Wedding Budget Calculator
Estimate a wedding's total cost and cost per guest from guest count, plate price, venue, photography and other costs, then see how each decision moves the total.
Results · USD
Estimated total
Per guest
- Catering
- $10,200.00
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Educational estimates · not financial advice · free, no signup
How this was calculated
Catering = guests × cost/plate; total = catering + venue + photo + misc; per guest = total ÷ guests.
Want more detail? Full formula notes & FAQs ↓
Detailed guide
What it is, how to use it, how to read the numbers, common mistakes, a worked example, formulas, and FAQs.
What this calculator is
Weddings are priced in two ways: costs that scale with the guest list, mainly food and drink, and costs that are fixed regardless of attendance, such as the venue hire, photographer and music. This calculator separates the two. You enter the number of guests and the cost per plate for the per-person part, and fixed amounts for the venue, photography or video, and a miscellaneous line for flowers, music and everything else. The result shows the estimated total, the catering subtotal and the cost per guest, which is the number most people overlook. It is useful for the first planning conversation with a partner or family, for comparing venues, and for seeing how much each additional guest really costs. It is not a quote; taxes, service charges, gratuities and attire are not included unless you add them to a field.
When to use / who it helps
- You are beginning to plan and need a rough total to discuss with your partner or family.
- You are deciding between a larger guest list and a more expensive venue and want to compare them in numbers.
- A caterer has quoted a price per plate and you need the effect on the whole event.
- You want to know the per-guest cost to explain the budget to someone contributing.
- You are checking whether a proposed budget leaves room for items you have not priced yet.
How to use
Steps
- Enter the expected number of guests, including the couple if the caterer counts them as plates.
- Enter the cost per plate quoted by the caterer or venue; ask whether it includes drinks, service charge and tax.
- Enter the venue cost, either hire fee or minimum spend.
- Enter the combined cost of photography and video.
- Put flowers, music, invitations, attire, transport and a contingency in the miscellaneous field.
- Read the total, then the catering subtotal and per-guest cost, and adjust one field at a time to see the effect.
How to interpret results
- Total is the sum of catering and the three fixed lines; it is only as complete as the costs you entered.
- Per-guest cost divides everything, including fixed costs, by the guest count, so it falls as the guest list grows if fixed costs stay the same.
- Catering is usually the largest line, so changing guest count has a bigger effect than negotiating a smaller item.
- Compare the result with your actual savings or contributions before committing to deposits.
- Add a contingency, often planned at roughly 5% to 10% of the total, because costs commonly rise during planning.
Common mistakes & gotchas
- Forgetting service charges, taxes and gratuities, which can be added on top of the quoted plate price.
- Leaving out attire, rings, transport, accommodation and the marriage licence, which are not covered by the default fields.
- Counting only adults when the caterer charges per head for children at a reduced price.
- Using the invited number rather than the likely attending number, or the reverse; ask for the caterer's minimum guarantee.
- Not including a contingency line for changes and last-minute additions.
Worked example
Worked example — 120 guests at $85 per plate
- Catering: 120 guests × $85 = $10,200.
- Add the fixed items: venue $8,000, photography and video $3,500, miscellaneous $4,000.
- Total: $10,200 + $8,000 + $3,500 + $4,000 = $25,700.
- Cost per guest: $25,700 ÷ 120 = $214.17.
- With 100 guests instead, catering falls to $8,500 and the total to $24,000, a $1,700 saving, while the cost per guest rises to $240.
Result: About $25,700 in total, or $214 per guest, for 120 guests with the default costs; cutting 20 guests saves $1,700 in catering.
To load the form's own demo values, tap Try example above the Calculate button.
How to calculate / formula
Catering = guests × cost/plate; total = catering + venue + photo + misc; per guest = total ÷ guests.
Frequently asked questions
How much does the average wedding cost?
It varies enormously by country, city and style, so no single figure is reliable. Build the budget from real quotes in your area using this tool.
How is cost per guest calculated here?
It divides the whole estimated total, including venue, photography and other fixed costs, by the number of guests.
What should I include in miscellaneous?
Flowers, music, invitations, attire, hair and makeup, transport, decorations, favours and a contingency are the usual items.
Why does adding guests change the cost per guest?
Fixed costs are spread across more people, so the cost per guest falls, but the total still rises because catering is charged per plate.
Is the plate price the final catering cost?
Often not. Ask whether it includes drinks, service charge, tax and staffing, and add any extras to the miscellaneous line.
What is a sensible contingency?
Many planners set aside around 5% to 10% of the total. It is a rule of thumb rather than a standard.