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How much do the wedding venue and catering cost?

We estimate the whole venue and catering bill: the per-guest price for your venue level and area, kids at a fraction of the price, vendor meals, the bar, and the “++” - the service charge and sales tax that most quotes leave out of the headline number.

Prices updated: · United States (USD) · free, no sign-up

guests

Including teens 13 and older

Kids 4-12

usually about 40% of the adult price

6

Kids under 4

usually free

2

base prices

Menu
3 courses

Typically 3: salad or starter, entrée, dessert. Each extra course adds about 8%

Vendor meals

usually about 40% of the adult price

4
Day after
Fees beyond the per-guest price
$

If the venue charges it separately (often $2,000-10,000)

$

If you bring your own alcohol: often $5-15 per adult guest

hours

About $400-1,500 per hour past the contract

22%

Usually 18-25% on food and drinks - the first “+”. Usually not a tip for the staff

7%

Depends on the state, about 0-10% - the second “+”

Calculator result

Venue and catering bill

$21,500

from $16,200to $30,000

123 seats at the tables

Per-guest price
$100
3 courses, plated, before ++
Per adult guest
$185
The whole bill with service charge and tax, divided by adults
Servers
13
1 per about 10 guests

What makes up the bill

  • Adult guests115 × $100$11,500
  • Bar package115 × $40$4,600
  • Service charge22% × $16,500$3,650
  • Sales tax7% × $20,100$1,410
  • Kids 4-126 × $40$240
  • Vendor meals4 × $40$160
  • Kids under 4 (2) usually eat free but need high chairs - include them in the final headcount you give the venue.
  • Compare the bar package with bringing your own alcohol: ask whether the venue allows it, what the corkage or bartending fee is (often $5-15 per guest) and what each extra hour costs.
  • Before you sign, ask for a tasting and a full written estimate with the service charge, tax, rentals (linens, chairs), staffing, cleanup and any food and beverage minimum.
  • The service charge is usually not a gratuity - many couples also tip the servers and bartenders. Ask the venue how the charge is shared before you plan tips.

How we calculate

  1. The per-guest price covers dinner and the use of the venue at your chosen level (plated, 3 courses), adjusted for the area: major metros about +35%, large cities about +15%, small towns and rural areas about -20%.
  2. A buffet is usually about 10% cheaper than a plated dinner; every course over 3 adds about 8%. Kids 4-12 and vendors (photographer, DJ, planner) usually pay about 40% of the adult price, little ones under 4 nothing.
  3. The bar package is priced per adult guest. If you bring your own alcohol, turn it off and enter the corkage or bartending fee instead. A day-after brunch is counted for about half of the guests at about 40% of the dinner price.
  4. The service charge (default 22%) is added to food and drinks, then sales tax (default 7%) to the whole bill - that is the “++” on a quote. Together they add about 30%, which is why a $100 menu really costs about $130.
  5. Extras like overtime, a late-night snack or a site fee are separate lines, because they are what most often blows the budget.

Cheat sheet: prices and good practice

Per-guest price at a mid-range venue (before ++)

  • Major metro (NYC, San Francisco, Boston, LA): $110-175
  • Large city: $90-150
  • Mid-size city or suburbs: $80-130
  • Small town or rural area: $65-105

What to ask the venue

  • Is the service charge included in the per-guest price, and is it taxed
  • Which bar packages are offered and how many hours they run
  • Is there a site fee or a food and beverage minimum
  • What each hour of overtime costs, and the cake-cutting fee for an outside cake
  • When the final headcount is due

Questions and answers

What does “++” mean on a catering quote?

The price is before the service charge and sales tax. With a typical 22% service charge and 7% tax, a $100 per-guest menu really costs about $130.

Is the service charge the same as a tip?

Usually not. The service charge often goes to the venue to cover staffing and operations, so many couples still tip the banquet captain, servers and bartenders. Ask the venue how the charge is shared.

How much do venue and catering cost for 115 guests?

At a mid-range venue in a mid-size city, with an open bar, kids’ and vendor meals, a 22% service charge and 7% tax, about $21,500 - roughly $185 per adult guest.

How many servers do we need?

For a plated dinner plan on about 1 server per 10 guests, for a buffet 1 per 20. Put the number in the contract.

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