120 Person Wedding – Simple Guide to Planning, Budget & Guest List
Got a guest list of about 120 and wondering how to make it work without blowing your budget? You’re not alone. A wedding of this size hits the sweet spot between an intimate gathering and a full‑blown celebration, so you can enjoy both personal touches and a lively atmosphere. Below are the real‑world steps that keep things clear, affordable, and stress‑free.
Budget Basics for 120 Guests
Start with a master spreadsheet. List the big categories – venue, catering, attire, décor, photography, and entertainment – then allocate a percentage to each. For a 120‑guest wedding, most couples spend roughly 40 % on food and drinks, 20 % on the venue, and the rest split among the other items. If your total budget is £15,000, aim for about £6,000 for catering, £3,000 for the venue, and keep a £1,500 cushion for unexpected costs.
Don’t forget the hidden fees: service charges, taxes, and overtime. Ask vendors for a detailed quote and negotiate the smaller line items. A lot of savings come from opting for a buffet or family‑style service rather than plated meals, and choosing a weekday or off‑season date can shave 10‑15 % off the venue price.
Choosing the Right Venue & Layout
When you have 120 people, you need a space that feels roomy but not cavernous. Look for venues that seat 150‑180; that gives you wiggle room for a dance floor, a cake table, and a photo backdrop. Community halls, boutique hotels, and converted barns often offer flexible layouts at a lower cost than traditional ballrooms.
Plan the floor plan early. A simple rectangle of round tables (10‑12 per table) keeps the flow smooth. If you want a more relaxed vibe, consider a mix of banquet tables and cocktail‑style high tables for the lounge area. Sketch a quick diagram or use a free online seating tool – it saves you headaches when the day arrives.
Once the venue is set, lock in the catering and décor. For 120 guests, a three‑course menu with a seasonal starter, main, and dessert works well and keeps prep time manageable. Add a small sweets table for extra treats without inflating the cake budget.
Entertainment should match the crowd size. A DJ with a solid playlist can cover a 120‑person party just as well as a live band, and they’re usually cheaper. If you love live music, book a trio instead of a full band – the sound is still rich, and the price drops dramatically.
Don’t overlook the timeline. With 120 guests, you have enough people to keep the energy up, but you also need clear cues for speeches, cake cutting, and the first dance. Share a one‑page schedule with your wedding party and key vendors; a quick glance keeps everyone on track.
Finally, double‑check your guest count a week before the venue finalizes the seating. A few extra RSVPs won’t break anything, but a big swing can affect catering portions and table rentals. Keep a buffer of 5 % on your numbers and adjust orders accordingly.
Planning a 120‑person wedding is less intimidating than it seems. Break it down into budget, venue, and day‑of flow, and you’ll have a celebration that feels just right for you, your partner, and your loved ones.
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