How Much Should You Budget for a 100‑Guest Wedding?

Oct, 26 2025

Planning a wedding for 100 guests feels like a balancing act. You want the day to look special, but you also don’t want to end up scrolling through your bank account in disbelief. Below you’ll find a step‑by‑step guide that walks you through building a realistic 100 person wedding budget, shows where the money usually goes, and gives you tricks to stretch every dollar.

What "budget" Really Means

When we talk about a wedding budget, we’re not just talking about how much you’ll spend on the venue. It’s the total amount you’re comfortable allocating across every piece of the day-from the dress to the thank‑you cards. Think of it as a pie. If you know the size of the pie, you can decide how big each slice should be.

First, write down the absolute maximum you can afford. This number is non‑negotiable. Everything else will be arranged around it.

Percentage‑Based Budget Formula

Many planners swear by a percentage‑based formula because it adapts to any total amount. Here’s a simple layout that works for a 100‑person celebration:

• Venue & ceremony: 30-35%
• Catering (food + drinks): 35-40%
• Photography & videography: 10-12%
• Flowers & decoration: 8-10%
• Attire (dress, suit, accessories): 5-7%
• Entertainment (DJ, band, live performer): 5-6%
• Wedding cake & desserts: 2-3%
• Transport & logistics: 2-3%
• Miscellaneous (permits, insurance, tips): 2-4%

Apply these percentages to your total number and you’ll get a realistic road map.

Cost Breakdown Table for a 100‑Guest Wedding

These numbers are averages for 2025 in Australia and the US, converted to USD for easier comparison. Your local market may shift a bit, but the percentages stay reliable.

Three Sample Budget Scenarios

Let’s turn those ranges into concrete examples. Pick the one that feels closest to your financial comfort zone.

1. Budget‑Friendly (≈ $14,000)

• Venue: community hall or garden ($2,500)
• Catering: buffet with limited bar ($3,000)
• Photography: emerging photographer with digital package ($1,200)
• Flowers & Decoration: seasonal local blooms ($800)
• Attire: pre‑owned dress and suit ($600)
• Entertainment: DJ with own equipment ($500)
• Cake: simple two‑tier ($250)
• Transport: rideshare for couple ($200)
• Miscellaneous: $350 reserve

2. Mid‑Range (≈ $31,000)

• Venue: historic mansion or boutique hotel ($5,000)
• Catering: plated dinner + open bar ($7,500)
• Photography: professional with second shooter ($2,500)
• Flowers & Decoration: mixed arrangements ($2,000)
• Attire: designer dress, custom suit ($1,800)
• Entertainment: live band for ceremony + DJ ($1,500)
• Cake: three‑tier specialty ($600)
• Transport: luxury car for bride, shuttle for guests ($500)
• Miscellaneous: $800 reserve

3. Premium (≈ $55,000)

• Venue: waterfront estate ($10,000)
• Catering: gourmet tasting menu + premium bar ($15,000)
• Photography: award‑winning team with video ($5,000)
• Flowers & Decoration: designer floral installations ($4,500)
• Attire: couture dress, tailored suit ($4,000)
• Entertainment: full live band, dancers ($3,500)
• Cake: custom art cake ($1,200)
• Transport: classic car + limousine fleet ($1,200)
• Miscellaneous: $1,500 reserve

Notice how the percentages stay roughly the same even as the total climbs. That’s the power of the formula.

Smart Ways to Save Without Sacrificing Style

Feeling the pinch? Try these ideas that keep the wow factor high but the cost low.

• Off‑season dates: Venues drop 20‑30% during winter or early spring.
• Weekday weddings: Many vendors discount for Tuesday or Thursday.
• Hybrid catering: Serve a plated dinner for guests and a family‑style buffet for the reception.
• DIY décor: Use thrifted vases, string lights, and seasonal foliage.
• Limit the bar: Offer a signature cocktail plus wine and beer instead of an open bar.
• Combine roles: Hire a photographer who also offers video packages at a reduced rate.

Tracking Your Expenses - A Simple Checklist

Keeping an eye on the numbers prevents surprise overruns. Print or copy this list into a spreadsheet.

1. Set total budget (non‑negotiable ceiling).
2. Allocate percentages to each category.
3. Enter quoted prices as you receive them.
4. Mark items as "Paid," "Pending," or "Negotiated."
5. Update the remaining balance after each payment.
6. Review the checklist weekly with your partner or planner.

Common Pitfalls and How to Dodge Them

• Ignoring taxes and service fees: Always ask vendors for the final inclusive price.
• Underestimating guest count: Add a 5% buffer for unexpected RSVPs.
• Over‑customising: Unique touches are great, but they can explode costs quickly.
• Last‑minute changes: Contracts should lock in prices; avoid alterations after the 3‑month mark.

Quick Takeaways

• Start with a firm total budget and split it by percentages.
• For 100 guests, expect venue + catering to eat up about 70% of the total.
• Use the cost‑breakdown table to decide which tier (budget, mid, premium) fits you.
• Save by choosing off‑season dates, weekday ceremonies, and DIY décor.
• Track every line item in a simple spreadsheet to stay on target.

Frequently Asked Questions

Now you have a clear roadmap, realistic numbers, and actionable tips. Grab a spreadsheet, plug in your own figures, and watch your dream wedding come together without breaking the bank.