10 Tips to Build Your Wedding Budget
#1 – Have a firm bottom line
One of the first things you need to do is figure out who is going to be contributing and how much. We even recommend setting up a specific bank account for all wedding expenses. That way you can keep an eye on costs and be aware of how much you are spending.
#2 – Hold the line, but treat yourself
Do your best to stay within your budget but treat yourself once. It is your wedding day, after all, so it is okay to splurge.
One couple we worked with stuck rigorously to their budget in every area — until the groom learned that they could leave the ceremony in a vintage Rolls Royce. He was a car nut, it only cost an additional $400, and the pictures of the two-leaving turned out beautifully.
#3 – Set realistic expectations
The other day, a couple called me and said they would like to have a tented reception, on the beach, with a stone crab boil. And then they added, “We are just trying to save money by not going to one of those expensive restaurants.”
I tried not to laugh. What they described was at least three times as expensive as it would be to rent a private room in a nice restaurant on the water.
Spend some time researching pricing, sometimes simple costs more. In this case, the Tent Reception requires a whole layer of logistics (restrooms, ice, heating/cooling of food and guests, everything must be brought on to the beach, private property rental for 1.5 days to set up, conduct the ceremony & reception, and then take down). The list goes on…
#4 – Establish priorities
As a couple, talk through what is most important to you. Is it making sure all your family and friends are there?
Is it an intimate weekend with fewer guests, but with the best food, drink, and festivities? Is it simply saving money for the honeymoon, the down payment or paying off debt?
It’s important to get on the same page early in the process, and then your priorities will help guide your decision making. For example, my priority was to have as many that could come…so I was willing to make compromises in other areas (fewer custom flowers, DIY venue, etc.) to satisfy the costs for additional family in attendance.
#5 – Fun is far greater than fancy
This is obviously an opinion, but we always encourage couples to prioritize fun.
There can be immense pressure to have the most Instagram-worthy ceremony and reception. And you want to have great pictures. But at the end of the day, your guests will remember how much fun they had, who they shared the experience with and not the exact shade of the chair covers or how cute the programs were.
#6 – Consider making it adults only
This can be a huge cost saver, and many of your guests will appreciate it. Even if your wedding weekend is a family reunion with loads of young nieces, nephews, and cousins, you can make the reception itself adults only.
Your guests with kids will probably appreciate the night out…and it will save you the per person costs associated. To be honest, it’s cute to have a dance or two with the children, certainly a flower girl/ring bearer is a nice touch. However, many couples have elected to put all the children with a local babysitter (or two) and conduct a ‘Movie Night’ while the parents enjoy themselves for the evening.
#7 – Tipping
This is customary in the wedding industry, and you will need to tip some of your vendors. Even if the big-ticket items (restaurant, caterer, reception venue) build in an automatic gratuity, be prepared to tip the service staff.
The hotel receptionist who makes sure your flowers stay in the air conditioning until it’s time for the ceremony, the bartender who puts up with your groomsmen aggressively taking advantage of the hour of free drinks, the photographer who wrangles your entire wedding party to get the perfect shots, setup crew who lug all the materials on and off the beach — these are the key players in making sure your day is perfect.
Tip early and often, and you’ll have plenty of helpers. This is certainly not required, but always appreciated!
#8 – Prepare for the deposits
Most of your vendors and companies will need a deposit of roughly 25 to 33 percent.
This is an industry standard, so don’t think you are being ripped off. They can’t set aside their time for you and turn down other jobs without some promise of payment. Further, many vendors are hiring several other vendors for the date/time/location and permitting involved. Thus, these deposits are spent on your behalf to make sure everything is confirmed well in advance and at time of booking.
#9 – The ten-five rule (economies of scale!)
For every ten guests you add, your price-per-person will go down by about 5%. Why is this important to know? Because there are fixed prices and hard costs (venue, decor, etc,) that remain the same no matter the number. Adding guests in certain areas only increases the price fractionally. It’s going to cost at least $1,000 to have a beach wedding regardless of whether you have 2 guests or 20 guests. Chairs are marginally more. For example, the cost between a ceremony for 10 and 20 is not double the price (simply add chairs and coordination…call it $250 more).
Most catering and rental vendors reduce their price-per-person as you add more guests. For example, at the reception – you have already reserved the venue, decor, lighting, photographer, DJ, etc. Many of these items have economies of scale (it’s the same price if you have 30 or 100). This same calculation may apply to hotel room blocks as well.
#10 – The 35-person cutoff
As a rule, most restaurants can accommodate up to 35 guests. So, if you are going to have 50 people, you should be looking more towards reception venues, banquet halls, caterers, etc. not restaurants.
If you do find a restaurant willing to accommodate a large group, there may be a premium.
In the time your group is there, the restaurant likely could have flipped each table two or three times, so don’t be surprised if the price per person is much more than it would be for someone walking in off the street.
Hopefully these guidelines help as you figure out where your wedding day dollars will go. Last tip — don’t fight (too much)!
Planning a wedding may be the first massive undertaking you and your partner have embarked on together. Know your limits, if you’re someone who gets overwhelmed easily, allow Gulf Beach WeddingsÒ to help you plan. Many try to do it on their own, thinking this is the most efficient and cost-effective way to proceed but end up with way more on their plate.
Consider it a practice run for all the other big and tough things you will do together — buying a house, raising a family, making career decisions. Work on communication, sacrifice and putting the other person first.
It’ll pay off down the road.
