Wedding Budgeting: A Building block to wedding planning
Wedding planning can be overwhelming. The question I come across most is “where the heck do I even start?” The answer (for me) is quite simple: BUDGET BUDGET BUDGET. Weddings have a reputation for being expensive and often exceeding budgets. The absolute best way to avoid this is to begin wedding planning by fully mapping out exactly how you will allocate your money. It doesn’t matter if you have $3,000 or $300,000. All weddings, in my opinion, should start with budgeting.
How do we actually do this? Begin by deciding on a firm budget. Let’s use $100,000 as our example budget with a guest count of 150. From there you want to figure out exactly what you will be budgeting for. To simplify this process create a list of all vendors you will be using and items you will absolutely be purchasing. Here is my example outline:
Venue
Caterer
Rentals
Planner or Day of Coordinator
Music/Sound Equipment
Officiant
Photographer
Videographer
Bar
Dessert
Florist
Dress/Suits
Wedding Bands
Hair & Makeup
Save the Dates/Invitations
Decorations
Misc. (i.e bridal party gifts, photo booth, etc.)
As a guideline, the budget is, on average, allocated as follows:
48-50 % of total budget to reception (venue/rentals/food/bar/cake)
6-8% for florals
8-10% for attire
8-10% for entertainment/music
10-12% percent for photo/video
1-2% percent for invitations
1-2% percent for gifts
10-12% for miscellaneous items like an officiant, wedding coordinator, decor, hair and makeup, etc.
5-10% of your money for unforeseen expenses. Things happen, so it is best to set money aside from the beginning in order to address these expenses as they arise.
How your budget is allocated will vary dramatically depending on what you value, access to vendors, and a million other little details. Take this snapshot with a grain of salt. As you read through the rest of this blog you will see that in the example budget, the money is not exactly inline with this breakdown!
Before we go any further, there are three very important things to note.
1. Price out everything before booking anything to ensure you are able to stay within your budget after you chose all of your vendors. This process should go a few steps further than simply Googling the average costs of a vendor. Be sure to look in your area within the parameters that you are interested in booking. This process can be tedious without a planner, but it is possible! Patience, diligence, and perseverance will go a long way in this search!
2. Manage your expectations. The interest can be a blessing and a curse when it comes to wedding planning. On the plus side, inspiration is easy to come by. On the downside, the readily available examples of gorgeous wedding features can make otherwise incredible designs seem… insignificant. Before falling in love with anything wedding related (easier said than done), be sure to research the cost of that particular design, service, element, etc.
3. Vendors will book other clients! This isn’t meant to worry you, or rush you, it’s more to help you have a realistic expectation. Vendors cannot hold a date without a deposit. If you find someone you love, try to price out the other vendors fairly quickly so you can pay your deposit and secure that vendor you have fallen in love with.
VENUE
The biggest expense of most weddings is the venue. Venues come in so many shapes and sizes. Some will include every single thing you will need for your wedding, others will be a complete blank slate. Just choosing what kind of venue you want can be overwhelming. Narrow down your process by first deciding what kind of aesthetic you would like. Have you been picturing a banquet hall? A beachfront wedding with an indoor reception? Or perhaps a 100% outdoor wedding in the mountains? Once you decide on one (or maybe two) styles of venue that would bring you the most joy, begin doing research into venues that match your vision in your area. This can be done through a simple google search, word of mouth, or even social media. Price out a few options and add this information to your overall budget, BEFORE BOOKING. Before booking is key. Maybe you found a $15,000 venue that is almost a blank slate. $5,000 sounds like a lot, but it is important to price out each vendor before booking anything to make sure this will actually fit in your budget.
For our example budget, I am going to use a beautiful DIY outdoor wedding in Los Angeles that costs $10,000 for the full day. Our example venue will include onsite parking, bathrooms, and a gorgeous space to host a wedding.
The venue will require security (+$2,500), valet (+$1,850), & an additional fee to use their dumpsters (+$500). With these additional required charges, the venue total is $14,850.
CATERER
Catering is another huge expense. There are so many options out there and your approach to finding this vendor really depends on your budget. There are many venues that include catering, and they can actually be a great way to save money and time. This doesn’t work with everyone’s wedding vision though! If you have found a venue you love that does not include catering then selecting this vendor is a great next step. Before deciding on a caterer you will want to decide how you would like the food served. Do you want a more involved plated, elaborate, five course meal or are you more interested in a buffet? Find a caterer that is willing to serve the food in a way that you would like. Also consider the accommodations your ideal venue offers for a caterer. Does your venue have a full kitchen for a caterer to work in? Will your caterer need to bring a mobile setup? Can you afford the type of caterer that can work with the venue? These are all things that need to be discussed prior to booking your venue or your caterer. Don’t forget to budget in a 20% tip for the staff!
For our example budget, let’s use a fusion caterer who will provide 3-4 tray passed appetizers during cocktail hour and a plated dinner with two protein options for your guests to choose between. They do not provide plates, utensils, glassware, or napkins, but they will clear the tables & return the dinnerware rental items to the delivery vessels the rental company provides. They will slice & serve a cake that I purchase separately and take care of trash removal for the duration of the event. They will charge $76/person + 9% service fee + 20% tip for a total of $14,706.00
Rentals
You may or may not need rentals for your wedding depending on the venue that you go with. It is important to accurately gauge the cost of rentals prior to booking a venue in order to fully understand whether or not everything will wok into your budget and maintain your design vision.
For our example, I will need power, a kitchen build out for my caterer, dinner tables, table linens, ceremony & reception chairs, 4 8ft wooden miscellaneous tables, 2 physical bar rentals, overhead lighting, drinking glasses (water, wine, rocks, pint, & champagne), plates, silverware, napkins, space heaters, and umbrellas. Assuming I edge of the more conservative side of design, my rentals will cost roughly $18,000 + $950 delivery, install, & pick up fee for a total of $18,950.
PLANNER/COORDINATOR
A planner can absolutely help you map out your budget. Planners have experience and relationships with other vendors that can actually end up saving you money in the long run. Even if they can’t save you money, they can save you a lot of time by using their experience to pinpoint vendors that will help your unique wedding vision come to life. The irony is, what if you can’t afford the planner once you have budgeted everything else? I recommend doing at least a rough draft of your budget prior to booking a planner to make sure you can fit one into your budget. If you cannot fit one into your budget or are excited to do the wedding planning journey on your own, a Day of Coordinator will go a long way. On the day of your wedding you don’t want to have to stress about the details. Let someone else do this for you! Look into a few options and add the prices to your outline. Don’t forget to budget in a tip!
For our example budget, I will say we will use a Day of Coordinator who will set up and breakdown all of my decorations, coordinate with my other vendors, and generally vibes well with (spoiler alert, it’s me). The price will be $2,050 for 12 hours of coordination on the day of my wedding and a few meetings throughout the month leading up to the wedding. I will budget in $500 tip for a total of $2,550.
MUSIC
Music and your MC are very important for the flow of the evening. You want to start your budgeting process by considering your preferences and needs. Do you want a DJ and MC? Have you been envisioning a live band? If you want a live band, will the one you find also MC or will you need to find someone else to do this. Decide on these factors and then begin looking for musicians that offer exactly what you’re envisioning. Again, a Google search goes a long way. Websites like The Knot or WeddingWire are great resources to find these types of vendors as well. The prices can vary significantly, but my biggest advice would be to read reviews!! If you found a DJ who is super fun on the phone and is only charging $400 for eight hours, you definitely want to do your research. If it seems too good to be true, it just might be. You only get one shot at your dream wedding and it is better to spend a bit more to be happy at the end of the day then feel like you wasted any money by choosing a cheaper option. Whoever you end up going with, don’t forget to budget in a tip!
For our example budget, I will choose a DJ who doubles as an MC. This person will work with my coordinator throughout the day, make announcements, and keep the party going throughout the night. They will charge me $2,500 for 8 hours of actual music, two sound systems, and lighting for the dance floor. I will budget in $250 tip. In total I will spend $2,750.
OFFICIANT
There are many directions to go when it comes to your officiant. You may want a very religious ceremony and you will want someone who can match that tone. Perhaps you are not religious at all and you would like to avoid any mention of religion in your ceremony. You will want to find an officiant that can really capture you and your partners relationship and lifestyle in a ceremony. Officiants range in price. Find a few that you are interested in meeting with and put the price of the most expensive officiant from that list on your budget outline.
For our example budget, I will use a non denominational officiant who meshes well with my personality. They will charge $750 for a 30 minute ceremony. I have found two back up officiants in case this one books someone else before I am ready. They are both willing to work for the same price.
MARRIAGE LICENSE
The cost of these vary a bit from city to city. In Los Angeles (as of 2019) the cost of a marriage license is $90. If you aren’t getting married in Los Angeles a quick google search will tell you the going rate!
PHOTOGRAPHER/VIDEOGRAPHER
I’m lumping these two together for research purposes. There are so many styles of photographs and videos out there. You want to start your search by looking into the many styles available. Do you want pictures that are darker and more artistic? Are you interested in very light, bright, and whimsical photos? Find your style and then find a few photographers in your budget. There are many great photographers/videographers out there, but there is definitely something to be said for someone with wedding experience. Everyone has to start somewhere and giving a new vendor a chance is AWESOME! Just be sure that they are prepared to do all of the above and beyond work that an experienced wedding photographer or videographer are willing to do. Don’t forget to budget in a tip!
For our example budget, I will choose a photographer whose style I LOVE! I looked through their portfolio, I read the reviews, and this person offers all of the things I was hoping for. They will include a free engagement shoot when I book them for my wedding. They will charge $4,200 for eight hours on my wedding day, a second photographer to capture different angles, and 500 edited photos. I will choose a videographer whose style I also love. They will offer eight hours of video coverage and deliver a 6 minute clip of the highlights of my wedding. They will charge $2,700 for all of this. I will tip the photographer $500, and their assistant $100. I will tip the videographer $500. In total I will spend $8,000 on photo & video.
BAR
The bar can be included with some venues or even some caterers. If it is not going to be included or if you’d like to create your own anyway, then you’ll need to consider a few things. First, there are many bar rental companies that include EVERYTHING. This will get you the physical bar, a bartender, full open bar for the evening, set up and breakdown. There are many companies that will send just bartenders who will show up, serve the alcohol you have bought, clean a little at the end, and leave. There are of course many options for anything in between. If you have your heart set on making your own bar make sure that your venue allows this! Many venues will either insist you use their bar, or at very least hire a licensed bartender. This is another reason you want to research all of your vendors PRIOR to booking anything. Don’t forget to budget in a tip!
For our example budget, I will have two signature cocktails, beer, and wine. I will hire two bartenders to serve alcohol throughout my wedding. The cost of the standard bar package including the alcohol I want is $45/guest + the hourly rate of 2 bartenders x 6 hrs of bar service (plus $250 tip each). I will spend $7,730.
DESSERT
Cake cutting is a staple at many weddings. The artistry that goes into cake making comes at a price, though! Find a style that you would like and then find a few bakeries that can create your vision. A more recent common trend is a full dessert table. Some people lay out a selection of cookies, maybe you love pie and want a whole table of pie, maybe you want a donut wall, whatever it is you want, budget for it! Don’t forget to budget in a tip!
For our example wedding, I will go with a smaller two tier cake and eight pies. I will choose to use a bakery for the cake and find pies at my local baker. The cake will cost me $875 and the pies will cost another $35/pie x 8 pies. The bakery will not be providing cake or pie stands., but they will deliver for free. I will tip $200. My total is $1,315.
FLORIST
Flowers are beautiful. They enhance any event they grace. They are expensive, though. Consider exactly what kind of look you would like to include at your wedding. Are you wanting big bouquets of roses on every table? Are you more of a wildflower person? Maybe you just want a bunch of greenery everywhere! No matter what you like, make sure that you have a vision and then find someone who can accomplish this vision within your budget. Again, read those reviews! Price out a few options and put the price of your favorite on your budget outline. Don’t forget to budget in a tip!
For our example budget, I will choose to use big green garlands and palm fronds to decorate everything. Even my example bouquet will be a collection of greenery with just a few flowers mixed in. My florist will charge me $5,500 for six bridesmaids bouquets, my bouquet, 5 50ft. garland table runner for centerpieces, greenery on my altar, and a three garlands for my dessert table, sweetheart table, and gift table. My groomsmen will not have boutonnieres. I will budget a tip of $250 for all of the hard work I anticipate going into my greenery. The total for florals will cost $5,750.
WEDDING ATTIRE
The wedding dress hunt can be an intimidating one. It can also make or break your budget. There is no shortage of dresses or suits out there but the search can still be tireless. This can be a little tricky, and maybe not so fun, but think of a number that you will not spend a penny over. You can always come back to this aspect at the end if you need (or have) a little more wiggle room in your budget. Don’t forget to budget for alterations, jewelry, and shoes!! Almost every wedding dress will need to be altered to fit your body properly, even if it is custom made.
For our example budget, I will budget $2,500 for my dress and another $500 for alterations. After looking online and deciding on a few designers and local bridal shops I like, I am confident I can find something within my price range. I’ll likely need another $150 for shoes, $150 for undergarments, but my accessories will be gifted to me. I will also budget $550 for my future husbands suit, another $100 for his tie and pocket square, and another $100 for his shoes. Our attire will total is $4,050.
WEDDING BANDS (rings)
These are also often left out of budgets. People have different reasoning for this. If you are choosing to think of these as a separate expense from your wedding that is fine, but I personally consider it an expense. Like so many other wedding related things, there are a lot of styles and options. Find some that you like and add the most expensive ones to your budget. It is always better to over budget, than under budget.
For our example budget, I have found a beautiful wedding band that I love. I already love my engagement ring so much and I don’t want it to be overshadowed by my wedding band, so I found something simple that is only $120. My partner wants something a little more unique and involved and they range from $250-$450. I will budget the full $450. This lands us at $570 for wedding bands.
HAIR & MAKEUP
Much like photography and videography hair and makeup can come in many styles. Before actually booking this vendor(s) you will want to do a trial run, but for our budgeting purposes find a few (1-3) that you really likes style and put them on your budget outline. Don’t forget to budget in a tip!
For our example budget, I will go with a makeup artist who does a lovely natural look. She will charge $650 for my makeup. She has a great recommendation for a hairstylist who is willing to package their deals and will cost me another $250. My bridesmaids will all pay for their own hair and makeup services. I have found two backup makeup artists and one back up hair stylist who are willing to work at the same rate in case my trial run with my first choice does not go as planned. They will all charge $250 for the trial which I am absolutely going to do. No matter who I go with I will budget a tip of $75 for my hair and $75 for my makeup. My total cost is $1,600.
SAVE THE DATES/INVITATIONS
These guys often are forgotten when it comes to budgeting. They seem so incidental, but add up quickly. Consider how many guests you will invite, but remember you only need one invitation per household. Also remember to budget for stamps. They may only be a few cents each but if you are sending 150 invitations that‘s another almost $75 you will need to account for!
For our example budget, I will need 70 invitations for the 150 guests I plan to invite. I will order 90 just in case some get lost in the mail or I think of other people I would like to invite in the event some of my guests decline the invitation. I also want the same amount of magnetic save the dates. I will order them through a well known large print company. Both will come with envelopes but I will need stamps. My save the dates will cost $250, plus another $75 for stamps. My invitations will cost $320 plus another $75 for stamps. My total spent on these will be $720.
DECORATIONS
Decorations and personal touches can add up quickly! Whether you chose to hire a decorator, rent decor items, or source decor items independently, this is an expense that shouldn’t be left out of your budget! If you are choosing to find your own decorations make a careful list of the things you *think* you will purchase and budget accordingly. When it comes to decorations it is always better to assume you will need a larger budget than you would expect.
For our example budget, my day of coordinator has a selection of decorations that I have access too which I plan to use to save some money! I will use her table numbers, unplugged ceremony sign, bar sign, candle votives, and a few other miscellaneous items to supplement the other design elements I will source independently. I know I need a seating chart and seating cards, but I know there are other things I will want too. I’m still not sure what they are. Even if I decide now, I will probably change my mind before the wedding. I am going to give myself $1,000 to come up with my own decorations.
MISCELLANEOUS
Depending on what your other vendors will provide or offer as upgrades you may find yourself needing a few other things. Many caterers provide plates and utensils, but some don’t. Sometimes the caterer, bar, or venue will provide drinking glasses, sometimes they won’t. If you are getting married at an outdoor venue you may need to consider climate control (i.e space heaters, tents, or umbrellas). Some other more common miscellaneous items are wedding website, photo booth, coffee station, party favors, cocktail hour entertainment etc. There are any number of miscellaneous items that you may need to consider for your own individual wants and needs. Try to plan for as many of these items as possible when writing out your budget.
For our example budget, I am going all out. I know my DJ offers a photo booth for $495 for 3 hours. I want that. I know they also offer uplights at $30/each. I want 16. I want a coffee station by my dessert table. My caterer offers this upgrade for $150. I need party favors, a wedding website, a mimosa bar for while I’m getting ready, a change of shoes for when I’m dancing, gifts for my bridal party, a special car to pick us up at the end of the wedding.... THE WORKS. I have looked into every single one of these ideas and learned that between the packages offered by my vendors and the things I need to collect on my own this will all cost me at least another $1,600, assuming I don’t think of anything else I’d like to add (I will). I know that I should allocate ~8-10% of my overall budget to misc. though so I will allocate $7,500 to this category. Maybe I spend it, maybe I don’t, but it is better to be prepared!
NOW WHAT??
Once you have completed your budget, total everything up and see where you land. Maybe you have realized you need to change a few vendors you had in mind for someone that will work better in your budget. Maybe you have found extra money in your budget and you can splurge in other areas. Now jump on those vendors, because finding a vendor you love just to learn your date has been booked is no fun!
So how did we do on our example budget? Remember we are planning on around 150 guests. Let’s tally.
Venue- $14,850.00
Caterer- $14,706.00
Rentals- $18,950.00
Planner or Day of Coordinator- $2,550.00
Music/Sound Equipment- $2,750.00
Officiant- $750
Marriage License- $90
Photographer & Videographer- $8,000.00
Bar- $7,730.00
Dessert- $1,315.00
Florist- $5,750.00
Wedding bands- $570
Dress/Suits- $4,050.00
Hair & Makeup- $1,600.00
Save the Dates/Invitations- $720.00
Decorations- $1,000.00
Misc.- $7,500.00
TOTAL: $92,881.00
GREAT NEWS! The example budget came in a bit under what I have set aside to spend on my wedding! Maybe I will take that extra money and put it towards a trip or a house. Maybe I will decide that I can splurge a bit more in certain areas of my budget! Whatever I need to do, at least now I have mapped everything out and know exactly where I will stand on my budget. Now I am ready to take on the next steps of wedding planning.
Happy budgeting!!