Your wedding budget shouldn’t feel like a horror movie with jump scares. You deserve a plan that’s clear, realistic, and actually helps you avoid the dreaded “We spent how much on chairs?!” moment. Let’s build a budget that works in real life, not just on Pinterest.
You bring your priorities; I’ll bring the structure and a tiny bit of tough love.
Start With Your Bottom Line (Not Your Dream)
You can drool over florals later. First, lock the numbers. Start with the total you can afford without debt.
Add any contributions from family, but confirm amounts in writing or a text so everyone stays aligned. No guessing.
- Set your ceiling: The absolute max you will spend. Non-negotiable.
- Set your target: 5–10% below your ceiling for wiggle room.
- Decide your “dealbreakers”: What you won’t compromise on (venue? photography?).
Quick Math That Keeps You Sane
Use a simple split to start, then tweak:
- Venue, food, drinks: 40–50%
- Photography + video: 10–15%
- Attire + beauty: 5–8%
- Florals + decor: 8–12%
- Entertainment: 5–8%
- Invites + stationery: 2–4%
- Planner/coordinator: 5–10% (if used)
- MISC + fees + buffer: 10–12%
This isn’t a law.
It’s a starting point. IMO, you adjust based on what you care about.
Price Reality Check: Plan With Your Market, Not Your Feed
Prices vary by location, season, and guest count. Get three quotes for any major category before you lock a number.
You’ll learn fast if your expectations match reality.
- Venue: Ask about rental window, setup/tear-down, required vendors, service charges, overtime rates, and taxes.
- Catering/bar: Clarify per person cost, minimum spend, gratuities, and bar tiers. Request a sample invoice.
- Photo/video: Confirm hours of coverage, second shooter, raw files policy, and delivery timeline.
- Floral/decor: Ask about seasonal substitutions, teardown fees, and rentals return policies.
- DJ/band: Equipment included? Ceremony + cocktail audio?
Overtime fees?
Where Surprises Hide (And How To Spot Them)
- Service fees/gratuities: Often 18–25% on food and beverage. That adds up fast.
- Taxes: Apply to venues, rentals, and sometimes service charges. Build it into every line item.
- Delivery/setup: Florals, rentals, cake, lighting—each charges separately.
- Corkage/cake cutting: If you bring in outside alcohol or desserts.
- Power and permits: Outdoor venues may need generators, restrooms, and permits.
Build a Realistic Guest Count (It Drives Everything)
Guest count impacts food, bar, rentals, and venue size.
Your budget will cry if you over-invite. Create A, B, and C lists and phase invites as RSVPs come in.
- Rule of thumb: Every 10 guests adds a chunk. Think chairs, favors, centerpieces, place settings, and bartender hours.
- Kids and plus-ones: Decide your policy up front.
Consistency avoids drama and surprise costs.
- Destination weddings: Expect lower attendance, but don’t count on it. Price for 80–90% of your ideal number, not 50%.
The RSVP Cushion
Order 5–10% extra for meals and rentals only if the vendor requires it. Otherwise, hold off until final counts.
Your caterer will set a final headcount date—use it.
Prioritize Like a Pro: The “Top 3” Method
You can have anything. You can’t have everything. Pick your top three priorities and give them permission to eat more of the pie.
Then trim the rest.
- If photos matter most: Upgrade photographer; simplify florals.
- If food matters most: Choose a venue with great in-house catering; skip elaborate favors.
- If party energy matters most: Invest in a band or killer DJ and lighting; reduce stationery spend.
Places You Can Save Without Sadness
- Invitations: High-quality digital RSVPs or hybrid sets can cut hundreds.
- Attire: Off-the-rack, trunk shows, or sample sales. Tailoring matters more than labels.
- Florals: Focus on statement pieces (bouquet, ceremony) and use candles/greenery for tables.
- Timeline: A shorter event saves on staffing and bar costs.
- Day-of coordination only: Get help where it counts without full-service pricing.
Make a Line-Item Budget (With Buffers Built In)
Create a spreadsheet. Yes, a real one.
List every category, estimated cost, actual cost, paid to date, due date, contact info, and notes. Add a “surprise-proof” buffer column.
- Estimate: Use median of 3 quotes.
- Actual: Update immediately after booking.
- Buffer: 10–12% of total budget split across categories, not just one lump.
- Paid/due dates: Track deposits, progress payments, and final balances.
Payment Schedule Tips
- Stagger deposits: Don’t sign 5 contracts in one week. Space them monthly to protect cash flow.
- Use one card for tracking: Earn points, but pay in full monthly.
Debt is not part of the vibe.
- Read cancellation policies: Life happens. Know your refunds and transfer options.
Lock in Contracts That Kill Surprises
Contracts prevent “I thought that was included” drama. Ask vendors to spell out deliverables line by line.
- Scope: Exact items, quantities, hours, and setup/teardown details.
- Substitutions: What happens if flowers are unavailable or a menu item changes?
- Overtime: The rate, how it’s triggered, and who can authorize it.
- Weather plans: Tents, flooring, heaters, rain backups, and who pays.
- Insurance: Venue requires COI?
Ask each vendor for it. Also consider event liability insurance.
Holdback Clause (FYI, It Helps)
If a vendor allows it, keep a small balance (10–20%) due after successful delivery. Not everyone agrees, but asking sets expectations for accountability.
Manage the Final Month Like a CFO
The last 30 days bring most final payments and last-minute adds.
You need a mini command center.
- Weekly budget check-in: Review actuals vs. estimates. Shift buffer where needed.
- Freeze non-essentials: No new purchases after two weeks out. Your future self says thanks.
- Tip plan: Create labeled envelopes or digital transfers for staff tips.
- Emergency fund: Keep a small cash reserve for day-of surprises (parking, vendor meals, tape, batteries).
Vendor Meals and Timing
Include vendor meals in your headcount.
Feed them when you eat so they don’t miss moments (and you don’t pay for extra hours).
FAQ
How much should we spend per guest?
It depends on your market and menu, but a simple range is $75–$250 per person for food and drink. Add rentals, staffing, and taxes to get the true per-guest cost. If your per-guest cost scares you, reduce headcount first—it’s the cleanest lever.
Do we really need a planner or coordinator?
Full planners save time and sometimes money, but they’re not required.
At minimum, a day-of or month-of coordinator keeps your timeline sane and vendor logistics tight. IMO, if you value your mental health, hire at least month-of.
What’s a realistic buffer?
Aim for 10–12% of your total budget. Allocate small portions to each category instead of one big “miscellaneous” line.
That way overruns don’t nuke the whole plan.
Where do couples overspend the most?
Guest count, decor creep, bar upgrades, and “just one more” rentals (linens, lounge furniture). Also, service fees and taxes catch people off guard. Read quotes like a detective—line by line.
Is cash bar okay to save money?
You’ll get mixed opinions.
A limited hosted bar (beer, wine, one signature cocktail) often hits the sweet spot. Guests feel taken care of, and you keep costs predictable.
How early should we book vendors to avoid price hikes?
Reserve key vendors 9–12 months out (venue, catering, photo/video, entertainment). Prices rarely drop closer to the date, and availability vanishes during peak seasons.
Early booking = leverage and fewer surprises.
Wrap It Up (And Breathe)
A wedding budget that works doesn’t require spreadsheets for sport—just clarity, priorities, and buffers. Decide your ceiling, price your market, pick your top three, and lock airtight contracts. Keep your guest count aligned with your wallet, and manage the final month like a boss.
Do that, and the only surprises you’ll have are the good kind—like your grandma crushing it on the dance floor. FYI: you’ve got this.