In America today couples are entering wedding planning with trepidation because they are being sold a false narrative. There is a sense that the wedding industry is out to get you, and savvy buyers must beware!
In my experience, the fear tactics are not coming from the thousands of small businesses supporting the wedding market. Most of these men and women are bleeding heart romantics doing their best to make a living in the arts. Instead, it’s the current industry giants that prey on your fears.
At WeddingScout we empower couples to become proactive and make educated decisions with confidence. This isn’t rocket science, but you will benefit from learning lessons from those who have been in the trenches. Yes, there are costs that can sneak up on you, but I have yet to find some group of nefarious vendors lurking in the dark for some “gotchya” moment.
Once you have established your budget, there are two primary factors that will cause that budget to balloon.
- Number of guests
- Your own desire and vision
Number of Guests is the Great Wedding Cost Multiplier
The number of people you invite to your wedding is a great multiplier when it comes to managing a budget. For an average hotel wedding, you’re looking at $200 to $300 per person. In nearly every initial planning meeting I have with a prospective couple, the subject of guest attrition comes up. “How do we know how many guests are going to RSVP?”, is the question I hear most regularly. The answer is that it depends. If most guests are coming from out of town and the medium income level is average, then I think 80% is a good guess. If many of your guests are local to Texas and have a higher than average income level, you might be looking at 90%. So you can see now how the number of guests can really move the budget needle in unexpected ways!
You don’t know how many guests are going to come until you ask them. That’s why I love sending out Save the Dates as early as possible! It helps you get a temperature on total count.
Now, to the real “gotchya” moment…
“You Can’t Always Get What You Want”, Mick Jagger
Regardless of income level, people are shocked at how expensive weddings have become. They start the budget process saying things like, “I don’t need much of a flower budget; I’m not one of those brides,” only to do a total 180 flip the second they walk into a gorgeous flower shop. They think that expensive stationery is “such a waste” until they touch and feel the difference between 2-ply letterpress standard ink printed cards. I’ve seen so many brides scoff at the idea of spending $3k on a wedding dress, only to end up with a $6k dress a few months later.
The point is this.
If it’s your first time planning a wedding, you don’t know what you want until you get in there and get your hands dirty. Your choices are to avoid interacting with things you can’t afford, or be flexible with your budget. It’s okay to tell a dress shop, “Don’t bring me anything beyond my budget”. Tell your florist, “This number is a hard line, don’t propose ideas or flowers outside of my budget”. Take ownership of your experience.
Now when it comes to unanticipated costs you will encounter along the way, I’ve got your back! I can’t convince your mom not to invite her entire book club to your wedding, but I can provide an actionable list of fees and services to be mindful of as you plan your wedding:
Unexpected Wedding Costs: Venue Rental and Associated Fees
Booking a wedding venue is a huge milestone, and understanding the range of fees involved helps you stay on budget. Here’s a breakdown of typical costs and considerations to know what’s “normal” for venue rentals and related charges.
Wedding venues charge a base rental fee. The base rental covers the essentials: exclusive access to the space, basic furniture (tables, chairs), and occasionally minimal staff support. Typical ranges for base fees vary widely, with smaller venues starting around $2,500 to larger, high-demand wedding venues reaching $20,000 or more. Expect this fee to reflect your location, season, and day of the week.
Hotels and resorts have a different revenue structure. They may charge a venue rental fee, but the big lift comes with the food and beverage minimum. This minimum is based on anticipated revenue for that particular date. If the hotel is looking at past demand and anticipates $60k in revenue for that peak season Saturday, they aren’t going to give it to you for $20k just because you have a small guest count. That sales person has quarterly goals they are responsible for hitting. They’re not trying to stick it to you. It’s just business.
Extra Setup and Breakdown Time
If you’re planning on elaborate setups or multiple transitions throughout the day, double-check the time constraints. It’s not uncommon for us to scale-down decor to make it work with the time allotted at the venue. My biggest wedding of my career started setup two days before the actual wedding! That’s extreme, but the more hours you’re allotted at the venue, the better it is for your design team.
If I have a 5pm wedding ceremony, and access time to the venue is flexible, I’m usually there at 9am to start overseeing the setup. It’s not necessary, but it sure is nice. You will also pay less for delivery and setup if your rental team can come between the business hours of 9am and 1pm.
Upgrading Rentals
You might think tables and chairs are a given, but many venues will rent chairs for a fee, or charge you for items like stages and dance floors. These little touches add up quickly, so it’s wise to get a clear rental list up front.
Over the past ten years it has become more and more common for venues to provide tables and chairs. Just make sure you actually like the chairs first! Renting chairs starts at $4 per chair, with an average around $9, and can go as high as $26 per chair.
Upgraded cross back chairs and beautiful reception decor at The Allan House | Images by Ruet Photo
Unexpected Overtime Fees
Everyone wants their reception to go a bit longer – “just one more song!” – but venues often have strict cut-off times. If you’re the type to keep the party going, ask about overtime rates or options to extend the night. Better to know now than face a hefty bill later!
Paying for overtime is not always an option. Venues have to keep their neighbors happy and often have strict cut-off times for that reason alone. If it’s important for you to keep the party going past midnight, hotels are your best bet. So long as you’re in the ballroom and keeping the bar flowing, they tend to approve of the super late night parties.
Catering and Alcohol Minimums
Hotels and resorts often have minimum spending requirements on food and drinks. Keep these minimums in mind if you’re opting for a smaller or budget-conscious wedding. As I touched on above, they set the minimums based on market demand, not your anticipated guest count.
The most popular Saturdays in peak season, and holiday weekends like Memorial Day Weekend tend to have the highest f&b minimums. I’ve had many clients forced to think creatively about how to spend money to reach the minimum; “Dom Perignon for all!”
Service Fees and Gratuities
At hotels and resorts, administrative fees will be a large portion of your final bill. Most hotels automatically tack on a fee of 20-26% to your total food and bar expense. If you’re shopping hotels for your wedding, a 24% service fee versus a 26% service fee can be a difference of a few thousand dollars!
Permits and Insurance
Some wedding venues require liability insurance for added protection. Here’s the thing. All of your vendors should have $1m event coverage. If something happens, you don’t want to be the only one without insurance coverage. It’s only a few hundred dollars, so don’t skimp here.
You might also need permits for events in public spaces or if you’re putting up tents in the city limits. Check if the venue handles these or if it’s up to you. City permits are a pain and typically cost a few hundred dollars.
Power and Restrooms: Not Romantic, but Very Important
When planning a wedding, it’s easy to focus on the romantic elements—the flowers, the music, the vows. However, reliable power and restroom access are essential details that shouldn’t be overlooked.
Power Supply or Silent Generator
The wedding vendors who pull the most power are the band, your AV / lighting company, heating or cooling systems if you’re creating temperature control within a tent, and your caterer. Hotels will provide a power drop if requested. It’s almost always necessary if you have a band with stage lighting. Power drops ranch from $250 to $650.
If you’re at a private residence or wedding venue, talk to the venue about your power needs. Sometimes we rent silent generators for large weddings with large power-pull. Nothing disrupts the celebration like a sudden blackout when the dance floor is packed!
Large groups such as The Matchmaker Band require a lot of power | Photos by Jenny DeMarco
Restroom Facilities
Convenient and well-maintained restrooms play a big role in guest comfort. If you’re booking a venue with limited indoor facilities or planning an outdoor wedding, find out how many restrooms are available and their proximity to the main event area.
If necessary, arrange for luxury portable restrooms to accommodate your guest count. These restrooms can be really nice! They are air conditioned, include granite countertops, surround sound and a bathroom attendant! While power and restrooms may seem mundane, these essentials ensure that yor guests have a positive memory of all the other magical moments you worked so hard on!
Vendor Expenses That May Come as a Surprise
When budgeting for your wedding, it’s easy to account for the big expenses, but smaller vendor costs can sneak up on you. Here is a list to consider when building your wedding budget!
Gratuities & Tips
Some vendor contracts include gratuities, while others expect a tip of 10% to 20% of the service cost. Don’t be shy about asking before you sign a contract! It’s a common question, and if you’re hiring an experienced vendor, they will have a ready-to-go canned response for you!
Credit Card Fees
Paying by credit card might incur a service fee of 2% to 5%, which can be significant on large invoices. If your budget allows, plan to pay via cash or check if a vendor is tacking on credit card fees. It’s impossible to know unless you read the details of your proposal or ask directly. Pesky credit card fees are usually in the fine print. I recommend using the find function on your keyboard (command + F) to search for the term “credit card” or “fee”.
Event Rentals: Setup Fees, Delivery Costs, and Damage Waivers
Those Pinterest-worthy lounge areas and elegant furniture setups can transform your venue but often come with a hefty price tag. Lounge furniture vignettes (a rug, sofa, coffee table and a few side chairs) cost a minimum of $1k. But the expenses don’t stop there. Setup and breakdown fees are always a surprise to couples. These fees can add 20% to 30% to the rental cost. Why? Furniture is expensive and difficult to transport. Not to mention, furniture is easily damaged at weddings, when intoxicated frat boys aren’t always on their best behavior. As such, damage waivers or insurance fees, typically around 10% of the rental cost, protect you financially if items are damaged during the event.
So before you commit, request a detailed quote to understand all associated costs. That way your stylish vision doesn’t unexpectedly inflate your budget.
Florists: Mockups & Flip Fees
In my opinion, planning a floral mockup before the big da is essential for visualizing you bouquets and centerpieces. However mockups can cost between $100 and $500 depending on complexity, With that said, I’ve never had a client regret a mockup. the florist brings the arrangement, candles, and vases. I bring the linens, china, and glassware so they can see everything set exactly how it will be on the day of the wedding! It’s the perfect opportunity to make final decisions and go into your wedding weekend feeling completely confident!
If you’re a savvy shopper and have a plan to move florals around the day, be sure to account for a floral flip fee. this service often ranges from $200 to $400, covering labor and transportation to repurpose your blooms. Additionally, if your event spans multiple locations, extra delivery fees of $50 to $150 per location might apply.
To avoid surprises, allocate an additional 10% to 15% of your floral budget for these services. For instance, on a $5,000 floral budget, set aside an extra $500 to $750 for trials and logistical fees.
Repurposing flowers from your ceremony to the front of your band stage is a popular way to save money, but it can come with additional fees. | Photos by Ruet Photo
Photography & Videography: Extending Coverage
The most common add-on expense is extending your photographer and videographer’s hours. It’s difficult to gauge how long you need your photographer until later in the process when you have an event timeline. Most people start with 7 or 8 hours, and then add-on as needed. Photographers and videographers charge $200 to $400 per hour on average.
Extending coverage to include the rehearsal dinner can also add thousands to your photography or videography package. To manage costs, discuss package options upfront and consider allocating 10% to 15% of your total photography budget for TBD hours.
Band: Meals, Power, Songs & Stage
A live band electrifies your reception but comes with additional costs that aren’t so obvious:
- Band Meals: Feeding a 12-member band can add $500 to $1,000 to your catering bill.
- Power Drop: If your venue lacks sufficient power, renting a generator to meet the band’s electrical needs can cost $700 to $1,500. If you’re at a hotel, they will run a “power drop”, typically priced around $400.
- Custom Songs: Requests often require 4 to 6 weeks’ notice and may cost $100 to $300 per song for rehearsal time.
- Stage Build: I’m a huge proponent of investing in a stage if you already bit the bullet for a band. You spent all that money, so you want to make sure your guests can see the performance!
Stationery: Postage, Upgrades, Shape & Size
Your wedding stationery is the first impression you guests have of your big day, but it can carry unforeseen expenses. Consider these wedding costs before setting an appointment with your local stationer:
- Postage: The price of postage is always changing, but custom stamps are always going to be pricey. You’ve probably seen envelopes with a mix-match of old antique stamps? Those cost $4 to $6 per envelope!
- Shape and Size: Choosing odd-shaped or heavier invitations increases postage; for example, square envelopes or those weighing over one ounce require additional postage, potentially doubling your mailing costs.
Upgrades: Options like letterpress, belly bands, silk ribbons, or handmade paper add elegance but can increase stationery costs from an average of $5 per invitation suite to $20 or more. My high-end luxury clients spend over $30 per wedding invitation. It’s so easy to get carried away here, especially if you consider yourself a creative! It’s just hard to know when to draw the line while planning such an important event!
Stationery is a fun way to add your own personal touches to your special day | Photos by Sarah Tribett
Hidden Wedding Costs FAQs
Is $5000 enough for a wedding?
If you’ve read through the above and noticed your anxiety increasing, you’re not the only one! I’ve spent my career designing and planning luxury weddings, but I’ve done my fair share of weddings for friends and family, and YES! You can have a wedding for $5k.
There are two options:
- A really nice intimate wedding for your closest family and friends (less than 30 people).
- A medium sized wedding at a free location with low budget catering and alcohol.
If you want a luxury wedding, you need to keep it small. Consider off-season dates and Wednesday or Thursday evenings. You can get a really pretty space for cheap if you aren’t stuck wanting a Saturday!
Several venues such as the Greenhouse at Driftwood, The Driskill Hotel, Justine’s Secret House, and the Commodore Perry Estate all have micro wedding packages!
How to only spend $10,000 on a wedding?
One of my favorite weddings ever was for my best friend from High School and she had exactly $10k to spend. If you want a $10k wedding, let me help you manage expectations.
- Keep the guest list under 100.
- Select less expensive catering options such as Italian (pastas and salads) or Mexican food (fajitas or tacos).
- Limit the bar to wine and beer
- If you’re in Texas I recommend Central Market and HEB Floral shops. They make economical floral bouquets that you can have friends and family pickup.
- Select a caterer who can provide all of your linens, plates, glassware, etc.
- Plan on a DJ as your evening entertainment.
What is a realistic budget for a small wedding?
This is such a sensitive subject, and a very hard question to answer. That’s why we built WeddingScout! Seriously.
If this is your first time planning a wedding, you have no idea what things cost and you’re looking for direction. At WeddingScout you can build your budget with specificity. Pick your guest count, select high-end versus economical catering, decide if you want to bus your guests.
We aren’t going to tell you how much to pay for flowers, but we can tell you a realistic budget for a band stage and dance floor! Sign up now and start planning your wedding with more confidence and less questions!