Planning a dream wedding inevitably comes with one essential question: what budget should you plan for? Whether you are envisioning an intimate ceremony or a grand celebration, it is crucial to anticipate each expense to avoid surprises. As a wedding planner, I manage your budget based on the services you choose, but some elements – such as the wedding dress, the groom’s suit, and the wedding rings – are not included in this calculation, as their prices vary significantly depending on the couple’s tastes and preferences.
Let’s explore together how to calculate your wedding cost by detailing the essential expense categories.
The Wedding Venue: A Key Budget Element
Choosing the wedding venue is one of the first steps, as it represents a significant portion of the budget.
- Estate, mansion, castle, villa, private beach… The price varies based on location, season, available accommodations, and included services (furniture, staff, in-house catering, etc.).
- Some venues offer all-inclusive packages, while others only provide space rental.
Expect to spend at least $16,000 to $22,000 for a weekend, depending on the venue’s prestige and capacity.
Catering: A Major Budget Item
Catering is a crucial expense, covering the meal, beverages, and service.
- Cocktail + plated dinner or buffet: Starting at $165 per person, including food and drinks.
- Open bar or à la carte beverages: Additional budget needed if the venue does not provide beverage packages.
- Wedding cake: Some caterers offer this service, while others outsource it. Expect to pay $9–$11 per slice.
- Next-day brunch: Starting at $55 per person.
Music & Entertainment: Live Band, DJ, or Both?
- Live music for the ceremony: A duo, trio, or quartet can create a magical atmosphere starting at $880. The group can perform at both the ceremony and cocktail hour.
- DJ or live band for the reception: A professional DJ charges around $1,650 to $2,750, while a live band can cost up to $5,500.
Photographer & Videographer: Capturing Your Big Day
- Photographer: A skilled photographer will charge at least $3,850 to $4,400, depending on experience and coverage duration. They may cover everything from the preparations to the cake cutting, first dance, or part of the reception.
- Videographer: Expect a similar budget to the photographer. A quality videographer will deliver a 2-minute teaser and a longer 20-minute film, with the option to include a separate film of the ceremony or preparations.
Beauty: Hair & Makeup
- Bridal makeup and hairstyling: Expect at least $550, including trial sessions. Additional costs apply for bridesmaids’ beauty services.
Ceremony Officiant: A Personalized Experience
For a symbolic or secular ceremony, a professional officiant charges between $1,650 and $2,750, depending on experience and location. Options include:
- The officiant prepares and leads the ceremony.
- The officiant prepares the ceremony but a family member leads it.
- The couple and their witnesses prepare the ceremony, with the officiant speaking on the big day.
Decor & Floral Design: A Budget to Consider Carefully
Your floral designer and decoration choices will depend on your venue and wedding style. Consider decorating:
- Preparation room for getting-ready photos.
- Ceremony space (secular or church).
- Cocktail area.
- Reception tables (centerpieces for round tables or floral runners for long tables).
- Bridal bouquet, bridesmaids’ bouquets, boutonnieres.
- Candles, string lights, pool lighting.
Plan for at least $55 per guest for floral decor.
Babysitting Services: Ensuring a Stress-Free Evening
If guests are bringing young children, hiring a babysitter or organizing kids’ entertainment is a great option: starting at $550 for three children.
Transportation: Arriving in Style
Classic car, limousine? Budget $550 to $1,650 for rental and chauffeur services.
Guest Favors: A Lasting Memory
Personalized or symbolic keepsakes: Expect to spend $9–$22 per guest.
Stationery: Save-the-Dates, Invitations, Menus, Seating Plans
Wedding stationery sets the tone for your event from the start. Items include:
- Save-the-dates & invitations.
- Menus, place cards, and programs.
- Thank-you cards.
Budget between $880 and $2,750, depending on guest count.
Additional Expenses to Consider
- Civil or religious ceremony: Administrative fees, private venue rental.
- Extra entertainment: Photobooth, magician, fireworks display.
- Guest transportation: Airport shuttles or post-party drop-off services.
Wedding Planner: A Tailored Experience
Hiring a wedding planner helps optimize your budget and ensures a stress-free planning experience.
- Day-of coordination: $2,750 to $3,850.
- Full-service planning: Pricing depends on wedding duration, number of assistants, complexity, and required services.
As a guide, I estimate a minimum of $1,430 per guest for the total wedding budget, with my planning fee averaging 10% of the total budget, depending on the required services.
Final Thoughts
A wedding budget varies depending on your vision and guest count. Planning each expense in advance helps optimize costs and prevent last-minute stress.
Would you like personalized support for your wedding planning? Carpe Diem Weddings is here to create a unique event, whether in the U.S. or internationally. Contact us for a customized quote!
