer, that eliminates having to find that vendor category - but, you’ll want to get an estimate on F&B expenses as these are fixed and typically non-negotiable so that should be included in your overall venue consideration.
BEWARE: If you found the most beautiful venue and it’s absolutely everything you’ve dreamed of, but it’s $7,500 and requires that you bring in all décor, rentals, etc. - and you only have a $20,000 budget….. you’ll need to reconsider your budget, or your venue choice. That venue (in this example) is almost 50% of your budget and doesn’t include ANYTHING, it’s not a wise venue choice if this is your budget.
Guest Count - The number of anticipated guests can drastically change how your budget operates. Consider not allowing plus ones for folks who aren’t in a serious relationship, re-think kids that aren’t related to you, and consider a smaller reception count if you are needing to stretch dollars. This could also change your available venues. Keep in mind, everything is based on the guest count (number of tables, linens, florals, number of chairs and plates, head count for dinner and bar, space in the venue, etc.
THE BIG THREE - these three vendors below are interchangeable, in our minds. They are typically your more expensive vendors, and with the exception of catering, they can typically only be at one event at a time. So, from an availability and a budget standpoint, we think these three go next.
Catering - you should consider all food & beverage when working on this category. Cocktail hour, dinner service, dessert, non-alcoholic beverages, bar service, staffing, etc. Some caterers offer the ability to source items for you such as China, glassware, flatware, napkins, etc. so make sure to ask about this when talking with your caterer and getting a quote.
Entertainment - whether you prefer a DJ or a band, they are normally a higher priced vendor. Consideration should be made (and reviewed) for ceremony services + reception services (not all vendors offer services for ceremony), overnight hotels and travel fees (if applicable), and equipment rental (if applicable).
Photo / Video - some companies offer both photo and video services, which might mean a discounted rate. If you are sourcing photo and video separately - then call this category the “big 4”. We recommend landing on a middle package somewhere, and adding time later once you have a better idea of the logistics for the day.
Rentals - if rentals are not included with your caterer or your venue, this would be the next big item to tackle for your budget. Think through everything - infrastructure, food service, beverage service, tables/chairs, décor items, cloth rentals, and more.
Transportation - if you plan on booking shuttles, get-away cars or anything in between, this is your next vendor to book.
Hotel Blocks - these can sometimes be free, depending on how it’s set up.. That means there is no cost to you to hold the rooms, and your guests would pay the hotel directly.
Collateral - wedding websites, registry, save-the-dates and invitations. They come in waves but it’s typically best to have one vendor that helps provide assets for all. That way things are cohesive and easy to tweak for the next round. We ALWAYS suggest getting the pieces created in advance so you have time to review, make edits, and receive them before the deadline to send them to your guests.
The next list of vendors are all in a similar space together - they aren’t as time sensitive (although the more lead-time the better off you are) and typically these vendors can provide services to several clients in one day.
Florals - consideration should be made for container rentals, candles, delivery/set up, plus blooms and design for ceremony, reception, cocktail hour, rehearsal dinner and personals (bouquets, bouts, etc.)
Hair/Makeup - Some companies provide both services, some provide one or the other. Make sure you give them a realistic number of people getting either service - we typically estimate 45 minutes per service, per person. Ask about fees for travel and for additional stylists.
Cake/Dessert - wedding cake, dessert bars, ice cream - bring on the sweets! Don’t forget to ask about cake stands and dessert platters plus delivery fees.
Other Entertainment - Photobooth, live artist, caricatures - there are so many fun elements you can add to a wedding. If this is something you MUST have, make sure to include this line in your budget.
Officiant - Someone has to marry you. Duh. If this is not a family or friend, you’ll need to add this line in your budget.
Insurance - We HIGHLY recommend all clients pull an insurance umbrella rider for all events. Even if all of your vendors are insured (and they should be), there is still potential liability open to the client for hosting the event. Damage to property, injury, you name it - spend a couple hundred dollars before the event to save you THOUSANDS after.
Ceremony Music - (if not covered by your entertainment provider) Could be strings, an acoustic guitar, a brass ensemble, or more! We like using this group for ceremony, cocktail hour and sometimes even dinner!
Other things you might consider in your budget:
Wedding rings
Honeymoon
Overnight accommodations for the couple
Gifts for family/friends
Attire for the couple
Rehearsal Dinner (venue, rentals, catering, etc.)
Looking for a budget template with these items already in it? Download a basic template budget from us - for free - and use it to plug in your own numbers and vendor types.