What Does a Wedding Really Cost? Budgeting Tips from a Wedding Planner

Planning a wedding is exciting…until it’s time to talk numbers. If you’ve ever found yourself wondering, “Wait, how much is this all going to cost?!” - you’re definitely not alone.

At Amusé Event Co., we walk every couple through the budgeting process with transparency, intention, and plenty of honest conversations. We tailor everything to your guest count, location, and priorities because when your budget reflects what actually matters to you, the entire planning process feels smoother (and a whole lot less stressful)!

So before you start signing contracts or building spreadsheets, here’s what we really want you to know about navigating your wedding budget.

Your Guest Count Drives Everything

If you take one thing from this post, let it be this:

your guest count will shape your entire budget.

Every single guest adds more chairs, meals, drinks, staff, and rentals - which is why this number matters so much.

✨ We typically see catering and bar costs range between $175–$250 per guest, depending on service style and bar choices.

It’s also important to consider where your guests are located in relation to the wedding when building your invite list:

• If most guests are in-state, about 20% likely won’t attend.

• If most are traveling in, expect closer to 30% to decline attending.

Prioritize What Matters Most

No two weddings are the same, and your budget should reflect your top priorities. Maybe it’s a standout meal. Maybe it’s jaw-dropping florals. Or maybe it’s a killer band.

We always tell couples to identify their top three non-negotiables, then allocate more of the budget toward those. Everything else? Treat as a “nice to have” and be flexible.

Start Small - You Can Always Add on More!

Here’s one of the best planning tips we give: start with the minimum when booking vendors.

That means:

• 6 hours of photography instead of 10

• Core florals with optional upgrades later

• Renting only what you need at first

As the big day gets closer and your final guest count is confirmed, you can ALWAYS add more. But once a contract is signed, scaling back isn’t always an option (depending on the amount you’ve contracted with certain vendors) - so start small and give yourself wiggle room!

Know What’s Included with Your Venue

Some venues include tables, chairs, staff, and rentals. Others require you to bring in everything. It’s not just about sticker price - venues that seem cheaper at first glance often end up costing more once you account for all the extra rentals and logistics.

Rental companies also vary widely. Some have delivery minimums, drop-off fees, or pickup options for smaller items. (Pro tip: pickup is great for smaller items like linens, napkins, or small accent pieces - but is definitely not something we recommend for place settings or large furniture.)

✨ Whenever possible, rent everything from the same company to cut down on delivery fees.

A Look at a Real Wedding Budget

Curious how it all adds up?

Here's a sample wedding budget we often walk our couples through - based on a $85,000 total budget, 150 guests, and a Texas wedding location.

This example includes average pricing for catering, florals, rentals, entertainment, and more - based on realistic vendor packages and service levels in our Texas area.

✨ Not every wedding will look like this, but it’s a helpful framework if you're unsure where to begin.

Some quick highlights:

• Catering: $21,000 (~$140/person for passed apps + plated meal)

• Bar: $6,750 (open bar with wine, beer, and liquor)

• Florals: $6,500 (large-scale installation and all personal and reception florals)

• Photography: $8,000 (8 hours + second shooter)

• Music: $3,500 (DJ; live bands typically cost more)

This sample also includes video, planning, rentals, beauty, and more - it’s a great way to visualize how the big-ticket items stack up!

Big Ticket Items Couples Don’t Expect

Let’s break down some of the most common line items that surprise couples - with sample price ranges to help you plan. The numbers below are based on a wedding in Austin, TX:

Catering + Bar

All catering options come with appetizers and dinner. They also include a fully staffed meal with catering lead + full service bussing. All bar services are a full open bar with wine+beer+liquor and signature cocktails. 

• LOW END: $175/per person: 3 Passed appetizers, + 2 dinner stations + late night snack 
  

• MID-RANGE: $250/per person: 3 Passed appetizers + 2 course plated meal 
  

• HIGH END: $315/per person: 4 passed appetizers + 3 course plated meal + late night snack + table-side wine service 

Floral Design

All floral designs are based on a guest count of 125 and a table count of 16. 

• LOW END: $4,000. Includes only arrangements that can be pre-made off site along with all personal florals. No installations included (hanging mechanisms or full height floral pillars). Does not include any tear down fees. 
  

• MID-RANGE: $7,000. Includes 1 installation, all personal and reception florals, along with full service delivery, set-up and tear down. 
  

• HIGH END: $12,000+. Includes 2-3 florals installations, all personal and reception florals, as well as full service delivery, set-up and tear down. 

Rentals

Rentals are estimated per person for a place setting- this does not include any additional furniture rentals such as tables, chairs, cocktail tables, or lounge sets. Prices include estimated delivery and service fees. 

• LOW END: $18/per person: Plate, classic cottonique napkin, one set of silverware, one water glass
  

• MID-RANGE: $25/per person: 2 Plates, linen napkin, two sets of silverware, one water glass, one wine glass
  

• HIGH END: $40/per person: 2 dinner plates + 1 bread and butter plate, appetizer plates, luxury printed linen napkin, two sets of silverware, one water glass, one wine glass, one cocktail glass

Photography

• LOW END: $4,000. 4-6 hours of coverage, no second shooter included. Perfect for smaller intimate weddings
  

• MID-RANGE: $8,000. Includes 8 hours of coverage and a second shooter 
  

• HIGH END: $12,000+. Includes 10 hours of wedding day coverage, a second shooter, capturing one additional wedding weekend event

Video

• LOW END: $3,000. 4-6 hours of coverage, 1 videographer, no audio coverage. Perfect for smaller intimate weddings, includes one 60 second wedding highlight video
  

• MID-RANGE: $5,000. Includes 8 hours of coverage, 2 videographers, includes one 4-5 minute wedding highlight video
  

• HIGH END: $8,000. Includes 10 hours of wedding day coverage, second shooter, capturing one additional wedding weekend event, includes one 6-8 minute wedding highlight video + full capture of ceremony + speeches

Music

• LOW END: $3,500. Includes a DJ for ceremony + reception
  

• MID-RANGE: $6,000. Includes DJ + sound tech for ceremony and reception. Also includes the addition of 2-3 live musical add-ons (i.e. saxophone, bluegrass trio, piano player) for 1.5 hours of time
  

• HIGH END: $8,000+. Includes an audio tech for ceremony and a full 7-piece live band and no DJ for reception

Your Dream Wedding - But Make It Doable

Your wedding budget isn’t just a spreadsheet - it’s the foundation for your dream wedding. When you focus on what matters most and leave room for flexibility, your budget becomes a tool that supports your vision - not something that holds you back!

Still feeling overwhelmed? That’s exactly why planners exist.
At Amusé Event Co., we turn big ideas and real numbers into beautifully curated celebrations - with intention, ease, and joy at every step.

✨ Ready to plan your dream wedding, and actually enjoy the process?
Reach out to us here - and let’s start planning a celebration that feels like you from start to finish.