What a 100-guest wedding costs by category
Start from a total, split it across the categories below, then check the guest-driven lines against real quotes. The percentages are the midpoints this site publishes across its calculator, its spreadsheet and the category breakdown page, so the three cannot disagree.
£20,000 total, 100 guests — £200 per guest
| Category | Share | Amount | Behaviour when the guest list moves |
|---|---|---|---|
| Venue, food and drink | 48% | £9,600 | Fixed core plus a per-head part |
| Photo and video | 11% | £2,200 | Barely moves with guest count |
| Attire, beauty and alterations | 9% | £1,800 | Barely moves with guest count |
| Flowers, decor and rentals | 9% | £1,800 | Fixed core plus a per-head part |
| Music and entertainment | 8% | £1,600 | Barely moves with guest count |
| Stationery, signage and postage | 3% | £600 | Scales with every guest |
| Transport and accommodation | 4% | £800 | Fixed core plus a per-head part |
| Contingency | 8% | £1,600 | Fixed core plus a per-head part |
£30,000 total, 100 guests — £300 per guest
| Category | Share | Amount | Behaviour when the guest list moves |
|---|---|---|---|
| Venue, food and drink | 48% | £14,400 | Fixed core plus a per-head part |
| Photo and video | 11% | £3,300 | Barely moves with guest count |
| Attire, beauty and alterations | 9% | £2,700 | Barely moves with guest count |
| Flowers, decor and rentals | 9% | £2,700 | Fixed core plus a per-head part |
| Music and entertainment | 8% | £2,400 | Barely moves with guest count |
| Stationery, signage and postage | 3% | £900 | Scales with every guest |
| Transport and accommodation | 4% | £1,200 | Fixed core plus a per-head part |
| Contingency | 8% | £2,400 | Fixed core plus a per-head part |
£40,000 total, 100 guests — £400 per guest
| Category | Share | Amount | Behaviour when the guest list moves |
|---|---|---|---|
| Venue, food and drink | 48% | £19,200 | Fixed core plus a per-head part |
| Photo and video | 11% | £4,400 | Barely moves with guest count |
| Attire, beauty and alterations | 9% | £3,600 | Barely moves with guest count |
| Flowers, decor and rentals | 9% | £3,600 | Fixed core plus a per-head part |
| Music and entertainment | 8% | £3,200 | Barely moves with guest count |
| Stationery, signage and postage | 3% | £1,200 | Scales with every guest |
| Transport and accommodation | 4% | £1,600 | Fixed core plus a per-head part |
| Contingency | 8% | £3,200 | Fixed core plus a per-head part |
Which lines actually move when you cut guests
This is the part couples get wrong. Cutting the guest list does not scale the budget down evenly, because most of the budget is not bought per head.
| Behaviour | Categories | Share of budget | What cutting 10 guests does |
|---|---|---|---|
| Scales with every guest | Stationery, signage and postage | 3% | Saves the full per-head amount, but it is a small line |
| Fixed core plus a per-head part | Venue, food and drink; flowers and decor; transport; contingency | 69% | Saves the catering and drinks part only; the hire fee, the setup and the minimum spend stay |
| Barely moves | Photo and video; attire and beauty; music | 28% | Saves nothing |
Work it through on the £30,000 column. Ten guests take with them about 60% of their share of the food and drink line, their full share of stationery, and roughly 40% of their share of flowers and decor. That comes to around £1,062 — 4% of the budget, not the 10% the head count suggests. Real money, and worth having, but it will not rescue a plan that is 20% over.
The costs that are missing from most quotes
| Line | Typical size | Why it gets missed |
|---|---|---|
| Service charge on food and drink | 10–15% of the catering line | Quoted per head excluding service, then added at the final invoice |
| Corkage, if you supply drinks | Charged per bottle opened | Only appears in the small print of the venue contract |
| Supplier meals | One per supplier working the day | Photographer, videographer, band and planner usually need feeding, at a reduced rate you have to ask for |
| Overtime | Per hour, per supplier | Priced only once the timeline slips on the day itself |
| Delivery, setup and breakdown | Per supplier | Flowers, furniture and decor are frequently quoted ex-delivery |
| Postage | Two rounds, not one | Save the dates and invitations are separate mailings, and heavier invitations cost more than standard letter rate |
This is what the contingency line is for. Keeping 8% back is not pessimism, it is the difference between a budget that survives contact with the final month and one that does not.
Where a 100-guest budget goes wrong
At 100 guests the minimum spend usually stops being a problem and two different ones start.
The guest list creeps. A hundred is a round number that invites rounding up. Each additional household is four more meals, four more drinks packages, another place setting and sometimes another table with its own linen, centrepiece and service. Ten extra guests on a £30,000 budget is around £1,050 in catering, stationery and decor, and another £200–£400 if they tip you into an extra table — most of it arriving after the deposit stage, when the money is already committed elsewhere.
The final-month cash pile-up. At this size you are booking eight to twelve suppliers, and most of them want the balance in the last 30 days. The budget can be perfectly correct in total and still fail, because £18,000 leaves your account in four weeks. Build the payment calendar at booking, not in the final month.
Put your own total through it
The calculator uses these exact percentages, and the payment tracker turns the result into deposits and due dates.
Common questions
What is the average cost per guest for a 100-guest wedding?
Divide the total by 100 for the headline number: a £30,000 budget is £300 per guest. The more useful figure is the food and drink share, which at 48% of £30,000 is £14,400, or £144 per guest. That is the number to compare against a catering quote.
How much should venue and catering cost for 100 guests?
Budget 40–55% of the total, with 48% as the working midpoint. On a £30,000 budget that is £12,000 to £16,500. If your venue quote sits above the top of that range, the rest of the plan has to shrink to fit it, so check it before you pay a deposit.
How much contingency should be in the budget?
Between 5% and 10%, and closer to 10% if you are booking more than six months out or the venue charges for overtime. It covers guest count changes, price increases between quote and invoice, delivery charges and the final-week extras that no one budgets for.
Should the percentages be treated as rules?
No. They are a starting split that makes a plan testable. The moment a real quote arrives, replace the percentage with the quote and let the other categories absorb the difference. A budget that never changes after the first quote is not being used.