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Getting engaged is exciting, but the wedding planning process can be stressful — especially when it comes to setting a budget. Couples can easily find themselves overwhelmed with the decisions, expectations, and costs of their special day. However, a healthy approach from the get-go will simplify the process and help couples to keep their eyes on the true prize: creating a life together as a family.
Once a couple gets engaged, their first step should be an open and honest conversation, says Ashley Leonardis, a wedding coordinator with Epoch Co. Events.
“We recommend couples sit down and talk to whoever — if anyone — is going to help financially to find out what amount of financial assistance they had in mind,” Leonardis says. “Do the people that want to pay have any expectations with giving you money? For example, if Mom pitches in, will she want to invite all of her friends?”
“Once that general idea is established, it’s best for each partner to come up with their top three most important things on their wedding day,” Leonardis continues. “This can help to allocate how expenses are split between the couple.”
This top three list can include anything from food to flowers to photography. Couples should consider: how can their wedding best reflect what is important to them? What is essential to creating the atmosphere they want on their special day? Making these decisions will help to prioritize certain aspects of one’s budget and help couples understand where they would like to allocate more money.
However, deciding on the number of guests is equally important, Leonardis cautions.
“A $50,000 budget for 150 guests looks different than for 300 guests,” she explains. “With more guests, you might have to look at doing a barbecue buffet instead of a family style meal and a DJ instead of a band.”
Still, the couple may have external factors to consider; deciding on a budget can also be influenced by tradition and societal expectations. “Traditionally, the bride’s family pays for or helps pay for the wedding, and the groom’s family pays for the rehearsal dinner, the bar on the wedding day, the bride’s bouquet, and a few other things,” Leonardis says.
Out-of-town visitors, guests for destination weddings, and members of wedding parties may also bring their own expectations to the table. Financial assistance from the engaged couple is not uncommon for some expenses. “For anyone coming from out-of-town, room blocks are always a good route. This allows the couple to pay for their rooms if they choose to stay there,” Leonardis advises. “Trends are shifting towards mismatched wedding party attire, so brides are not always expected to pay for bridesmaid dresses anymore. However, if the bride is requiring bridesmaids to get their hair and makeup done, we recommend the bride pay for it.”
With so many expenses, it can be easy for even the smallest wedding to become pricey. If cost is a concern, there are a few tried-and-true tricks for keeping a low budget. A small wedding is going to be the best way to do this, Leonardis says.
“Picking a venue everyone can easily travel to will help you not have to offer hotel room blocks or pay for transportation,” Leonardis explains. “Anything that’s more than two hours away is a “destination,” so this can actually help dwindle down your numbers.”
“Another thing to consider is florals,” she continues. “Flowers can get pretty expensive, so doing less tables, meaning a lower guest count, will help save costs as well. Repurposing ceremony florals and bridesmaids’ bouquets as centerpieces can also help cut down on floral costs.”
If a couple isn’t sure how many people they can comfortably pay for, looking at the budget in terms of “amount of money per person” is helpful, Leonardis says.
“For example, $250 per person will get you a good buffet and DJ, as well as florals and the works, so dividing your ideal budget by $250 can tell you about how many people you can invite while still respecting your budget,” Leonardis says. “We also offer a free budget guide on our website that couples can use to help them sort their budget into different categories.”
To access this budget tool, visit: epochcoevents.com/education.
Budget Breakdown
Contributed by Jennifer Satterfield, growinguptexas.com
Officiant: Start with the cost of your wedding officiant, pre-marital counseling, and your marriage license. Be sure to plan ahead because officiants will often not marry couples without pre-marital counseling.
Venue(s): Include separate line items for the rehearsal dinner, ceremony, and reception venues. You may want to treat these as separate budgets.
Guest travel and accommodations: Consider whether you will pay for your guests’ hotel rooms. You may also need to factor in transportation if you have out-of-town guests or are planning a destination wedding.
Photographer: Most wedding photographers provide bundles for their services. Make sure the bundle includes any occasions you would like photographed, such as the wedding dress try-on session, bridal shower, or rehearsal dinner. You may also want to budget for a videographer.
Dress and other clothing: In addition to the wedding gown and the groom’s tuxedo/suit, add line items that include additional outfits for engagement photos, the rehearsal dinner, and the reception. Include shoes, dress undergarments, and jewelry expenses. If you will be paying for your attendants’ clothes, include that also.
Cake: Budget for both the wedding and groom’s cakes. Other related miscellaneous items could include the cake stand, cake knife and server, and Champagne toasting glasses.
Rentals: Your reception venue may or may not provide linens, glassware, flatware, drapings, tables, chairs, tents, and arbors. You may also need to provide temporary staging, flooring, and lighting for the reception entertainment. Rentals can add up, so some couples opt to purchase these items upfront and then sell them following the event.
Florals: Add line items for bridal-portrait and wedding-day bouquets. If you plan to toss a bouquet but want to keep your original, include that as an expense. You may also want to budget for other florals, such as decorations, centerpieces, corsages, boutonnieres, etc.
Catering and bar: You may wish to cater the rehearsal dinner and the reception. What types of drinks will you serve at the reception? Will you offer an open bar? Make sure to provide non-alcoholic beverages for guests under 21 or for those who do not drink alcohol.
Hair and makeup: Budget for your bridal trial hair and makeup and your bridal-portrait and wedding-day hair and makeup. You may opt to have your makeup and hair professionally done for the rehearsal dinner as well.
Musicians/DJ: Consider providing music as guests are being seated before the ceremony, during the wedding procession, during the ceremony, during the recessional, and at the cocktail and wedding receptions.
Lighting: Since most receptions happen in the evening, adding floor uplighting can help soften harsh, overhead lighting. You may also need to provide special lighting for your musicians or DJ.
Transportation: Think through how you will arrive to the wedding ceremony, reception, and your post-reception destination. Consider hiring transportation for all three to help you keep on schedule.
Invitations: Budget for your engagement and save the date announcements, rehearsal dinner invitations, wedding invitations, and thank-you cards. Also add place cards, menus, directional signage, or calligraphy needs into this line item.
Miscellaneous: This can include smaller items such as a guest book and accompanying pen, wedding favors, décor items, etc. Make sure to plan for extra, unexpected expenses that will undoubtedly come up!
