100-Person Wedding Budget (2025): Real Costs, Per-Guest Math & Breakdown

The fastest way to stop a wedding budget from ballooning? Price it per guest. For a 100-person wedding in 2025, a solid, stress-cutting plan lands between NZD $40k-$70k in New Zealand (Auckland skews higher) or USD $25k-$45k in many U.S. metros for a classic Saturday celebration with venue hire, full meal, and bar. Go brunch, backyard, or weeknight and you can beat those numbers. Chase a marquee, premium spirits, and a band? Expect more. The point: lock a per-guest target, then fund fixed costs and add a buffer. That’s how a 100 person wedding budget stays sane.

• Good “standard” range for 100 guests (2025): NZD $45k-$65k in NZ; USD $30k-$45k in the U.S.
• Lean but lovely: NZD $25k-$40k (or USD $15k-$25k) using off-peak days, simpler menus, and limited bar.
• Per-guest rule of thumb: Food and beverage (F&B) × guest count + fixed costs (photo, attire, music, decor) + 10% contingency.
• Allocation guide: 50-55% venue+F&B, 10% photo/video, 8-12% flowers/decor, 5-8% music, 3-6% stationery, 5-8% attire/beauty, 3-5% transport+misc, 10% buffer.
• Biggest cost levers: day/time, menu style, bar format, single vs multi-location, and how long the party runs.

TL;DR: What a “good” budget looks like for 100 guests in 2025

If you clicked hoping for a straight answer, here’s the cleanest one: pick a per-guest target first. In NZ, aim for NZD $300-$650 per guest for a venue wedding, depending on ambition. In the U.S., USD $200-$400 per guest covers a nice sit-down with beer/wine and a few extras in many cities.

Then do the quick math:

• Base F&B = per-guest F&B × 100
• Add fixed costs (photo/video, attire/beauty, celebrant/officiant, DJ/band, decor/flowers, cake, transport, stationery)
• Include tax (NZ GST 15% if not already included), service fees, and 10% contingency

Typical 2025 ranges that most couples find “good” (aka realistic without regret):

• New Zealand (Auckland area): Lean NZD $25k-$40k; Standard NZD $45k-$65k; Luxe NZD $80k+
• United States: Lean USD $15k-$25k; Standard USD $30k-$45k; Luxe USD $60k+

Bar format swings totals fast. Beer/wine only can cut thousands. Premium spirits and a cocktail hour push the other way. Daytime receptions, buffet/family-style menus, and single-location events protect your budget. Friday or Sunday can shave venue minimums.

“Guest count remains the single biggest cost driver. Most major categories scale with headcount, directly or indirectly.” - The Knot 2024 Real Weddings Study (U.S.)

Two small gotchas that nudge totals up: rentals (if your venue is more ‘blank canvas’ than ‘hotel ballroom’) and service charges (gratuities in the U.S.; in NZ, check whether GST is included in quotes).

Build your 100-guest budget step by step

Think of this like assembling a Lego set. Snap the big pieces in first, then fill the gaps.

1. Pick your style and timing. Evening Saturday ballroom? Garden ceremony + restaurant reception? Backyard marquee? If you can flex to a brunch, Friday, or winter date, you’ll improve value instantly.

2. Set a per-guest target for F&B. Use your local quotes to anchor it. In Auckland right now, I’m seeing catered sit-down menus at roughly NZD $120-$220 per person for food, plus NZD $30-$60 for beer/wine packages. That puts F&B commonly at NZD $150-$280 per person. The U.S. equivalent often runs USD $120-$220 pp inclusive of service in mid-cost cities.

3. Choose your bar strategy. Beer/wine only, capped open bar (e.g., two hours), signature cocktails with house spirits, or cash bar. Decide early. It touches everything from glassware counts to late-night extensions.

4. Allocate your budget by category. Use this baseline and adjust to your priorities:

   • Venue + F&B: 50-55%
   • Photo + Video: 10%
   • Flowers + Decor + Rentals: 8-12%
   • Music (DJ/Band): 5-8%
   • Attire + Beauty: 5-8%
   • Stationery (invites, day-of): 3-6%
   • Transport + Misc (gifts, marriage license, rings resizing, etc.): 3-5%
   • Contingency: 10%

5. Build the line items. Take your allocations and translate them into real quotes. Prioritise vendors with transparent inclusions (chairs, glassware, service staff). In NZ, confirm whether prices are ‘incl. GST’ or ‘+ GST’ so you’re not surprised by an extra 15% later.

6. Timebox your day. The longer the day, the more you spend on bar, staff, and photography. A tidy 7-8 hour timeline is usually enough for getting ready, ceremony, portraits, reception, and exit.

7. Add your buffer. A clean 10% contingency covers last-minute guests, weather plan B (extra heaters/marquee sides), and overtime you’ll be grateful you pre-funded.

8. Track and adjust. Use a simple sheet: estimated vs quoted vs paid. If you splurge on a live sax for the DJ, you might pull back on florals by reusing ceremony arrangements at reception.

Real-world examples and cost breakdowns

Here are grounded, 2025-friendly snapshots you can adapt. All assume 100 guests. Numbers are directional; vendors vary.

Auckland Saturday garden venue (standard budget)

Goal: Classic afternoon ceremony, evening reception, beer/wine + signature cocktail for two hours, single location.

• Venue hire (includes chairs/tables/basic sound): NZD $5,000
• Catering sit-down (3 courses @ $170 pp): NZD $17,000
• Drinks package (beer/wine + 1 signature, 4 hours @ $45 pp): NZD $4,500
• Photography (8 hours): NZD $4,500
• Video (6-8 hours): NZD $3,000
• Florals + decor (bouquets, ceremony feature, table arrangements, candles): NZD $5,500
• Music (DJ, 6 hours): NZD $1,800
• Cake (2-tier + sheet cake): NZD $800
• Stationery (invites, signage, place cards): NZD $900
• Attire + beauty (dress, alterations, suit, hair/makeup): NZD $5,000
• Transport (bridal party vans + late-night Uber budget): NZD $800
• Misc (marriage license, gifts, vendor meals, heaters contingency): NZD $1,200
• GST if applicable on some items + 10% buffer: NZD $4,500

Estimated total: ~NZD $54,500

Backyard/marquee with food trucks (value-focused)

Goal: Casual vibe, great food, fewer rentals than a full formal set, beer/wine only.

• Marquee + lights + basic flooring: NZD $6,500
• Tables/chairs/linen/basic place settings: NZD $2,200
• Food trucks (two vendors @ $45 pp avg): NZD $4,500
• Bar (self-provided beer/wine + glassware + bar staff): NZD $2,300
• Generator + toilets (non-glam): NZD $1,800
• Photography (6 hours): NZD $3,200
• Music (DJ 4 hours + simple PA): NZD $1,400
• Florals (bouquets + bulk greenery, reuse jars): NZD $1,800
• Decor (string lights, candles, signage): NZD $800
• Attire + beauty: NZD $3,000
• Misc + buffer: NZD $2,300

Estimated total: ~NZD $29,800

Trade-offs? Weather risk, logistics (power, waste, council noise limits), and more DIY. Savings come from a shorter vendor list and simpler rentals.

City restaurant buyout (smart mid-tier)

Goal: Great food, no heavy rentals, beer/wine + welcome cocktail, ceremony off-site or a short in-venue vow format.

• Restaurant buyout (minimum spend): NZD $25,000 (food + drink)
• Photography (7 hours): NZD $4,000
• Florals (tables + small ceremony feature): NZD $3,500
• DJ (5 hours) or curated playlist + live sax for 2 hours: NZD $1,600
• Attire + beauty: NZD $4,000
• Stationery/signage: NZD $700
• Misc + 10% buffer on the minimum: NZD $3,000

Estimated total: ~NZD $41,800

Why this works: existing furniture, glassware, trained staff, and strong food value. You funnel spend into guest experience, not infrastructure.

U.S. mid-cost city hotel ballroom (standard)

Goal: Saturday evening, plated meal, beer/wine + limited spirits, band skipped in favor of a top-tier DJ.

• Venue + catering package (service included) @ USD $185 pp: USD $18,500
• Photography (8 hours): USD $3,800
• Video (6-8 hours): USD $2,800
• Florals + decor: USD $3,800
• DJ (5 hours): USD $1,600
• Cake/dessert: USD $650
• Stationery: USD $600
• Attire + beauty: USD $3,500
• Transport + misc + 10% contingency: USD $3,000

Estimated total: ~USD $38,250

Use these like templates-swap in your style and a few local quotes and you’ll have your own working budget within an hour.

Note: These are frameworks, not price promises. Shift percentages to match your must-haves. For example, if florals are your thing, bump that category and trim attire or stationery.

Cheat sheet, pitfalls, and quick answers

Fast budgeting formulas

• Per-guest math: Total Budget ≈ (F&B per guest × 100) + Fixed Costs + 10% Buffer
• Fixed vs variable: Expect 60-70% of spend to scale with guest count (food, drink, rentals, favors) and 30-40% to be fixed (photo, music, planning, attire).
• Short day, smaller tab: Every extra hour often adds 5-10% in staffing and bar.

Ways to save without shaving the joy

• Host the ceremony and reception in one spot. You’ll save on transport, setup crews, and lost time.
• Serve a gorgeous shared or buffet menu instead of plated. Guests are fed, costs are friendlier.
• Limit spirits: beer/wine plus one signature cocktail keeps flavor high and waste low.
• Reuse ceremony florals at reception. Your arch becomes a sweetheart table backdrop.
• Trim the guest list by 10-20 if you can. That often saves more than cutting any single vendor.
• Weekday or winter dates win value in NZ and the U.S.
• Photography coverage: 8 hours usually beats 12. Add a 30-minute ‘fake exit’ if you want sparkler photos.

Common budget traps to avoid

• Quotes that exclude GST (NZ) or add service fees (U.S.). Confirm “incl. GST” vs “+ GST”.
• Forgetting rentals: napkins, extra glassware for cocktails, ceremony microphones, heaters, or dance floor in a marquee.
• Vendor meals and crew water/soft drinks (often 6-12 plates).
• Delivery, setup, strike, and overtime charges. Ask for these in writing.
• Transportation gaps for older guests at rural venues.
• Weather plan B costs: extra flooring, sides for marquees, umbrellas.

Mini-FAQ

Is NZD $20k enough for 100 guests? Yes, if you keep it casual: daytime, buffet or food trucks, beer/wine only, and minimal rentals. Expect trade-offs in florals, hours of photography, and entertainment.

Is USD $20k enough for 100 guests? In many U.S. cities, yes with smart choices: restaurant reception, Sunday wedding, beer/wine, and a DJ. Hotel ballrooms on a Saturday will be tough at that number.

What’s a good per-guest target? NZ: $300-$650 for venue weddings. U.S.: $200-$400. If your local quotes are higher, shrink guest count or shift to daytime.

Backyard weddings are cheaper, right? Sometimes. They can also be pricier if you need a marquee, flooring, generators, toilets, and full rentals. Run a full rental quote before deciding.

How much alcohol for 100 guests? Roughly 6-8 drinks per guest for a 5-6 hour reception on average; less for brunch, more for late-night dancing. Packages simplify budgeting and reduce waste.

Do we tip in New Zealand? Tipping isn’t standard in NZ the way it is in the U.S. Some couples still add a small thank-you for standout service. Always check if service charges apply in your contract.

Kids and vendors-do they count toward guest count? Kids count for seating and often a discounted meal. Vendors don’t count for seating but do for vendor meals (ask your caterer for a reduced rate plate).

Band vs DJ for 100 guests? A great DJ is lower cost and high energy. A full band is special but can triple the music budget. Consider a DJ plus live elements (sax, percussion) as a middle path.

Payment schedule? Expect 20-50% to secure a date, then staged payments, with the balance due 1-2 weeks out. Protect your buffer for those final invoices.

Next steps

1. Pick your style and day/time. Lock it in with a 1-2 sentence vision you can share with vendors.
2. Set your per-guest F&B target and total ceiling. Write both down.
3. Get three quotes each for venue/catering and photography. These determine the rest.
4. Use the allocation table above to draft your first budget. Add a 10% buffer immediately.
5. Book by value and fit, not just the lowest price. Ask about what’s included, staffing ratios, and backup plans.
6. Revisit guest list and hours if quotes run hot. Small trims beat last-minute panic.

Want a quick gut-check? If your per-guest F&B for 100 is already hitting NZD $280+ (or USD $220+), you’ll either lift your total budget or pull back in fixed categories. If you’re at NZD $180 (or USD $150) and still want a full band and elaborate florals, expect to add 10-20% to your total.

If you keep the math honest, the day stays joyful. That’s the whole point, right?