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When planning your big day, distinguishing between fixed and variable costs is non-negotiable. Venue deposits and officiant fees fall into fixed expenses—they’re set in stone. Catering packages often fall here too, though upgrades can shift them to variable. Knowing these numbers early prevents budget surprises later.
Your Guest List isn’t just names on paper—it’s the single biggest cost driver. Start by writing down every person you’d love to invite, then trim ruthlessly. Each additional guest adds $70-$200 to your bottom line, depending on meal choices and seating needs. Pro tip: Send digital RSVPs to track responses faster and avoid paper waste.
After listing essentials, rank what matters most. Is it gourmet food? Stunning photos? A live band? Allocate funds accordingly. Venue and catering typically eat 30-40% of budgets, but if you’re foodies, maybe bump that to 50% and simplify decor. Remember: Your priorities define your day’s flavor.
Ditch the mental math. Apps like WeddingWire auto-calculate vendor averages in your area. For spreadsheet lovers, Google Sheets has free wedding budget templates with formulas built in. Update it weekly—seeing red in the Flowers column? Time to reconsider those orchid centerpieces.
Here’s the truth no one tells you: 89% of couples overspend by 15%+ due to hidden costs. Cake cutting fees? Valet parking surcharges? Budget 10% extra for these ninja expenses. Better to have it and not need it than scramble when your photographer requests overtime pay.
Fixed costs are your anchors—venue, officiant, marriage license. Variables? They’re the wildcards. Floral budgets can swing from $500 to $5,000 based on season and bloom types. Always get three vendor quotes minimum. That $2,000 DJ might offer the same playlist as the $1,200 one.
Ask yourselves: What will guests remember? The food? The music? The vibe? Invest in memory-makers. If Aunt Linda still talks about her 1987 wedding cake, maybe allocate more to desserts. If you’re introverts, skip the photobooth and upgrade the open bar.
That 10% buffer isn’t optional—it’s survival money. When your dream venue hikes prices post-booking, this fund saves you. Pro planners suggest keeping it separate from main accounts to avoid accidental spending.
Negotiation is king. That $3,000 photography package? Ask about weekday discounts or shorter coverage. Many vendors offer 5-15% off for paying cash. Bonus: Book hair/makeup artists doing weddings at your venue—they’ll already be onsite, saving travel fees.
Getting married on a Friday in November? Venues slash prices 20-40%. Flowers are cheaper too—peonies in season (May-July) cost half their winter price. Plus, vendors are hungrier for bookings, so you’ll get more attention.
Handmade doesn’t mean cheap-looking. Use Canva for sleek invites ($50 vs $500). Bulk-buy candles and vases from IKEA. Enlist crafty friends—trade their help for a heartfelt thank-you note and VIP seating. Just avoid DIYing anything time-sensitive (looking at you, fondant cakes).
Sync budget check-ins with paydays. Every two weeks, review:
When surprise costs hit (and they will), pivot fast. Example: If floral costs balloon, switch to in-season blooms or repurpose ceremony arrangements at the reception. Always ask vendors: “What’s the budget-friendly version of this?”