100-Guest Wedding Budget Planner
Planning a wedding for a hundred guests feels like a balancing act: you want the day to feel special, but you also need to keep the numbers realistic. Below you’ll find a step‑by‑step look at what a practical budget looks like in 2025, how the costs break down, and where you can save without sacrificing the wow factor.
Key Takeaways
- A total budget of $22,000-$48,000 covers low‑, mid‑, and high‑end options for 100 guests.
- Allocate roughly 40% to venue & catering, 15% to photography, 10% to attire, and 10% to flowers & décor.
- Prioritise what matters most to you - food, venue, or photography - and shift funds accordingly.
- Use a detailed checklist to avoid hidden expenses and stay on track.
- Leverage off‑season dates, package deals, and DIY elements to stretch every dollar.
Understanding the Big Picture
When you start with a wedding budget the financial blueprint that guides every decision from venue to napkins, the first thing to ask is: how much are you willing to spend overall? In 2025 the average cost for a 100‑person celebration hovers between $22,000 and $48,000, depending on location, season, and style. This range gives you a realistic frame to work within before you dive into individual line items.
Sample Budget Tiers
| Category | Low‑End ($22,000) | Mid‑Range ($35,000) | High‑End ($48,000) |
|---|---|---|---|
| Venue & Catering | $9,000 (40%) | $14,000 (40%) | $19,200 (40%) |
| Photography & Videography | $3,300 (15%) | $5,250 (15%) | $7,200 (15%) |
| Attire (dress, suit, accessories) | $2,200 (10%) | $3,500 (10%) | $4,800 (10%) |
| Flowers & Décor | $2,200 (10%) | $3,500 (10%) | $4,800 (10%) |
| Entertainment (DJ or band) | $1,100 (5%) | $1,750 (5%) | $2,400 (5%) |
| Stationery & Invitations | $550 (2.5%) | $875 (2.5%) | $1,200 (2.5%) |
| Transportation & Parking | $550 (2.5%) | $875 (2.5%) | $1,200 (2.5%) |
| Miscellaneous & Contingency | $1,100 (5%) | $1,750 (5%) | $2,400 (5%) |
| Total | $22,000 | $35,000 | $48,000 |
Breaking Down the Main Cost Drivers
Below is a more detailed look at each line item, why it matters, and the typical price range you’ll encounter.
Venue the location for ceremony and reception, often bundled with catering
- Low‑end: Community halls or off‑peak church spaces - $2,000‑$3,500.
- Mid‑range: Boutique hotels, garden venues - $4,500‑$7,000.
- High‑end: Historic mansions, waterfront resorts - $8,500‑$12,000.
Tip: Book on a weekday or in the shoulder season (April‑May or September‑October) to shave 20‑30% off the price.
Catering food, drinks, and service staff for guests
- Low‑end: Buffet or family‑style menu - $30‑$45 per head.
- Mid‑range: Plated dinner with two courses - $55‑$80 per head.
- High‑end: Gourmet multi‑course menu with premium wine pairings - $100‑$150 per head.
Tip: Offer a limited open bar (wine & beer) and a signature cocktail instead of a full bar to keep liquor costs in check.
Photography professional capture of ceremony, portraits, and reception
- Low‑end: Emerging talent or package deals - $1,500‑$2,500.
- Mid‑range: Established photographer with a second shooter - $3,500‑$5,000.
- High‑end: Award‑winning photographer + full‑day video crew - $6,500‑$9,500.
Tip: Ask for a digital‑only delivery; prints add extra cost, and most couples share photos online anyway.
Attire wedding dress, suit, shoes, accessories for the couple
- Low‑end: Sample sales, second‑hand boutiques - $800‑$1,500.
- Mid‑range: Designer dresses with modest alterations - $2,000‑$3,500.
- High‑end: Couture gowns and custom suits - $5,000‑$8,000.
Tip: Consider renting the groom’s tux and borrowing accessories for the bride’s veil.
Flowers & Décor bouquets, centerpieces, ceremony arches, lighting
- Low‑end: Seasonal wildflowers, DIY arrangements - $800‑$1,200.
- Mid‑range: Mixed seasonal blooms with professional arrangement - $2,000‑$3,000.
- High‑end: Premium roses, exotic orchids, custom lighting - $4,500‑$7,000.
Tip: Re‑use ceremony flowers for reception tables; it cuts both labor and cost.
Entertainment DJ, live band, or other performance for the reception
- Low‑end: Solo DJ with basic equipment - $500‑$800.
- Mid‑range: Professional DJ with lighting package - $1,200‑$1,800.
- High‑end: Live band or small ensemble - $2,500‑$4,500.
Tip: Create a playlist in advance and let a friend run the deck under the DJ’s supervision for a hybrid approach.
Stationery & Invitations save‑the‑date cards, formal invites, RSVP tracking
- Low‑end: Digital invites + printed RSVP cards - $300‑$500.
- Mid‑range: Custom printed suites with foil accents - $600‑$900.
- High‑end: Hand‑lettered calligraphy, specialty paper - $1,200‑$1,800.
Tip: Use an online RSVP platform to reduce postage and tracking time.
Transportation & Parking
- Low‑end: Couple’s own car and valet volunteers - $200‑$400.
- Mid‑range: Rental shuttle for guests from hotel to venue - $600‑$900.
- High‑end: Luxury limousines and valet service - $1,200‑$1,800.
Tip: Choose a venue with on‑site parking to avoid extra shuttle fees.
Miscellaneous & Contingency
Always set aside roughly 5% of the total budget for unexpected costs - permits, extra overtime, or a last‑minute dress alteration.
How to Allocate Your Budget Percentages
Rather than focusing on exact dollar amounts, many planners find it easier to work with percentages. Here’s a proven split that works for most 100‑guest weddings:
- Venue & Catering: 40% - This is the core of the guest experience.
- Photography & Videography: 15% - Capture memories you’ll revisit forever.
- Attire: 10% - Look your best without overspending.
- Flowers & Décor: 10% - Sets the visual tone.
- Entertainment: 5% - Keeps the party alive.
- Stationery & Invitations: 2.5% - Marks the first impression.
- Transportation: 2.5% - Comfort for you and guests.
- Miscellaneous & Contingency: 5% - Buffer for surprises.
Adjust the percentages to match your priorities. If food is your top concern, bump catering to 45% and trim décor accordingly.
Practical Tips to Stretch Every Dollar
- Go off‑season: Venues and vendors often cut 20‑30% in November‑December.
- Bundle services: Some photographers also offer videography at a discount.
- DIY where you have talent: If you’re handy, build simple wooden signage or create your own centerpieces.
- Limit the bar: Offer a cash bar for premium spirits after the cocktail hour.
- Negotiate: Many vendors expect some give‑and‑take, especially on large orders.
Budget Checklist - Keep It Simple
- Set a total budget ceiling based on savings and contributions.
- Allocate percentages (or dollar amounts) to each category.
- Gather 3‑5 vendor quotes per category before signing contracts.
- Track every expense in a spreadsheet; update weekly.
- Reserve 5% as a contingency fund - do not dip unless truly necessary.
- Review all contracts for hidden fees (taxes, service charges, overtime).
- Confirm final headcount 2‑3 weeks before the event to avoid catering surcharges.
Frequently Asked Questions
What is the average cost per guest for a 100‑person wedding?
In 2025 the per‑guest cost typically ranges from $220 (budget‑focused) to $480 (luxury) when you include venue, food, and basic décor.
Can I have a wedding for 100 guests on a $25,000 budget?
Yes - aim for the low‑end tier in the table above. Choose an off‑season date, a community hall, buffet catering, and a junior photographer to stay under $25,000.
Should I budget more for the venue or the food?
Most couples rank food higher on the satisfaction scale, so allocate at least 40% of the budget to catering. If the venue includes a built‑in kitchen or offers an all‑inclusive package, you can shift some of that money to décor or entertainment.
How much should I set aside for a contingency fund?
A safe rule is 5% of the total budget. For a $35,000 wedding, keep $1,750 ready for unexpected fees, last‑minute changes, or tipping.
Is it cheaper to have a wedding on a Saturday or a Friday?
Friday evenings are often 10‑15% cheaper than Saturdays because vendors consider Saturdays peak demand. If most guests can work Friday, you’ll save on the venue and catering.
With a clear picture of where the money goes and a few smart shortcuts, a 100‑guest wedding can feel luxurious without blowing your savings. Use the budget tiers, percentage split, and checklist above to build a plan that matches your vision and your wallet.