How to Create a Wedding Budget: A Guide from Flower City Ceremonies
Happy Engagement Season! Planning a wedding is one of the most exciting journeys you'll take with your partner, but it can also be overwhelming—especially when it comes to managing your budget. As a wedding officiant at Flower City Ceremonies, I’ve seen couples approach their big day in many different ways. One thing they all have in common? They want to make their wedding as special as possible without breaking the bank.
I’m here to help you navigate the financial side of your wedding planning with some key steps to help you create a budget that works for you, without losing sight of what’s important.
Making a checklist of what’s important to the two of you.
Start with the Big Picture
Before you dive into details, take a step back and talk with your partner about your overall vision for your wedding. What kind of atmosphere do you want to create? How many guests are you expecting? Will your wedding be intimate and small, or a grand celebration with all your family and friends? Knowing the scale of your wedding will help you estimate your budget more effectively.
Prioritize What Matters Most
Different couples prioritize different aspects of their wedding. Some might value a gorgeous venue, while others want to spend on a photographer who can capture every moment. For you, it might be the ceremony itself—maybe you want a unique officiant (ahem, like me!) who can craft a personalized ceremony that feels meaningful and authentic.
List out the things that are most important to you. Then, allocate a larger portion of your budget to these areas. This could mean splurging on a special venue or reserving funds for a talented caterer. Once you’ve identified your top priorities, you’ll know where to allocate the bulk of your budget.
Set Realistic Expectations for Your Guest List
It’s easy to get carried away when it comes to the guest list, but the number of guests directly impacts your budget. A larger guest list means more invitations, food, drinks, and seating. Start with a rough guest list and figure out how many people you truly want to attend your wedding. Having a clear number will help you make realistic decisions about your overall budget.
Break Down the Costs
Now that you’ve got your overall budget, it’s time to break it down into categories. As based on statistics from TheKnot.com, here are the key areas you should focus on:
Venue: This is usually one of the biggest expenses - with an average 37% of your overall budget. The location you choose will affect everything from your decor and seating to the number of guests you can host. Event rentals, which includes everything from tables and chairs to dishes, silverware, linens, and drinking classes, are an often-overlooked expense especially for backyard weddings. Your event rentals may be included in your venue rental fee or catering package, or you may have to hire a separate rentals company. Either way, you can expect to spend about 6% of your total budget on event rentals.
Officiant: As someone who officiates weddings, I can tell you that this is one of the most important parts of your day! While only 1% of the budget, without an officiant to make everything legal, it’s just an expensive party. A ceremony that is meaningful and personal will set the tone for the entire event. Don’t skimp on this area—find an officiant, like Flower City Ceremonies, who fits the style and vision of your day.
Food & Drink: Whether you’re opting for a plated dinner or a buffet, an open bar or a cash one, food is usually a significant cost with 29% of your budget and (another 8% for the bar). Be sure to factor in the number of guests and whether you’ll be serving appetizers, a full meal, or cocktails only.
Photography & Videography: Capturing your day is priceless, but these services can be expensive at 15% of your overall budget. Decide on the type of coverage you need, and be sure to research vendors whose aesthetic matches your own.
Flowers and Decor: If you’re not working with a florist (or DIY-ing), flowers and decor can add up quickly and account for 8% of your budget. Consider where you want to allocate most of your decor budget—will it be for the ceremony, reception, or both? In addition to flowers, lighting and decor are impactful ways to personalize the look of your wedding. This includes everything from candles to statement lighting installations, as well as signage, table displays, non-floral centerpieces, and other decorative elements. Use about 5% of your budget on these accents.
Attire: Don’t forget to include costs for wedding attire, including dresses, suits, and accessories which is about 7% of a couple’s budget (with an additional 9% for rings).
Entertainment: This might be a DJ, a live band, or even something a little more unique. Keep in mind that your guests will want to have fun, so budgeting about 12% of your budget for entertainment is essential.
Be Transparent About Expectations
If family members or friends are contributing to the budget, make sure to have open and honest conversations about what they expect and can contribute. Clear communication ensures that there are no misunderstandings and helps you stay on track.
Keep an Emergency Fund
No matter how much you plan, there will always be some unexpected expenses. It’s wise to set aside a small portion of your budget (5-10%) for those last-minute costs that may arise. You never know when a vendor might charge an additional fee, or when an unforeseen need for extra decor or seating will pop up.
Track Your Expenses
As you start booking vendors and securing services, keep a detailed record of all your expenses. You can use a simple spreadsheet or budgeting tool to stay organized and on top of your spending. This will help you avoid overspending and make sure you’re staying within the set limits.
Be Willing to Adjust
The key to sticking to a wedding budget is flexibility. Some areas might end up being more expensive than anticipated, and others could come in under budget. Adjusting accordingly will help ensure you don’t go overboard on one item while neglecting others that are important.
Consider Hiring a Wedding Planner
If managing a wedding budget and coordinating all the details feels overwhelming, hiring a wedding planner can actually save you time and money in the long run. A good planner brings expertise, vendor connections, and negotiating skills that can help you get better deals and avoid costly mistakes. They’ll also take care of the logistics, so you can focus on enjoying the process—and your big day—without worrying about the small details. Whether you opt for full-service planning or just day-of coordination, a planner can be an invaluable asset in keeping your budget on track while saving you stress.
Final Thoughts: Enjoy the Process!
Budgeting for your wedding may seem daunting, but when you break it down step by step, it becomes manageable—and even fun! Your wedding day is about celebrating your love, and with thoughtful planning, you can make sure every dollar spent contributes to creating a day that feels meaningful and true to you.
At Flower City Ceremonies, I’m here to support you through every aspect of your wedding planning, from crafting a personal ceremony to offering helpful tips on how to make the most of your budget. If you’re ready to talk about creating a ceremony that’s as unique as you are, reach out today!
