For Love Or Money
Whether you prefer an open-air party under the stars or a sophisticated soiree in a grand hall, budgeting for your wedding reception can be quite a balancing act. While any couple can save money on their wedding if they are willing to hold it on a Tuesday night in January with only 40 guests, that’s not what most couples prefer. The real goal is to spend your money wisely without compromising on what you really want. Common sense will go a long way in helping you save money without sacrificing the elegance of your day.

Budget Building
The first order of business is to discuss and agree upon a firm, realistic budget. Keep in mind that the average cost of most weddings ranges from $15,000 to $25,000. The reception will account for approximately 37 percent of this amount.

The Guest List
Once the reception budget has been determined, you will need to address the size of the guest list. This is an all-important factor because the number of people you choose to invite will have the greatest impact on the overall cost, affecting everything from invitations to rentals and catering. Be sensible. If cost is an issue, the guest list will have to be modified.

Choosing the Date and Time
The spring months of April, May and June and the fall months of September, October and November are considered peak wedding months. This is the time of year when most ceremonies and reception sites, caterers, musicians and florists are all booked at premium rates. The festive month of December, filled with holiday parties, is also considered a peak month. The more economical dates are the off-season winter months of January, February and March or in the summer months of July and August, when business is slower and rates are usually more reasonable.

In addition to season, the day of the week can influence cost. Saturdays have long been the most popular day for weddings. Those couples with an eye on overall costs might consider Friday evening or Sunday for their celebration. Most wedding-related services and reception sites will negotiate better rates for weddings held on off days. Restaurants and caterers sometimes reduce the charge for rehearsal dinners held mid-week as this is when their facilities are not usually as busy.

The time of day you hold your reception also affects your overall expenses. Having a brunch or light luncheon at the appropriate time of day can greatly reduce food costs, as opposed to serving a traditionally heavier and more expensive evening meal.

Managing the Menu
When planning a menu based on budget, discuss your finances realistically with your caterer. Their calculations are usually based on per-person cost, and can assist you in planning a menu. Sit-down meals are usually the most economical. The menu is limited to two or three main courses with set portions that are pre-plated and served to guests. Buffets offer a variety of choices, but can be a bit costly due to the lack of portion control and the need to have more food available to keep serving trays looking fresh. Serving a substantial variety of hors d’oeuvres at mealtime may seem to be an economical choice, but these tasty, labor-intensive treats can easily equal or exceed the per-person cost of a buffet or a sit-down meal. Party size is a major factor, and costs will escalate as the number of servers increase to accommodate the number of guests.

In addition to the style of food service, the menu selections will also affect your cost. To keep your expenses down, consider serving chicken and pasta as opposed to pricier items such as beef or seafood. Avoid selecting items with unusual or out-of-season ingredients.

Budgeting for Beverages
When deciding on your reception, keep in mind a large portion of your reception expenses will be the beverage costs. The preferred choice for beverage service is an open bar, which is also the most expensive because charges are usually assessed at a fixed, hourly, per-person rate, regardless of consumption. Closing the bar at mealtime then reopening it after dinner is one way to trim costs. Sparkling wine can be substituted for traditional champagne, and serving a sparkling wine punch is a delicious and economical way to keep costs down. Another option is to supply the alcohol and soft drinks yourself, prearranging the return of any unopened bottles to your local liquor store for a full refund. Once again, the time of day is important: people usually drink less alcohol at a brunch or light luncheon than at an evening meal.

Taking the Cake
The cost of your wedding cake hinges on the size of your guest list, since wedding cakes are usually priced per slice. The amount of ornamental icing you want on your cake will also affect the price. A rule of thumb is that a three-tiered cake serves from 50 to 100 guests and a five-tiered cake serves around 200 guests. If you’re on a budget, it can be more economical to order a fairly small yet fancy cake to catch your guest’s attention, while serving the majority of people from simpler sheet cakes made from the exact same ingredients.

Dancing for Dollars
Hiring a disc jockey instead of a live band is an easy way to reduce your reception budget. Besides, who says it’s not classy to have a DJ at your wedding? Today’s tuxedoed disc jockey can easily be an unobtrusive, yet vital, part of the proceedings.
If you don’t plan to have much dancing, a single performer like a harpist or classical guitarist is an ideal choice, while also inexpensive, for a reception brunch or a more intimate evening affair. Depending on the location, another delightful option is a seasoned cocktail pianist with a large repertoire.

Financing Flowers
A florist who either works from their home or is located in an area away from the main shopping district where rents and overhead are lower will usually charge less. Beyond that, when making floral selections, keep in mind that flowers in season at the time of your wedding are more cost-effective than those out of season. Simple, hand-tied arrangements for your bridesmaids are not as labor intensive as traditional bouquets, and therefore are usually less expensive. Try to let your ceremony arrangements do double duty at the reception buffet and head tables. Place seasonal annuals in decorative pots at the guest’s tables. These flowers are simple, inexpensive and sentimental favorites, and guests may take them home afterward as a memento of the day.

Cutting Time and Money
Another way to limit your reception expense is to strategically end your festivities an hour earlier. Your guests will hardly notice that the reception went on for four hours instead of five. Eliminating an extra hour on the facility rental, entertainment and bar can yield quite a substantial savings.

As you negotiate prices with vendors, remember to get all arrangements in writing. Do not accept any oral contracts or promises, and be sure your vendor spells out the services you will be paying for. Find out precisely what deposits are required, when they are due, and the conditions and time frames for possible refunds.

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