Wedding Venue Budget 101

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Cute dogs at The Maples Estate making wedding budgeting conversations easier to digest

Cute dogs make all difficult conversations easier, right?

We know money can be hard to talk about, but when it comes to setting your wedding venue budget it is incredibly important to lay it all on the table before booking any vendors.

Websites will throw all sorts of numbers out there, but when it comes to each individual wedding, budgets are all over the map. At The Maples Estate we have hosted couples with $35,000 budgets and couples with $200,000+ budgets. Some of our couples have strict guidelines to work within and some are more flexible. Many weddings at The Maples Estate have budgets between $65k and $125k with the biggest factors being the overall vision for the day, the number of guests invited and the vendors selected. The good news is that we include the creation of your budget in your package through coaching (partial planning) so you will feel supported as you make decisions along the way.

So when you ask: “Can I afford a wedding at The Maples Estate?

I’m going to respond with: “Let’s chat through your vision.”

That’s because every vision comes at a different price point. Some couples spend $5,000 on catering and some spend $50,000. Some spend $2,500 on music and some spend $12,000. Every vendor you choose is going to come at their own price point, and will impact the vision you have for your wedding.

So, what are factors that might impact your wedding budget?

  1. The Vendors You Choose: Every vendor comes with a price point, but it’s up to you what vendors you choose to hire for your wedding. We have couples that keep things simple and those that go all out! You never HAVE to hire a vendor just because Pinterest says you should, but it can be fun if it matches your budget, vision, and feels right for your wedding.

  2. Number of Guests: The single greatest impact to your budget is the number of guests you invite. That’s because catering costs (food, dessert, barware, alcohol, linens, plates, silverware, cups, staffing, etc.) almost always are tied to your final guest count. That means the cost of $200 per person will multiply very quickly when that 50 person guest list balloons to 150 guests. Keep in mind that some vendors have a minimum rate in order to offer their services, so confirm that minimum amount before you sign your contract.

  3. Staffing: Some vendors work solo, and some have a 10 person staff behind them. Vendors like photographers, videographers, DJs, photo booths, etc. are often flying solo. Some packages even allow you to add a staff member for support such as a second shooter. Staffing can add to your costs but it’s almost always tied to the level of service that will be provided. Think about a photographer, that second shooter adds double the coverage and allows them to be in two places at once! A large catering team usually means you will have a higher level of service, those that prep the food, serve the food, clear plates, wash dishes, cut your cake, fill your water glass, etc. Smaller teams may be more cost effective, but will often come with less support.

  4. Number of Hours: Many vendors will have different price points for the number of hours they are onsite. Think about your timeline for the day before you choose your package, to ensure you have all the coverage you desire. Want getting ready photos and also that late night dance party? You may need to add hours to your package to get the images you desire. Want your DJ to play music for your ceremony, cocktail hour and also keep the party going till 11pm? Make sure you hire them for their full package.

When you think about your wedding budget, you can ALWAYS find someone at whatever price point you need. However, the key is to match your vision with that price point. That way you are getting the level of service, quality, the look and feel you desire at the price that you can afford. If you want the highest level of service it will likely come at a greater cost. With that said, switching things up, thinking outside the box and getting your hands dirty, can often stretch your budget further.

So, what vendors do you need to hire besides your venue?

Remember, you do not HAVE to hire a vendor just because Pinterest told you to. It’s all your personal choice and each vendor you choose should match the vision you have for YOUR wedding. However, many weddings will choose to have the following vendors.

  1. Catering, Bar Service, Sweat Treats

  2. Photographer, Videographer

  3. Florist

  4. DJ, Live Music

  5. Rentals: Vintage Furniture, Dance Floor, Linens, Specialty Decor, Lighting

  6. Planning & Design, Coaching

  7. Hair, Makeup

What other costs can be associated with weddings?

  1. Wedding Attire, Accessories. Rings

  2. Stationary: Save The Dates, Invitations, Menus, Programs, Signage, Guest Book

  3. Photo Booth, Activities

  4. Guest Favors

  5. Rehearsal Dinner

  6. Farewell Brunch

  7. Transportation

  8. Officiant

So remember, as you are planning your wedding venue budget, think first about the amount of money you have to work within, how does that match up to the vision you have for your wedding? Then, think about your vision and move forward first with those vendors that:

  1. have the greatest impact on your budget,

  2. can only work 1 wedding per day,

  3. you are really excited about and cannot envision your wedding without.

We LOVE transparency, that’s why we provide a budget template to help you get started.

Remember, you will have your own personalized budget based on the vision you have for your wedding, but there are also a couple tabs in the document linked below with sample budgets to work from. Click File 'MAKE A COPY' to edit the document and start your budget.

More helpful tips for planning your dream wedding!