Congratulations on your engagement!
🥂 As you celebrate this exciting milestone, it's essential to begin considering two key elements of your wedding planning: the budget and the guest list. Even if you're not diving into full planning mode yet, having an initial conversation about these aspects can save you a lot of stress down the line.
But which should come first: the budget or the guest list?
Budget First or Guest List First? Why Your Guest List Should Come First
In the wedding planning industry, the general recommendation is to tackle your guest list first. The reason is simple: the number of guests you invite will significantly impact your overall budget. Many couples make the mistake of setting a budget before determining their guest list, only to later find out that their desired guest count far exceeds what they can comfortably afford.
How Guest Count Affects Your Budget
When we work with clients, the first question we ask is, "How many people are you planning on hosting?" From there, we can build a budget that realistically matches your guest count. Here’s a breakdown of how the number of guests can influence your costs:
🪑 Seating: Each guest requires a seat, and if your chosen venue's chairs don't fit your aesthetic, you might need to rent nicer ones, which can range from $3 to $15 per chair.
🍽️ Food & Drinks: Whether you opt for a plated meal (approximately $65-$125 per guest) or a buffet ($35-$65 per guest), food is one of the most significant costs influenced by your guest count. Prices can vary depending on location and whether the venue includes in-house catering.
🎀 Decor: Items like charger plates ($4-$8 each), napkins ($0.50-$4.00 each), and thank-you cards ($1.00-$15.00 each) add up quickly, especially with larger guest lists.
🌸 Centerpieces: Typically, you'll need one centerpiece per table, which generally seats about 10 guests. Costs range from $60 to $300 per centerpiece, depending on the design. A floral quote of $100 and up might include additional elements like candles, votive holders, or vases.
Recommended Budgets Based on Guest Count
To give you a clearer picture, here are some rough budget estimates based on a 50-guest event:
Plated Dinner: Expect to budget between $7,000 and $10,000.
Buffet-Style Event: Plan for a budget between $4,700 and $8,000.
As your guest count increases, you'll adjust your budget using similar calculations, ensuring that each element aligns with your financial capabilities.
Venue Considerations: Choose Wisely
Choosing a venue is one of the first major decisions you’ll make, and it can have a significant impact on your overall budget. A common mistake is falling in love with a venue that consumes a large portion of your budget, leaving little for other necessities like food, decor, and entertainment.
When evaluating venues, consider the per-person cost and what's included. Does the venue provide essential items like chairs, linens, and napkins? These inclusions can save money that would otherwise be spent on rentals.
For example, if your overall budget is between $6,000 and $10,000 for 50 guests, a venue that costs $6,000 but offers little else might leave you strapped for other crucial elements of your wedding.
Catering Costs: In-House vs. External Options
Deciding between in-house catering and an external caterer is another crucial choice. In-house catering often simplifies logistics and might include bundled costs for the venue, ceremony, and reception. However, it can limit your control over menu options and pricing.
Ask detailed questions about what's included in catering packages:
Are utensils and glassware provided?
How many servers will be present?
Will they handle the bride and groom’s meals separately, ensuring you get to eat?
Knowing these details will help you ensure your per-person spending aligns with your overall budget.
Decor Decisions: Balancing Aesthetics and Costs
Your decor budget is one of the most flexible aspects of your wedding planning. By prioritizing essentials like centerpieces and forgoing non-essentials like charger plates, you can maintain the desired look and feel without overspending.
Remember, every 8-10 guests typically require another table, influencing the amount of decor needed. If your decor budget per table is $40, you’ll need to carefully select items that fit within that limit. For example, a floral arrangement at $35 leaves $5 for additional items like votive candles or napkins.
Final Thoughts: Start With Your Guest List
Planning a wedding is a delicate balancing act between your vision and your budget. By starting with your guest list, you set a realistic foundation that guides all subsequent decisions, ensuring your special day remains as stress-free and enjoyable as possible.
Stay tuned for our next blog post, where we’ll discuss how to trim your guest list effectively to fit your budget without sacrificing the joy of your celebration.
Need help balancing your budget and guest list? Let’s chat! I’m here to guide you every step of the way. 💕📥
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