In an ideal world, all wedding budgets would be unlimited, allowing for lavish events. Unfortunately, we’re not all Kim Kardashian, so more moderate budgets have to be respected. Most receptions for 100 people now cost between $7,000 - $14,000, with $9,000 being the average cost. Here’s a general estimate of what you can expect to pay for food, service/staffing, alcohol, and rentals for a wedding of this size.

Budget

Creating a detailed budget is essential for managing wedding expenses. Start by determining your total budget and prioritize the most important elements, such as the venue, catering, and photography. Allocate a percentage of your budget to each category, for example, 40% for venue and catering, 15% for photography, and 10% for attire. Use a spreadsheet to track expenses and compare quotes from multiple vendors. Consider hidden costs like gratuities, transportation, and overtime fees. Always set aside a contingency fund (around 5-10% of your budget) for unexpected expenses.

Venue

Choosing the right venue is crucial for your wedding reception, as it significantly impacts the overall budget. For a reception with 100 guests, venue costs can vary widely depending on location, amenities, and season. On average, couples spend between $3,000 and $10,000 on venues. Consider venues that offer in-house catering and rentals, which can streamline planning and potentially reduce costs. Outdoor venues, such as gardens or beaches, might offer lower base rental fees but may require additional expenses for tents, generators, and other essentials. Always inquire about what's included in the rental fee and any additional costs.

Food

$5,000 is a great starting point, covering a few appetizers and enough food for a buffet. If you’d like to include more expensive items such as beef or seafood, expect to pay closer to $7,000. Other factors that affect food costs include the quantity and selection of hors d’oeuvres, and the number of entrées, sides, and desserts. Additionally, sourcing local and organic ingredients, which are increasingly popular, can add to the cost.

Service/Staffing

This cost can range from $2,500 to $5,000, depending on how you would like your food presented. A buffet-style meal with fewer servers will cost less than a plated meal with many guests served individually. For a buffet, expect to pay between $2,500-$3,000 for a team including an event manager, captain, servers, and bartenders. For plated meals, staffing costs will increase by roughly 50% – 75% due to the need for multiple chefs and more servers.

Alcohol

The cost for supplying your own beverages varies, but keep in mind that in addition to the alcohol cost, you will need to cover your caterer’s liability fees (around $150) and a one-day event ABC license, if needed (about $150). Therefore, in addition to the cost of the alcohol, expect to pay at least $300 in fees. If your caterer handles beverage services, prices are more concrete. Serving beer and wine typically costs around $3,000, while a full bar can cost about $3,500. Specialty cocktails, which have become more popular, can add an additional $500-$1,000 to the budget.

Rentals

Standard rentals include linens, dinner plates, bread plates, cocktail hour and cake plates, glassware, and flatware. The average rental cost is now $2,000. Including tables and chairs can set you back an additional $600 - $900. Different styles and upgrades, such as vintage or custom furniture, will increase costs.

Decorations

Decorations set the tone and ambiance of your wedding reception. For a reception of 100 guests, decoration costs can range from $2,000 to $5,000, depending on the complexity and style you desire. Key elements include floral arrangements, lighting, table settings, and centerpieces. To save money, consider DIY projects for simple decorations or repurposing ceremony décor for the reception. Renting items like lanterns, arches, and backdrops can also be cost-effective. Collaborate with your florist and event planner to create a cohesive look within your budget.

Additional Costs

Consider unexpected expenses such as overtime charges for venue rental, transportation for guests, and gratuities for staff. It's also wise to allocate some budget for wedding insurance, which can range from $200-$500, to cover unforeseen circumstances.

Having a detailed breakdown and understanding of your catering costs will enable you to spend your money wisely and allocate funds to the elements that matter most to you. With this new awareness, you can have the memorable, unique wedding you’ve always envisioned without spending a fortune.