Planning your dream wedding is an exciting journey, but it often comes with the daunting task of establishing a realistic budget. Open and honest discussions about finances are crucial to ensure that your wedding plans align with your financial reality.
Hey there! I’m Nicole, a wedding professional with over 14 years of experience across nearly every corner of the wedding industry. From my start in off-site catering in college to my time as Director of Sales & Marketing at one of Columbus’s most elite wedding venues and my hands-on work in planning, marketing, catering, and managing weddings of all sizes and styles, I’ve developed a passion for helping couples navigate the big details and decisions with confidence and ease.
Through this blog series, I’m excited to be your guide, sharing insights and advice that answer your most pressing wedding planning questions.
Now, let's delve into how to structure your wedding budget and approach these essential conversations with your loved ones.
To start, we have to break down everything that is normally covered in a wedding budget. Understanding how to allocate your funds can provide a clear roadmap for your planning process.
According to The Knot's 2023 Real Weddings Study, the average wedding cost is $35,000, but factors like location, the economy, and personal preferences can easily push that number even higher.
Here's a general breakdown of wedding expenses:
In my experience working for both venues and catering, it isn’t uncommon to see the two figures even combine to make up ~ 50% of your total wedding budget. Especially if you are looking at venues that do not already include catering and bar services in their package – then you’d be looking at paying a venue rental fee + catered food + bar service. Choosing a venue that hosts both your ceremony and reception can help cut costs by eliminating the need for a separate ceremony site, additional rental fees, and transportation for the wedding party.
2 things to consider here: 1. If your venue provides a day of coordinator and 2. how hands-off you want to be in planning. Now, let me start by saying – a Wedding Planner and Day of Coordinator do not handle the same duties. So it’s important to understand what your venue helps with on wedding day or if they are more hands off. If you’re wanting someone to manage your budget, assist with all aspects of planning and day of execution where a wedding planner would be a great investment! *Make sure to keep following this blog series, because we’ll definitely be covering this topic!
Budget Hack: Consider a dessert table with a collection of treats made by family members or having a smaller tiered cake for display and sheet cakes in the kitchen for the catering staff to cut and serve for guests.
Bonus Budget Hack: If you still love the traditional wedding cake, that’s great! It's common to consider ordering slightly less than one slice per guest, as not everyone will partake in dessert. Many bakers suggest catering to approximately 80% of your guest count. This approach helps minimize waste and can lead to cost savings.
I love seeing couples incorporate wedding costs into their bridal party gifts, making them both meaningful and practical. Covering items like groomsmen’s ties or socks and bridesmaids’ wedding day jewelry not only serves as a thoughtful gift but also helps create a cohesive wedding look. Other great budget-friendly bridal party gifts include personalized tumblers, monogrammed robes or pajamas, custom tote bags, mini travel kits, or even handwritten notes paired with a small keepsake. These thoughtful touches show appreciation without breaking the bank!
Do not—seriously, do NOT—overlook this category! Tipping is an essential part of your wedding budget, and it’s important to clarify each vendor’s tipping policy upfront. While gratuity is typically required for catering staff and bartenders, what about your DJ? Your photographer? Your day-of coordinator? In many cases, tipping these professionals is either a thoughtful or expected gesture. Some vendors even include gratuity requirements in their contracts, so be sure to review the fine print. Planning ahead will save you from scrambling for extra funds at the last minute! Here’s a helpful article I found that is a great help to figuring out your tipping budget. https://www.brides.com/story/complete-list-wedding-vendors-gratuity-tip-how-much
Keep in mind that these percentages are general guidelines. Your personal priorities may lead you to adjust these allocations to better suit your vision.
Now let's talk about… the talk. Discussing finances can be sensitive - especially if you involve parents or other parties that are all chiming in on wedding decisions. Nonetheless, clear communication is key to preventing misunderstandings. Here are some tips to navigate these discussions:
Have this conversation as soon as possible after getting engaged! Jumping into exciting plans—like choosing a venue, setting a date, or envisioning big details—without a budget in place can lead to major disappointment. The last thing you want is to fall in love with a dream venue, only to realize later that it’s out of budget. Setting financial expectations upfront saves time, reduces stress, and ensures you’re making realistic choices from the start.
Remember in our last blog - Finding ‘The One’: How to Choose a Wedding Venue That Matches Your Vision and Budget about my Top 3 Non-Negotiables? Yep – here they are again! Identify the three elements that matter most to you, whether it's an outdoor venue, upscale food, or a top-tier DJ for an unforgettable dance party. Once you have your Top 3 Non-Negotiables, you can adjust your budget in other areas to prioritize what truly matters. But here’s the key reminder: keep it to three (maybe four) priorities max. If you try to make everything a must-have, you’ll quickly find yourself justifying any price to get exactly what you want—which almost always leads to blowing your budget. Stay focused, be flexible, and invest where it counts!
Pro Tip: Keep in mind that if multiple people are contributing to your wedding budget, they may also want a say in certain decisions. Setting clear expectations upfront can help avoid conflicts down the road. Once you've established your total budget, break it down by percentage for each category—this will give you a clear spending guideline when researching vendors.
It’s also smart to build in a 2-5% contingency fund to account for unexpected costs or shifting priorities. If a must-have element ends up costing more than you originally planned, you’ll have a cushion or can revisit the budget to adjust where needed.
A dream wedding doesn’t have to mean a drained savings account. With thoughtful planning and strategic decisions, you can create a beautiful, meaningful day while staying within your budget. Here are some smart wedding budget tips to help engaged couples maximize their spending without sacrificing style or experience.
Sit down with your fiancé and decide what elements of your wedding matter most to you. Is it an incredible menu, a show-stopping venue, a live band, or stunning florals? Once you identify your top priorities, allocate a larger portion of your budget to those key areas while finding ways to save on less essential details.
Your guest count is one of the biggest budget drivers. Cutting your list by even 10-20 people can lead to significant savings on catering, rentals, and stationery. Consider inviting only your closest friends and family to keep costs manageable while ensuring a more intimate and memorable celebration.
Some insight: Think about it – the more guests you invite, the more your costs will increase across nearly every category—larger venue space, additional tables and chairs, more linens, place settings, and an expanded food and beverage service. Not to mention, each additional table means more centerpieces, more wedding favors, and a higher printing cost for invitations and programs. One of the simplest ways to keep your budget manageable is to be intentional with your guest list, focusing on inviting the family and friends who truly matter most to you. By keeping your guest count in check, you can allocate more of your budget toward the details that will make your day truly special.
Saturday weddings in peak season (spring and fall here in Ohio) are in high demand, which means higher venue and vendor costs. Consider a Friday, Sunday, or even a weekday wedding to take advantage of discounted rates. Off-season weddings in winter or early spring can also offer major savings without compromising quality.
Listen… in Ohio, we’ve seen snow in October and sunny 50 degree days in December. If you want to be outside - DON’T bank on these… but if you are hosting a beautiful wedding indoors, you may be able to see impactful savings outside of the May-October months on the calendar.
Food and beverage costs are often the largest portion of a wedding budget. Instead of a formal plated dinner, consider creative alternatives like a cocktail-style reception with heavy hors d’oeuvres, which can reduce costs while keeping the experience interactive and fun.
Be mindful that a buffet and a plated dinner can often cost about the same, just in different ways. With a buffet, you’ll need larger quantities of food to accommodate guests serving themselves, but you’ll spend less on staffing. On the other hand, a plated dinner helps control portion sizes, but requires more servers, which increases labor costs.
When choosing flowers and menu items, go with what’s in season and locally available. Not only will this help lower costs, but it also ensures the freshest quality. Farm-to-table catering (like Hudson’s Edge!) and in-season florals provide a high-end feel without the premium price tag.
Instead of purchasing expensive décor pieces, check with your florist, rental companies, or even your venue to see what’s available to rent. Many rental companies offer stunning, high-quality table settings, arches, and centerpieces at a fraction of the cost of buying them outright and having them left over at the end of your reception with nowhere else to use them.
If you’re crafty, consider making certain wedding elements like signage, favors, or simple centerpieces—but don’t take on too much! Overcommitting to DIY projects can lead to stress and hidden costs. Focus on a few meaningful DIY touches while leaving major details to the professionals.
A full open bar can be pricey. To save, opt for a limited bar with beer, wine, and a couple of signature cocktails instead of offering every liquor option. Another smart move is choosing a venue or caterer that allows you to bring your own alcohol, avoiding markup costs.
By making intentional choices and focusing on what truly matters to you as a couple, you can create a wedding that’s both breathtaking and budget-friendly. Smart planning now will ensure that you start your marriage on solid financial ground—without sacrificing the magic of your big day!
Remember, your wedding is a celebration of your love and commitment. By having honest and upfront discussions about your budget, you can create a memorable day that reflects your dreams and respects your financial reality.
If you need personalized guidance or want to throw out some left-field questions and get honest answers… feel free to reach out—I truly love helping couples navigate wedding planning to ensure the best day ever. :)
- Nicole
Featuring the Zwahlen Wedding
Photographer: Nicole Dixon Photographic
Venue: Four Seasons Barn
Caterer: Hudson’s Edge Catering & Events LLC
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