(scroll to bottom to see budget formula chart)
Determining your budget for any event is the FIRST thing you need to consider. A place, room content and decoration, food and drink, and entertainment are your major factors in calculating a rough budget starting point.
Once you know approximately how many guests you plan on inviting you will be able to calculate a rough budget to start working with. In the Springfield, Missouri area an average $25/person cost is associated with food for your guests (appetizers, alcohol, tax, gratuities, wedding cake and cutting fee not included). 100 invitees x $25=$2500, 150 invitees=$3750, 250 invitees=$6250. Although you may invite 250 friends and family, typically 60-75% attend, however you need to use the 100% attendance figure to have a realistic budget plan in place... it's better to have money left over and under budget than come up short. If you have a very limited budget you may have to narrow down your guest list even further to help cut costs.
Restaurants tend to wave their room fees since you are purchasing your food and drinks through them. Other types of venues may wave their room fee certain days/evenings (off-peak) since you must use their in-house caterering service while others only charge a room fee because you must find your own vendors and outside caterer to provide the food. Room fees can be an additional $500-$2500+.
Alcohol. This amount can vary greatly and several factors come into play when trying to estimate the costs. How long is the event? Will it be open bar or cash bar (typically a reception has open bar or combination of open/cash)? What type of drinks will be offered? Are your guests occasional drinkers or "party animals"? General idea... 100 guests could run a tab of $1500 - $3000 or more during a 4-6 hour event. Depending on the venue you use you may have to provide your own bartender and liquor; in this instance what you do not use during the event goes home with you.
DJ/Musicians typically provide 4 hour package prices so if your event will be longer than that make sure the total time needed is included in your contract. DJ service averages $600-$900 for a 4- 6 hour event, i.e. 6 p.m. - midnight.
Tables and chairs may or may not be included depending on the venue you choose. Linens and centerpieces are included only at some venues. If linens are provided they usually are a basic black, white or ivory. Linen rental options are endless and can vary from fifty cents to several dollars per napkin and $15 and up per tablecloth, all depending on design and linen material choices. China, silverware, goblets, etc. are items you may need to rent also or can be provided by your caterer or venue as well. Make sure you know exactly what is provided and what you will need to provide when deciding if a venue will work with your wishes and finances.
Centerpieces are usually something you will need to provide. Floral arrangements can run from a simple $30 to a more ornate $120+ for each table. When your event is a wedding, most florists will offer you a package price to provide floral arrangements for both the ceremony and reception sites.
The list can go on and on and on..... this is just to help you calculate a realistic budget covering the basics of any event. If you have a budget in mind already that is lower than what you calculate from examples above, don't be discouraged. Remember there are several ways to shave costs... from narrowing down the guest list, making different menu choices and providing a certain number of drink tickets to your guests to changing to an off- peak day, using the provided basic linens and making the centerpieces yourself if you have that talent.
Your Event/Wedding Planner can offer you many ideas and options, but ultimately it's your priorities and choices that influence staying within your realistic budget.
Basic Wedding/Reception Budget Formula
Reception/& Other Rentals
Gifts & Favors
Consultant Fee & Misc.
double for $20,0000 budget
This is a general formula and in no way are these percentages set in stone.