As a team of Austin wedding planners, we frequently get asked, “what is considered an average cost for a wedding in Austin?" Unfortunately, the answer to this is very black and white depending on your overall vision and budget so cost varies drastically. There are a lot of factors to take into consideration when planning; IE: vendor's expertise, education, reputation, products/services offered. On top of that, the cost can vary depending on the uniqueness of each wedding, guest count, date, venue, desired vendors, etc.
It's your big day and your budget, so we annually poll a variety of established vendors in the Austin wedding industry and compiled the median range of their data/information submitted. We break it down by vendor category so you can see how/where to distribute your total budget when planning a wedding, and also give you an idea of how far out you should consider booking these vendors for your big day. The total cost/range is based off of a 100 guest count wedding, or a cost per guest/person.
ALCOHOL & BAR
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$5,000 (Range: $3,000 - $9,000+ depending on who is providing the alcohol, what type of alcohol, + which vendor is serving.) | Customary: 15% - 20% on the total alcohol/bar cost much like a restaurant or bar + depending on service received | 6 - 9 months prior to wedding day |
Let’s face it, most of us hear the word ‘wedding’ and automatically think of an open bar (and obviously a celebration of love!), but mostly, drinks. Providing alcohol and bar services is a must and the cost can vary, depending on the number of guests, the severity of their drinking habits and the number of hours the bars will be open. Will you be having a pre-ceremony drink, or wine service with dinner, or a champagne toast? Or do you want to create some custom cocktails named after your favorite furry friends? Most venues will allow for the couples to bring in their own alcohol, which can help save a lot of money (plus you get to select what alcohol you want to serve on your bar and you get to take any leftover alcohol home at the end of the night.) Don't forget about all of the new trends - champagne towers, unity shots, and specialty cocktails as desserts!
By Texas law, you must have TABC certified bartenders serving the drinks. Whether you solidify the bartenders through your full-service caterer or hire a specific bartending company, these bartenders can come stocked with all bar needs (ice, cups, straws, mixers, garnishes, etc). Bartenders are also craft cocktail artists and spend time creating custom recipes and specialty drinks that please all of the guests!
BAND
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$8,500 for an 8-10 piece band without upgrades (Range: $7,000 - $10,000+) | Optional: $25 - $50+ per band member | 9 - 12 months prior to wedding day |
Bands know how to get the crowd going and because we are also in the Live Music Capital of the World, we are amongst the most talented individuals.. No matter the demographic, rain or shine, when the band starts to play, the party gets started. Highly talented musicians and their team of technically advanced staff provide the perfect soundtrack for your celebration. But most people don't know what all goes into running a professional musical ensemble. Factors you probably don't consider include but are not limited to insurance, gas, tour bus or trailer storage and upkeep, marketing and advertising, website management, promotional photoshoots, performance videos, etc. The talent of each individual comes at a cost as well. They likely attend weekly rehearsals, monthly meetings, spend hours learning new music, and need to pay their agent fees, as well as all operational fees to various technicians.
Additionally, technology is constantly advancing and increasing in price. To stay up to date with the latest looks and sounds, bands must regularly update their audio and electrical equipment. Not just instruments but lights and other performance accessories are incorporated to create the all-encompassing musical experience. Depending on the location of the wedding, the band may also need to afford the traveling costs, food, lodging, outfits, hair, makeup, the list goes on. Don't forget they also have to set up in multiple areas of a wedding venue depending on your venue's layout/accessibility and choice of ceremony/cocktail hour/reception location. There’s no doubt that musicians love their job - it shows, and you can feel the passion when they get on stage. So it’s crucial to understand the costs associated with their ticketed price.
$8,000 in 2023... Why the price increase?
The overall cost of travel and price increase of Austin living justifies the price increase.
CAKE
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$2,000 or $8 per guest | Not Customary/Optional: $20-$50 towards delivery and set up on-site | 4-6+ months prior to wedding day |
The cost of a wedding cake can catch many first-time brides off guard, which is why we have to understand the artistry that goes into creating the perfect wedding cake that tastes great and is visually appealing!
When it comes to the cake itself, they must prep the amount of ingredients needed to order, locate specialty edible items, prep, bake, design, deliver, set up, and that is the job of a team; not just one person! Behind the scenes when they're not baking, they have operational duties and important time dedicated to client communication including meetings regarding vision, tastings, while managing a team of talented bakers. Large scale cakes require bakeries to have room to create these masterpieces by purchasing the highest end of kitchen equipment, machinery, climate-controlled storage facilities, and more!
Most bakeries will offer a complimentary cake tasting. Once the cake has been baked and designed to perfection, transportation, and movement of the cake to the reception space is a carefully thought out and executed process. There are so many moving parts that go into creating this perfect dessert selection for your wedding. A wedding cake is a staple, a tradition, and a symbol of celebration. It is a photo opportunity and a delicious memory.
$1,800 in 2023... Why the price increase?
The overall increased price of products, such as butter, eggs, flavors have been the biggest factor to wedding cake price increases as well as packaging and paper products. Additionally, the inconsistency of suppliers and products as well as gas prices have forced up to raise delivery fees as well.
CATERING
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$120-140 per guest (Range for 100 guests: $10,000 - $25,000 - depending on selection of adding bar service/alcohol, hors d'oeuvres, dinner service style, cake cutting, setup/breakdown, corkage fee, N/A beverage station, standard/included rentals: flatware, glassware, linens, etc.) | Customary: 15-20% on of total cost food & beverage (Please note that the operational/administration fees are NOT gratuity.) | 9-12+ months prior to wedding day |
Food is one of the most significant expenses at every wedding. For some brides, it could seem like a considerable expense that you’d rather not have to pay for. It’s tempting to go with a cheaper caterer, but in turn, this decision could lead to additional rentals, additional time, stress, and more work for you, your family, and your bridal party. If you decide to go with a full-service caterer, not only will you be in great hands knowing you’ve selected excellent food, but you can breathe easier knowing that the logistics will be taken care of for you. Catering sales managers and the talented culinary team spend a lot of time researching, strategizing, cooking, tasting, selecting ingredients, and writing menus. Because of the variety of food services to choose from (plated, buffet, family-style, stations, grazing tables, hors d’oeuvres, desserts, etc.), there are usually multiple menus that must be written. A full-service caterer will offer menus they’ve spent countless hours on, but they also specialize in customizing the perfect menu for the happy couple. There is a lot of trial and error that goes into creating a dish, all for that perfect bite!
A culinary team includes chefs, sous chefs, line cooks, pastry chefs, dishwashers, and everyone in between. They often work 6 or 7 days a week, all hours of the day, prepping and preparing hundreds of dishes for events. Once the event arrives, transporting food for hundreds of people is quite the task. Besides the food, they must transport plates, utensils, serving utensils, serving trays, linens, heaters, platters, hot boxes, glassware, coolers, ice, trash cans, etc. Truckload after truckload, unloading, and reloading, the work never stops. Full-service catering teams provide all of the food, flatware, glassware, etc. but also a full-service catering company will provide the labor required to set up the tables and chairs - for ceremony and reception, and maybe even include a room flip of those items.
They set up the bar, the hors d’oeuvres, the beverage stations, dessert stations, the tables for the gifts, party favors, in addition to ceremony chairs; and with weddings, sticking to the timeline is everything. From beginning to end, food and beverage details must be executed on a schedule to smoothly execute and service the event. Once the event is over, the team must pack their supplies, tear down the setup, and take everything base to the base so all of the dishes can be cleaned and put away for the next event. Avoid additional rentals by having a full-service catering team who will provide everything you need. Hiring a trustworthy team of professionals will also alleviate the burden of having your closest friends and family setting up and taking down tables and chairs. Oh, and let’s not forget dealing with the trash. At the end of the night, that’s reason alone to make it worth the price!
$100-120 per person in 2023... Why the price increase?
Staffing shortages across the board (in both the kitchen and on the serving side) due to cost of living in Austin. The overall cost of food and products, as well as relying on suppliers and delivery of products on a weekly basis.
DESSERTS
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$8 per guest (Range: $1,000 - $2,000) | Not Customary/Optional: $20 - $50 for delivery, set up, additional labor | 4-6+ months prior to wedding day |
Quite similar to cakes, there is a labor of love and material goes into creating a mass amount of individual gourmet desserts. One popular wedding dessert is the decorated sugar cookie. Did you know that one cookie can take between ten and fifteen minutes to decorate? Just ONE cookie! That’s only 4-6 cookies per hour, and most cookie orders are multiple dozens. That is a whole lot of time and labor that is put into meticulously decorating your wedding cookies. It will be well worth it when your guests see your dessert table.
Whether or not you want to choose between a dessert station, just a cake, or both is definitely something to think about. Either way, don’t forget to thank your bakery for all the hard work and talent they put into creating your miniature, tasty masterpiece!
$6.50 per person in 2023... Why the price increase?
Product and packaging increases in the last two years have forced to raise prices on desserts, in addition to finding and affording pastries chef's in the Austin area due to cost of living.
DJ
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$2,500 for ceremony & reception setup, additional lighting and services, as well as adding on musicians (Range: $2,000 - $5,000) | Optional: $100 - $200 per DJ/Emcee | 9-12+ months prior to wedding day |
Contrary to what most people believe, the DJ does more than just play music. They are the emcee at your reception and ensure that your officiant, best man, maid of honor, etc are all mic’ed up and ready to go., while providing expensive equipment from speakers to handheld microphones to lapel microphones.. They set the mood for every special moment, get people up on the dance floor, and keep the crowd entertained. They also set up, test, and tear down their equipment, all while maintaining the highest level of professionalism.
A professional DJ/Emcee will invest several hours into the months, weeks, and days leading up to your wedding, customizing playlists to your requests and creating fun collaborations with the songs you want to hear. Behind the scenes, they are having individual calls with each client, finalizing timeline details with vendors, upgrading their equipment and adding new options to their package (like cold sparks, CO2 cannons, etc.) also while collaborating with other musicians. Have you seen a DJ and an electric violinist simultaneously play a song at a wedding reception? That takes communication, patience, practice, and dedicated time to this craft. In between all of this on wedding day, they are the emcee so they are in control of reading the crowd, the mood, and are in charge of corralling a large amount of guests; who are highly intoxicated. All of the equipment set up, testing (mic check 1, 2, 3), and then teardown is almost always done alone, as one DJ, which requires a ton of labor and transportation of very expensive equipment!
$2,200 in 2023... Why the price increase?
The overall cost of travel to and from wedding venues and the cost of living in Austin.
FLORIST
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$8,000+ as a standard minimum for a prime date (Range $7,000 - $20,000) | Optional/Not Customary: 10-20% of the cost on labor/service/operational fees | 9-12+ months prior to wedding day |
Florists are artists, and art is always changing and advancing. Because flowers are living plants with a timeline, there can be a lot of pressure to create the perfect design and get the timing just right depending on weather, hydration of the flowers, and the overall execution of the design! Florists spend hours researching the perfect flowers to match your budget, creating proposals and design books to give you the visual element ahead of time, on top of sourcing quality/premium flowers, accepting floral deliveries and keeping them in a climate-controlled space based on each type of flower's lifeline and integrity. Beyond that, they are assembling arrangements, making plans how to safely transport the items (which are very fragile) and on top of all of that, they have to bring the vision to life during set up at your venue that usually comes with a specific time constraint.
Not only is there a hands on approach to flowers, but there is so much done behind the scenes operationally to bring your floral vision to fruition. They have to source all vessels and additional decor like candles, on top of building and toying with structures capable of holding a heavy amount of weight... while keeping everything alive! Unfortunately since the pandemic, the cost and availability of flowers has changed drastically and not every flower is available for every season, so a minimum cost is beyond understandable. Florists are creative, artistic masterminds physically manipulating a live product into a tangible product and they have the ability to take a nervous, unsettled bride across the finish line by exceeding their 'Pinterest' vision and recreating the whole wedding design!
$7,000 in 2023... Why the price increase?
Floral shortages is one of the biggest shortages in the wedding industry right now. The flower cost per stem has increased significantly due to high demand of weddings. Additionally wholesalers shipping costs have also increased as well as gas prices to deliver florals on wedding day.
HAIR + MAKE UP ARTISTS
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$300 - Bride, $225 - Bridesmaids/Additional Guests/Family (Range: $200-$400 per person) | Expected/Customary: 15-20% of service/per person depending on your experience | 6-9+ months prior to wedding day |
Whether you are someone who wears makeup on a daily basis, or just for special occasions, it’s no secret that makeup and hair products and tools are expensive. Every item, every color, every brush, every spray, it all adds up quicker than imaginable. Now take a look at your makeup bag and imagine how many colors and tools you would need to accommodate multiple bridesmaids, mothers, and flower girls. A professional makeup kit is around $3,000, and a hair kit is $1,000. Wow! And the costs don’t stop there. There are business expenses just like every other business listed above. Insurance, gas, travel, licensing, continued education, general business expenses, etc. If you’ve ever gotten your hair and makeup professionally done, you know how much time goes into the look.
Hours are spent blending the perfect colors, styling, applying lashes, clip-in hair extensions, veils, headpieces, all to create that picture-perfect wedding look, not just for your bride but the entire bridal party. Some may assume that the more girls you have in your party, the cheaper the price per person, but actually, it’s more work, more artists are required, and the pressure grows to complete everyone’s look within a certain timeframe. Keep in mind that these rates vary depending on the headcount, location, and how much staff is needed. Most brides want to see their wedding look before their big day, and a bridal trial is a request that can also add to the cost. The price you pay for a hair and make up trial is a well-spent purchased so you can see how your overall look photographs so try to schedule your trial for the date of your engagement pictures or the night of a big night out, like your bachelorette party!
$275 for the bride + $220 per bridesmaid in 2023... Why the price increase?
Product costs in the hair and makeup industry has increased as well as maintaining on-going eduction and licensing for stylists have increased. Additionally, the overall cost of living in Austin and cost of gas.
MISC. SPECIALTY VENDORS
VENDOR CATEGORY | AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
Content Creator for Wedding Day | $600 for 6-8 hours of coverage | Optional | At least 1 month prior to wedding date |
Honeymoon Cost w/ Travel Agency | $5,000 (Up to $10,000 with a destination wedding) | N/A | N/A |
$5,000 (Range: $1,500 - $10,00+) | Recommended/Optional: 10% - 20% on total service cost | 6-9+ months prior to wedding day | |
Live Painting | $1,700 | Optional: 10% of service cost | 4 months prior to wedding day |
$800 for 40 min performance with 4 dancers - $1,750 with 10-12 performers + live drummers | Optional: $20 per performer | 4-6+ months prior to wedding day |
MUSICIANS
BLOG: Coming soon!
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$1,400 for 90-120 minutes during ceremony/cocktail hour (Range: $900 - $2,000) | Recommended/Optional: $20 - $40 per musician or 10% - 20% on total service cost | 6-9+ months prior to wedding day |
Live music is a romantic and elegant touch to any wedding day. Whether it be for the ceremony, cocktail hour, or both, they know how to set a mood. Of course, there is the talent you are paying for, and more often than not, you want someone with a remarkable following.
Live music is a romantic and elegant touch to any wedding day. Whether it be for the ceremony, cocktail hour, or both, they know how to set a mood. Of course, there is the talent you are paying for, and more often than not, you want someone with a remarkable following.
There are acoustic solo performers, duos with vocals and instruments, trios, quartets; the list goes on! Smaller groups have an easier time bringing their own equipment without the need for a trailer or tour bus. But they do still have equipment considered the best of the best, take time to travel, time to set up, tear down, and similar to live bands, put a lot of time and effort into honing their skill and personalizing the song list to the songs that are most important to the couple.
$1250 for 2 hours in 2023... Why the price increase?
The overall cost of living in Austin and increased gas prices to get musicians to and from wedding venue.
OFFICIANT
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$550 (Range: $500 - $700) | Not Customary: $50 - $100 or a gift/donation to the church/individual | 4-6+ months prior to wedding day |
The cost of an officiant depends a lot on location and day. Mainly because they are just one person and there are only so many weddings an officiant can do in a day or on a weekend. Every ceremony is different and can vary from a quick elopement, a micro wedding with no wedding party, to a full-blown wedding ceremony with traditions, religions, and unique family customs. Like other vendors, officiants have dedicated their time that is usually spent on having a personal life to other people’s big days. Besides time spent doing administrative tasks, hours are spent investing entirely into the couple, learning about them, their story, their love, dreams of the future, traditions, vows, and any other extra customs specific to their ceremony. Officiants typically participate in the ceremony rehearsal the day before the wedding and act as the ringleader on the actual wedding day. Time, mileage, knowledge, research, experience - it all plays a part in the cost of an officiant. They even make sure your marriage license is safe and mail it back to the county clerk for you.
PHOTOGRAPHY
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$6,500 for ~8 hours of coverage (Range: $5,000 - $8,000+) | Optional, but appreciated: $100 - $300 - lead photographer, $100 - $150 - additional shooters | Prioritize after selecting date/venue, 12+ months out for your top choice |
Running a photography business is more than just an expensive hobby and is no where near comparable to having a family/friend capture this day. Professional photographers are constantly upgrading their equipment, software systems, and bringing more than just a camera to your wedding. A great wedding photographer will arrive with multiple lenses, lights, back up batteries and emergency items used to create the perfect picture; who doesn't love a photographer with their own step stool? A photographer doesn't work "just an 8 hour wedding day," they spend the time to get to you know, your expectations, and studying the venue and creating specific photography shot lists. On top of that there is, administrative duties/labor, continued education, making a plan to get all of your desired photos taken on a tight timeline, while monitoring the weather, chasing daylight, and finding the perfect angle for the sunset AKA Golden Hour photographs. They heavily rely on communication with every single vendor and operate off of timelines and deadlines created to please their client, other vendors, family, friends and guests. One blink and you can miss a moment as quick as the first kiss!
There is a lot of action on a wedding day and oftentimes, assistance and additional time in between events is needed to set up lights, change lenses, capture candid moments and reactions, and we know that one person can’t be two places at once.. but two photographers can be! Opting for an additional shooter will give you more photographs, different angles, and double the amount of captured moments from multiple artist's perspective of the same situation! After the wedding, they have to safely back up and export all of your photographs safely, cull the 5,000 pictures down to the best 1,000 and begin the editing process. Find a photographer who makes you feel comfortable in front of the camera. They will be getting up close and personal with you and your girls, or the guys, as well as capturing intimate moments as newlyweds. Asking a photographer for a full gallery of a wedding is a great way to start so you can see how they capture the entire wedding. (Bonus if they have full galleries to showcase the venue you selected!)
Look at the work of multiple photographers, with the style you like to make sure you make the right selection. Remember - these pictures will be at your funeral, so you have to love them! Once you find a photographer you vibe with and is available on your date, book them as quick as you can! The best photographers availability goes fast and most have the ability to only photograph one wedding in a day, unless they are a larger scale team. This is the one event in your life where you will have all of the people who love you the most under one roof and as life goes on, those pictures become more and more valuable when you see the memories made that you get to re-live through the pictures.
$6,200 in 2023... Why the price increase?
The high demand of weddings and limited date availability as well as cost of supplies (albums, prints, USB's, galleries, etc) as well as gas prices and overall cost of living in Austin.
PHOTO BOOTH
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$1,000 (Range: $800 - $2,000+ depending on printing/equipment/attendant) | Optional: $25 - $50 for photo booth attendant on-site for duration of event | 4-6+ months before your wedding day |
A photo booth is more than a selfie station; it’s entertainment. It’s a place where friends and strangers come together to create fun and lasting memories. Portrait booths have become more and more popular. And because of the demand for the latest technology, it can be costly, but totally worth it. It’s all about creating a premium client experience beforehand and during the reception. There is a lot of high-end equipment that has to be purchased, taken care of, transported to and from reception venues, and let’s not forget the backup equipment just in case an accident strikes. There are also regular software updates and backups performed to protect files.
A good quality photo booth company has dedicated staff on standby to set up, tear down, and troubleshoot as necessary. They can either set up your customized background in real life or as a backdrop on the camera. One of the fun things about photo booths is the pictures at the end. Whether they get printed right there for you or sent to your phone or email in moments, the delivery is almost instant. There are fun print designs to choose from, custom name and date options to select, and all of it is done to create memorable take-home party favors for your guests.
$1,200 in 2023... Why the price decrease?
More companies are offering it, and a lot of photo booths don't have printers and are instantly delivered at the wedding!
PLANNING (PARTIAL - FULL SERVICE)
BLOG: Venue Coordinator vs. Wedding Planner | Why Your Aunt Can't be Your Wedding Planner | Why Are Wedding Planners So Expensive?
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$5,500 (Range: $7,000 - $15,000 or 10% of total wedding) | Optional, but appreciated: $200 - $400 - lead planner, $100 - assistants or 10% - 20% on package total cost depending on your experience | After you're engaged before you start the wedding research/planning process - Lean on your planner for guidance with vendor selection and research! |
Most people, especially first-time brides, can have a tendency to underestimate the value and importance of a wedding planner. There is a lot of time, passion, and behind-the-scenes work that takes place so miracles can happen. Before you commit to a planner, it’s very important to meet with them to see if you mesh, see if they understand your love story, and see if they can bring your particular vision to life. The relationship between you must be a trusting, cohesive one because they will be your right-hand woman throughout the entire process. You will spend a lot of time with your planner, maybe not always in person, but certainly over the phone, through text messages, and emails.
A planner spends countless hours answering emails, taking and making phone calls, conducting meetings, site visits, tastings, connecting with your vendors, putting together paperwork, navigating timelines, floor plans, and acting as a liaison between your family, friends, and guests. They will coordinate your rehearsal, assist the officiant with their speech, bustle your dress, plate up your dinner, keep you on your timeline, conduct your grand exit, pack up your belongings, and ensure your gifts make it home safely. After the end of your wedding, they have spent close to 100 hours just on your wedding alone even though you only have spent 15 hours with them personally.
As a bride, it is important to recognize the value your planner brings and be willing to compensate them fairly for everything they do. Your coordinator is your safety net, the person who troubleshoots on the fly, and can act as the "bad guy" if someone upsets you on wedding day, If there are hiccups along the way, you will never know. A planner is always prepared with emergency kits, a car full of the most random items that you’d never think of yourself but probably will end up needing and using. Your planner is the voice, the reason, and the calm in the storm. If you ask them for a safety pin, Tylenol, or a hair tie they will have it to you within seconds. Your planner is the point of contact for you, your guests, and all your vendors. They are passionate, perfectionists, professional, and personable. You can’t put a price tag on that
$5,000 in 2023... Why the price increase?
Increased gas prices as planners are driving and attending several planning meetings, additional the rehearsal and wedding day. There's also an increased cost of living in Austin and most planners now. have limited date availability based on the high demand of weddings.
RENTALS
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$5,000 (Range: $3,000 - $15,000+) | Not Customary: $50+ per delivery/setup crew | 9-12 months prior, depending on wedding date's popularity and securing item's availability |
Thanks to Instagram, Tik Tok, Pinterest and all the social media outlets, it’s hard not to want all of the things and we don't blame you! Between the table settings with a variety of plates & glasses, unique flatware, chargers, high quality linens & napkins, the black & white checkered dance floor, the custom bars, the chandeliers, the lounge furniture, the fancy shelves for drinks.. who wouldn't want it all?! Your rental items are usually bundled with your catering proposal, which is why catering can be up to 40% of your total budget. (Catering proposals for weddings are more than just the food on the table; it also plays into everything else on the table that's NOT food as well as specialty items like tents, dance floors, and more!)
Event rentals are the perfect solution for creating a custom and unique wedding experience for you and your guests, and the options are endless, hints why the costs can range so drastically. Some of these rentals require a lot of labor and a lot of time to setup and breakdown, oftentimes the delivery and labor cost can be just as much as the rental items itself. Lots of time behind the scenes takes place in order to count, clean, pack, deliver, shine, etc. Lean into your wedding planner, your florists and caterer to help bring your picture perfect design to life.
STATIONERY & SIGNAGE
BLOG: Flat Lay All Day: Advice From a Stationer | Invitations + Signage for Your Wedding - Q&A with Green Girl Design Co.
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$1,500 (Range: $1,000 - $3,000) | Optional: $50+ depending on level of setup/service/experience | 4-6+ months prior to wedding day |
One of the most personalized touches you can do for your wedding is to create custom stationary and signage for your big day. This can start at the very beginning of your wedding planning process with the save the date and invitation suites. From the welcome sign, ceremony programs, bar signs, seating chart, customized bar napkins, menu cards, name cards, you can go as simply or as wild as you wish. But these vendors spend countless hours creating, measuring, proof-reading, writing, stamping, cutting, taping, all of the details for those once in a lifetime unique wow-factor moments.
One of the most personalized touches you can do for your wedding is to create custom stationary and signage for your big day. This can start at the very beginning of your wedding planning process with the save the date and invitation suites. From the welcome sign, ceremony programs, bar signs, seating chart, customized bar napkins, menu cards, name cards, you can go as simply or as wild as you wish. But these vendors spend countless hours creating, measuring, proof-reading, writing, stamping, cutting, taping, all of the details for those once in a lifetime unique wow-factor moments.
TRANSPORTATION
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
Shuttles - $4,000 (Range: $2,000 - $8,000+) | Optional/Customary: $100+ per driver | 4-6+ months prior to wedding day |
Private - $800 for 2 hours with a vintage getaway vehicle | Expected: 10% - 20% of total cost | 4+ months prior to wedding day |
Believe it or not, but transportation can be one of the most crucial pieces of your wedding planning experiences. As Austin is becoming a more frequent destination wedding location, transportation needs have become a higher priority for most couples. Even if the venue provides an adequate amount of parking spots, providing transportation for your wedding guests is always a smart idea. Most transportation companies have a variety of vehicles, ranging from larger SUV’s,, to mini-buses to executive buses that come equipped with air conditioning and restroom facilities. As some of these Austin venues can be far away from hotels and up windy hill-country hills, it’s important to provide the appropriate size transportation for your party and enough seats for those who need the ride.
Transportation rates can vary dramatically depending on the location of the pick-up and drop-off locations, the number of guests, the timeframe in which you need the rides, and the specific day (as we all know between F1 and ACL, Austin can be a crazy busy place to be!). Don’t forget about that getaway car experience you want at the end of the night too - some of these transportation companies can also provide a luxury car for your send-off! The price of the transportation obviously needs to cover the gas, the maintenance and the cleanliness of the vehicles, but it also covers the drivers and their time. When the vehicles aren’t in use, it’s crucial that they are properly stored and taken care of, so they are ready to go for the next ride.
VENUE
BLOG: Wedding Venue Shopping Q&A | 2023 Virtual Tours - TX + CO | 2022 Virtual Tours | 2021 Virtual Tours
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$10,000 - Prime Saturday during wedding season (Range: $8,000 - $15,000) | Not customary, but appreciated if you had a great experience with the direct contact you have been working with | Right when you are engaged, but 12-18+ months if you want your top pick of venue selection |
It’s no surprise that a weekend wedding is going to be more expensive than a weekday wedding. The season plays a significant role as well. A Saturday wedding is prime real estate. It’s the most popular day of the week, making it the priciest. Most venues can only accommodate one wedding per day and want to focus exclusively on one bride at a time. So for the best experience possible for the happy couple, some must-haves include an amazing wedding venue. These encompass maximum venue usage time, rental items such as tables and chairs, rental space for both ceremony and reception, cleanliness, and adequate amenities (and a weather back-up plan!)
Every venue is so different. Some include everything from bridal and groom suites, ceremony and reception spaces, and a venue manager. On the flip side, some venues don’t include anything; they strictly unlock and open doors. There is a large amount of overhead that goes into running and maintaining a venue. There are property taxes, rent, utilities, internet, landscaping, maintenance, insurance premiums, administrative duties, all of which must be paid regardless of if there are six weddings in a weekend or none at all.
When there are events, there are additional costs such as venue cleaning, staff to set up and tear down tables, chairs, linens, and an on-site venue manager for the duration of the wedding. Most venues require a licensed, professional wedding planner and selection from their preferred caterer list. They aren’t trying to be difficult, they are just doing their best to establish and maintain the dignity of the venue. A venue isn’t just a building, it’s an experience. The experience starts from the moment you drive into the parking lot and ends well after the last dance and grand exit.
$8,500 in 2023... Why the price increase?
Overall staffing shortages across the board, constant maintenance and updates to venue to keep up with all of the wear and tear due to high demand of weddings
VIDEOGRAPHY
AVERAGE EXPECTED COST | RECOMMENDED GRATUITY | WHEN YOU SHOULD BOOK |
$5,500 (Range: $5,000 - $8,000+) | Optional, but appreciated: $100 - $300 per videographer | 9-12+ months prior to wedding day |
Similar to photographers, videographers will capture your wedding day in a big way - with real life action shots that include voices, sounds, music, laughter, cries, and cheers. Here are some of the items wrapped into a videographer's costs - insurance, music licensing, gear, computer systems, payment processors, software updates, data storage, travel costs, editing assistants, web designers, graphic designers, and shipping and packaging. Most will want to pay for a second videographer to help capture every moment you will want to remember. Before the wedding day, a good quality videographer will spend time with you, getting to know the architecture of your story so they can reproduce your unique love story in the final product. Not only will a videographer follow you and your guests around on your big day, but there are many hours spent afterward creating the film with the perfect soundtrack. It is an art. Gear, cameras, tripods, lights, audio gear, microphones, audio recorders, even a drone are all packed up and brought with them to the event. Most videographers will also produce a highlight reel in addition to an Instagram edit. They approach their films with the same care and customization as a documentary film. They strategically piece together precious moments and memories that are personal, emotional, and raw to create a tailored film that is uniquely yours. Even though there is a lot of time and work and money that goes into the film, knowing that it will allow you to relive your wedding day is priceless.
$5,000 in 2023... Why the price increase?
The high demand of weddings and limited date availability as well as cost of supplies (USB's, galleries, etc) as well as gas prices and overall cost of living in Austin.
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