I think we can all agree that planning any event whether it’s a wedding, birthday party, family gathering, or work event has just gotten SUPER expensive. The cost of goods, staffing, materials keep rising and inflation is not helping. The end result - prices tends to be way over what most initially estimated.
One of the first items I discuss with my prospective clients besides how they met and their vision, is their budget. No one likes to talk about money, but my job as your Wedding Planner is to guide you through the planning process and that includes being transparent about realistic options and expectations.
Back 10 years ago a budget of $50k in New York was a nice healthy budget for 100-150 person wedding. That’s no longer the case. Don’t get me wrong, $50,000 is not a small sum of money. Realistically you can purchase a car or put a downpayment on a house with that amount, but when you break it down per vendor, that $50k won’t even cover the basics.
Here in New York, specifically Westchester and Long Island, the average price per person for a catering hall or venue is $200-250 pp ++ (this may not include the room fee, rentals, or other fees the venue may charge), photographers range from $6-15k, and wedding entertainment, specifically DJs, are around $3500+. That alone on the lower side is $50k not to mention florals, wedding attire, wedding cake, stationery and day of signage, hair and makeup, hotels, and shuttles. YES, it is expensive!
Let’s discuss ways to SAVE money. Before I begin my list I would like the say that the worst way to try to save money is to hire the cheapest vendors you can find. I have seen this happen way too much and the truth is, you truly get what you pay for, and in some cases, that can result in a major migraine AND major disappointment on you wedding day. You don’t need to hire the most expensive, but please do your research and make sure that you are spending money on quality vendors.
LOWER Your Guest Count
The first thing you can do if you’re serious about having a big wedding is to cut your guest list. In most cases, the cost of food and beverage is going to be the highest ticket item on your budget and that cost is varied based on the amount of people. By cutting your numbers by even 10 that can be a $2,000.00 savings. Now be careful some venues have a minimum and/or your contract is written based on a minimum. Before you sign that contract - see the lowest you can go before you’re legally bound. Once that signature goes down you may not have that option.
REPURPOSE and Fall In Love with Greenery!
Not all venues give you the ability to repurpose your ceremony florals to the reception, but a lot do. Talk with you florist about how to reuse your gorgeous backdrop or bouquets as centerpieces. Incorporate as much greenery as you can. Average prices of centerpieces can range from $150-400 depending on size, type of florals, vessels, etc. If you are able to repurpose your bouquets to centerpieces and add greenery, use your backdrop for your sweetheart table, and add ambience with votives vs pillar or taper candles, you can truly save some cash.
Escort Cards and Favors
I personally LOVE a great escort card display. It is a great way to think outside of the box and be creative without it being like a mitzvah or sweet sixteen. If you are truly set on giving favors then double up your escort card area as such. You can add a tag to chocolates, seed packets, a candle, etc. Want to go simple and save that much more, skip the cards and the favors and do a sign!
Hotel Room Blocks
Have a lot of out of town guests? Then they are going to need a place to stay and transportation to and from the wedding. If your venue is part of a hotel then that solves that, but if it’s not, your going to need some room blocks. My suggestion is to inquire with a few hotels about Courtesy Room Blocks. This allows you to hold up to 20 rooms with no financial obligation to you. If you need more than 20 rooms, look at multiple brands such as Hilton, Marriott, and Choice Hotels. This way there are different price points AND your guests have the option to use their points if they are frequent travelers.
Invitations & Day of Stationery
Invitations and some form of day of stationery are always going to be needed. But that doesn’t mean it needs to be expensive. I personally love Minted for these needs (use my code WEDPLDANIELLEC). They produce great quality items at reasonable prices. Other options also include Polka Dot Paper and Etsy. Want to save even more? Do electronic invitation and RSVP responses to avoid printing and postage fees.
Book Early!
This pretty much speaks for itself but the earlier you book, the more options you have and the less likely you will get hit with the price increase. Every vendor will raise their prices the following year. It’s not because we are greedy - its because the price to do business goes up! So if you book your venue, florals, hotels, entertainment as soon as possible you will have the ability to lock in the current rates before the price increase. You will also have more options to choose from because lets be real, good vendors that have the best prices for their value book up fast! And remember - you’re not locked in until you have a signed contract and retainer. Proposal pricing only lasts for so long!
Planning Sessions!
At the end of the day, it comes down to hiring amazing vendors, and in a perfect world, having a Wedding Planner or Day of Coordinator to guide you through the finish line. I know that hiring a Wedding Planner or Coordinator is not always in the budget so I am here to offer you Planning Sessions for those who want guidance at a more affordable cost. These include meetings with me to discuss your vision, overall timeline, vendor recommendations, and planning guides. There are all different packages and also one for Wedding Design. If you decide to upgrade and I am available, we will make it happen! Inquire here to set up a Planning Session!
For more tips and inspiration follow me on Instagram @daniellecaldwelleventsllc.
Photographer Credit: Sophie Kay Photography
