How Much Does a 200-Person Wedding Cost?

Planning a wedding for 200 people can seem like an enormous financial undertaking, and for good reason. With a guest list of that size, costs can quickly spike and leave you dealing with the aftermath. But when you know how much each element of your wedding costs, you can budget efficiently while still getting your fabulous wedding.

Generally, a 200-person wedding can cost anywhere from $30,000 to over $100,000, depending on your location, venue, level of style, and absolute essentials like entertainment, flower arrangements, and catering. But don’t worry – we’ve got all the details to help you plan smart, spend wisely, and party hard!

Want your wedding to sound as unforgettable as it looks? At Liv Entertainment, we have both live bands for hire and DJs for hire that keep the energy high from your first dance to the final song. Our goal is to provide you with the wedding soundtrack of your dreams that will get all 200 guest on the dance floor. Book your wedding entertainment with us today! 

This blog will give you a cost breakdown for every major wedding expense. We will also share some hidden costs and budget-saving hacks for managing wedding costs.

200-Person Wedding: Average Cost Breakdown

Weddings are arguably one of the most magical moments in the lives of any couple, and everyone wants their wedding to be just perfect. However, these dreams often come crashing down because weddings also carry an expensive price tag.

And when you’ve got a guest list that’s starting to rival a small concert crowd, you better believe your wedding budget is going to feel the heat. Planning a wedding for 200 guests means you’re dealing with everything times two hundred, from the number of chairs at the ceremony to how many slices of cake you’ll need to keep the sugar rush alive at the reception.

On average, the total amount couples in the U.S. spend on a 200-person wedding ranges from $30,000 to $100,000+, depending on your location, type of wedding, the services you book, and how extra (or chill) you decide to go with your vibe. That includes major wedding expenses like the venue, catering, wedding planner, decor, entertainment, flowers, and more. Oh, and don’t forget the wedding rings, wedding dress, and yes, even the marriage license has a fee.

Average Wedding Cost by State

Where you say “I do” can make or break your bank account. The average wedding costs vary, depending on the state you’re getting married in. If you’re in San Diego, for example, expect to pay a premium, thanks to ocean views, dreamy weather, and some of the most sought-after wedding venues in California. You could be looking at $350 to $600 per person, especially if you’re booking high-end vendors, fancy caterers, or a live band that sounds like they just stepped off Coachella’s main stage.

Meanwhile, if you’re hosting your wedding in a smaller town or a more budget-friendly state, the cost can be significantly lower. It could be between $150 and $300 per guest instead. But don’t be fooled, just because you’re saving on location doesn’t mean you can skimp on other items like the cake, the DJ, or the flowers.

Cost Analysis: Destination vs. Local Weddings

Dreaming of tying the knot on a beach in Bali? Or maybe you’re thinking more along the lines of a cute local vineyard where you can have your dog as the flower pup? Both options are amazing, but your wedding costs will look very different depending on which route you take.

Destination weddings tend to have a lower guest count, which can reduce your overall spend. Fewer people mean less food, fewer seats, and fewer custom welcome bags filled with sunscreen and flip-flops. 

But the flip side is that you’re often covering more for your core guests, like accommodations, transportation, and sometimes even excursions. The cost of a wedding abroad can be just as high, if not higher, once you factor in travel fees, currency conversions, etc.

Local weddings, on the other hand, usually come with a higher number of guests, but fewer travel logistics. You’re likely to spend more on the reception, venue, and catering, especially if you’re hosting the full shebang with appetizers, entrees, and a signature cocktail. But having your family and friends close by, and not on a 12-hour flight, can make things easier when it comes to planning, setup, and avoiding last-minute chaos.

Factors That Influence the Cost of a Wedding?

When people ask, “How much does a 200-person wedding cost?”, the truth is, it depends. The total amount you’ll spend is shaped by dozens of decisions. Some of these decisions/factors include:

Venue Rental

Your wedding venue is basically the main character of your big day. Whether you’re saying “Yes” in a downtown loft, a dreamy vineyard, or a lush garden in San Diego, the location you choose plays a huge role in your wedding expenses. 

Venues often charge by the number of guests, which means a guest list of 200 will naturally cost more than an intimate affair. And that’s before you even think about things like setup fees, rentals, and those picturesque chairs that will look beautiful in every image but cost you a pretty penny. The more exclusive the venue, the more you’ll typically pay.

Catering & Bar

Now let’s talk about food because nobody wants to party hungry. Catering is one of the biggest chunks of any wedding budget, especially for a 200-person guest count. 

Most caterers charge per person, and depending on whether you’re doing a buffet, plated dinner, or going full-out with a taco truck and a sushi station, the cost can add up fast. And don’t forget the open bar. If you’re footing the bill for everyone’s mojitos, get ready to spend. You’ll also want to budget for cocktail hour snacks, late-night bites, and additional costs like bar staff or glassware rental.

Photography & Videography

When the day is over and the cake has been devoured, what you have left are the memories, and hopefully a killer photo album. Booking a content creator, photographer, or videographer who knows how to capture all the fun, love, and behind-the-scenes chaos is essential. These services can range widely in price, but the right pro will make your wedding day look like it belongs in a movie.

Wedding Attire

Whether you’re shopping for a designer wedding dress, custom tux, or something in between, your outfits are another line item that can quickly gobble up your budget. Add in accessories, alterations, shoes, and the wedding rings. When you factor in all those elements, it’s easy to see why attire often becomes a big expense. Bonus costs could include outfits for the wedding party or second looks for the reception.

Florals & Decorations

If you want your ceremony and reception to bloom with style, you’ll need flowers, and lots of them. From bouquets to centerpieces to that floral arch you’ve saved to your Pinterest board, flowers are a must-have for most weddings. 

And it’s not just the florals. Add in candles, signage, linens, and other decorative touches, and your venue starts transforming fast (so does your invoice). Prices will vary depending on the season, types of flowers, and just how show-stopping you want the setup to be. For example, want peonies in December? You’ll probably pay extra for that.

Entertainment

Let’s be honest, you can’t have a lit wedding party without great tunes. Whether you’re hiring a DJ who knows how to drop the beat or a live band that gets even your great-aunt shaking it, entertainment is a vital part of your wedding costs. 

A high-energy band typically costs more than a DJ, but nothing beats the vibe of live music. Typically, the cost of a live band in the United States is $5,000, plus a 10% gratuity. Want a harpist for the ceremony and a sax player for the afterparty? Go for it! Just build it into your budget!

Wedding Planner / Coordinator

Hiring a wedding planner is like gifting yourself peace of mind. Whether you’re going all-in with full-service planning or just need someone to run the show on your wedding day, this is one service that can actually help you save money in the long run. 

Planners know how to cut costs, negotiate with vendors, and keep you from having a meltdown. And trust us, when things get chaotic, you’ll be so glad someone else is holding the clipboard.

Invitations & Stationery

From save-the-dates to invites, place cards, and thank-you notes, stationery might seem like a small expense, but it can sneakily eat up a few thousand bucks if you’re not careful. Custom letterpress? Calligraphy? Foil stamping? It’s all gorgeous, but it also adds to your costs. 

If you’re looking to cut costs, this is a great area to DIY or go digital. But if you plan to have a physical card as an invitation, just know that your wedding expenses will feel it.

Cake & Desserts

Is it even a wedding without a cake? Whether you’re into classic tiered cakes or you’d like donuts on a wall arranged like edible art, dessert is one of those sweet wedding costs that guests always remember. 

Bigger guest lists mean bigger cakes, and more money spent on frosting and fondant. If you’re feeling extra, you can add a dessert bar with macarons, cupcakes, and cookies that spell out your initials. Is it necessary? No. Is it fun? Absolutely.

Transportation

Unless your venue is magically walking distance for all 200 guests (and if it is, congrats!), you’ll probably need to factor in transportation. Whether you’re providing a shuttle for out-of-town family members, hiring a limo for the wedding party, or arriving in a vintage Rolls-Royce (because yes, you’re that fab), these costs can add up.

Favors & Gifts

Last but not least, favors and gifts! Whether you’re giving personalized candles, custom shot glasses, or locally made treats guests can enjoy on the ride home, wedding favors are a sweet (and optional) thank-you for your guests. 

Don’t forget gifts for your bridesmaids, groomsmen, and parents. These tokens of appreciation can range from $5 to $100+ per person, so plan accordingly and don’t be afraid to get creative.

Additional Hidden or Optional Costs

Now that you’ve created your base wedding budget, accounted for your dreamy wedding dress, and your iconic open bar, you’re probably thinking, “I’ve got this wedding thing handled!”. But, the wedding party costs are just getting started. There are always those surprise expenses that crash your budget like an uninvited plus-one.

Let’s talk about them, so you are not caught off guard when they pop up!

First up, service fees and gratuities. Yup, those sneaky little line items can pack a punch. Some vendors include them in their contracts, others drop them like plot twists right before the big day. You might think you’re paying your caterer $100 per person, but then there’s a 20% service charge and a tip that’s highly encouraged. For a guest list of 200? That adds up faster.

Then there’s marriage license fees. Not glamorous, but necessary. Each state has its own pricing, and while it won’t break the bank, it still counts as one of those additional costs that many couples forget to include in the budget.

Also, let’s talk about overtime fees. If your party is just too lit to quit and your DJ or live band has to stick around past the agreed-upon time, you’ll likely be charged extra. The same goes for your wedding planner, photographer, and even the venue. 

Feeding your vendors is also important. Your photographer, videographer, band, and planner may need meals, especially if they’re with you all day. Multiply that by a handful of people, and boom, another few hundred dollars on food you didn’t plan for.

Let’s not forget dress alterations. You may snag the wedding dress of your dreams, but unless it fits like a glove straight off the rack, you’ll be paying extra to tailor it to perfection. Bonus costs if you have more than one look for your ceremony and reception, because second outfits are a vibe.

Then there’s extras like umbrellas for unexpected weather, last-minute beauty fixes, or emergency decor touch-ups if the wind decides to redecorate your outdoor ceremony. Finally, there’s post-wedding stuff. Think thank-you notes, gifts for your family members or friends who helped out, dry-cleaning your attire, and preserving your bouquet. Even the honeymoon (if it’s happening right after) can sneak into your wedding expenses if you’re not careful.

Top Tips for Managing Wedding Costs Effectively

Let’s be honest, wedding planning can feel like assembling IKEA furniture blindfolded. But managing your wedding costs? That doesn’t have to be a stress fest. You can totally plan the wedding day of your dreams without going bankrupt.

First, start talking about money early. Decide what your total wedding budget is and stick to it. This means chatting with your family members (if they’re contributing), your partner, and yes, your inner impulse spender.

Next, get smart about your guest count. The number of guests is one of the biggest factors in how much your wedding will cost. Feeding 200 people is not the same as feeding 50. So if you’re dreaming of a lavish dinner with a live band, a custom donut wall, and signature cocktails for everyone, you might want to consider trimming that list of “friends” you haven’t talked to since your high-school graduation in 2016. Fewer guests = lower catering bills, smaller venue, less décor, fewer favors. You get the idea.

Speaking of venues, be strategic with your location and season. A Saturday night reception in San Diego in peak season? Yeah, that’s going to cost more than a Sunday brunch in January. Go for off-peak dates, explore alternative venues like gardens, galleries, or even your stylish relative’s backyard. You’ll be surprised how much you can save (and still be extra).

Now, let’s talk about vendors. Always ask for itemized quotes, and don’t be afraid to negotiate. Want a live band but your budget is more DJ-friendly? Ask if the band can play a shorter set or do a combo package. Also, bundle services when you can. Some wedding planners offer packages that include decor, coordination, and even referrals to budget-friendly photographers or florists that you will love.

And while we’re here, don’t underestimate the power of a wedding planner or day-of coordinator. Yes, they’re an extra cost upfront, but they can seriously help you cut costs, avoid overpriced vendors, and manage your day so you’re not stress-sobbing in the bathroom.

Another golden tip is to DIY smartly. Want to save on invitations, signage, or favors? Hello, printable templates and crafty nights with your besties. But beware of biting off more than you can chew. Some projects are better left to the pros. For example, maybe don’t bake your own wedding cake the night before – just trust us on this one.

Also, keep track of everything, from the marriage license to the tip envelopes. There are loads of free wedding budget apps and spreadsheets out there to help you track what you’ve spent, what’s coming up, and what’s magically disappeared from your bank account without warning.

Lastly, prioritize what matters most. Want killer photos? Splurge on that dreamy photographer and scale back on centerpieces. More excited about the food than the flowers? Put your money where your taste buds are. Every wedding is unique, so focus your budget on the moments and memories that matter most to you and your partner.

Make Your Wedding Shine With LIV Entertainment!

After all the budgeting, guest-list trimming, Pinterest deep dives, and late-night Google searches, one thing that should stay at the top of your list is an unforgettable vibe. And nothing sets the tone for your big day like epic, live entertainment that gets everyone on the dance floor.

That’s where LIV Entertainment comes in. Whether you’re dreaming of a romantic string quartet for your ceremony, a classy live band to kick off your reception, or a DJ who knows exactly when to drop that throwback jam, LIV brings the talent, the energy, and the wow factor. Contact us today and let’s get the party started! 

FAQ

How Much Do Weddings Cost in California

The average wedding cost in California typically ranges from $30,000 to $150,000, depending on your location, guest count, and style. Cities like Los Angeles and San Diego tend to be on the higher end due to venue and vendor pricing.

How Can I Cut Costs Without Compromising My Wedding Vision?

Focus on what matters most, like food, music, or photos, and scale back on less important extras. Trim your guest list, DIY where it makes sense, and consider off-peak dates or weekday weddings.

Is a Wedding Planner Worth It for a 200-Person Wedding?

Yes, you should have a wedding planner, especially with a large guest count! A planner can help you stay organized, avoid costly mistakes, and actually enjoy your wedding day stress-free.

How Far in Advance Should I Book My Wedding Vendors?

Start booking your major vendors like your venue, entertainment, and photographer 9 to 12 months in advance. The earlier you book, the better chance you’ll lock in your top choices (and sometimes at better rates).