Photo (above): Decoration & Rental: Levi Party Rental – Photographer: Floortje IngeHousz / Flowers: De Blije Vlinders – Photographer: Xenia Sproncken / Wedding Planner: Wondrous Weddings – Photographer: Annelies Boeykens
1. Tables, chairs, crockery & decoration
Depending on the party room you choose, it will have tables, chairs, crockery and its usual decoration. If your party room provides these things as standard, check carefully what exactly is included in their offer. Do they also provide flowers, or smaller decorative elements such as candles or ribbons for the chairs during your ceremony? Or is this included in the offer of your wedding planner, florist and/or caterer?
On the other hand, you might opt for a party room that you can rent ‘as is’, without any furniture or decoration, so that you can decorate it entirely to your own taste. In this case, take into account the rental cost for your tables, chairs, crockery and decoration from a rental company.
2. Extra staff costs
Are all personnel costs for setting up and dismantling included in the price of your party room, florist or other suppliers? The staff costs for room and kitchen help are probably already included in the price of your caterer and party room. However, is a final duration planned for your party, and/or will extra staff costs or overtime be charged after a certain hour? It is best to factor this into your budget in advance. Your DJ or photographer may also have overtime fees if they exceed the agreed number of hours. Agree this well with your suppliers.
3. Crew meals
For suppliers who will be present for a large part of your wedding day, such as your photographer, videographer, musicians and DJ, you should provide one (or more) meal(s). It is customary to inform your caterer of their number so that they can provide a crew meal for them. Agree the price with your caterer and order this for all necessary suppliers.
4. Drinks: do you pay a flat rate, per consumption or corkage fee?
Do you choose to pay for your drinks per consumption or at a flat rate? Most caterers and party rooms offer you the choice. With the first option, you pay afterwards what has actually been consumed, with the second, you agree in advance on a fixed amount. One advantage of working with a lump sum is that you will not be surprised when the final bill arrives.
Note: is everything included in the drinks package, from the aperitif to the coffee? Also check whether there is an end time for the lump sum. It could be that after a certain number of hours you still have to pay for the drinks per consumption. Also agree well in advance with your caterer or party room on exactly which drinks may be served and which may not - strong drinks, for example, come with an additional charge.
In addition, some party rooms or caterers allow you to bring your own drinks to be served at your party. They often charge a corkage fee then, though, to compensate for service and the use and washing up of glasses. In this case, your party room or caterer will charge a fixed amount per bottle. Ask them how much this is and calculate carefully how much the purchase of the drinks plus the corkage fee will cost you in total for your wedding party.
5. Light & sound
Does your party room have a light and sound system available, and is this already included in their offer? Or does your DJ provide his own system, and is it included in his price? Usually, a professional sound system comes at an extra cost. There are also various options in terms of lighting, such as uplighters and moving heads. What about a smoke machine or other equipment for even more special effects on the dance floor?
Ask carefully which supplier provides what. With the help of the price list of your party room, DJ or light & sound supplier, you will know exactly how much budget you need to calculate for light and sound. Also check with your band or live musician what equipment they provide and what you still need to provide yourself - are extra speakers needed for a larger location, for example, or other things for optimal sound quality?
6. Relocation and transport costs
Some suppliers may have to travel some distance to deliver their service or product to you. For many their travel costs are already included in their price within a certain distance - for some it is mentioned as a separate cost item on the quotation. Be sure to ask about this well in advance so you know whether you need to take it into account.
Also take into account any transport costs for your tent or separately hired tables, chairs and other furniture or decoration. Tip: bundle your orders (and transport) as much as possible with one supplier - good for your wallet and the environment!
7. A plan B for less good weather
Are you taking sufficient account of the changeable weather gods? Do you have an indoor space, hall or tent available for your outdoor wedding, which you can use in case of less favourable weather - and for which you might pay extra rent?
Prepare some budget in advance to anticipate possible weather conditions - extreme or otherwise. During a heat wave , it may be nice to provide water, umbrellas and fans for your guests during your ceremony. During rain , it is thoughtful (and visually beautiful!) to have umbrellas ready. Cosy fires and blankets are sure to be a hit in cold weather too.....
8. Getting married before the law
Getting married before the law costs on average between 100 and 300 euros in most municipalities and cities. This price often depends on whether you get married on a weekday or at the weekend. On certain weekdays, getting married before the law can be free, on weekends the price is often higher. The price also depends on whether your municipality offers extra services , such as a glass of bubbles after the ceremony. Ask what is included in the price. In some cities, you can also get married at a location other than the city hall. In Ghent, for example, you can do so in the beautiful garden of St Peter's Abbey and in the impressive Gravensteen. This will then cost you 301 and 759 euros respectively.
If you want to conclude a marriage contract , there will be notary fees involved. Make an appointment with your notary before your wedding; it is cheaper than having a marriage contract drawn up after the wedding.
9. Getting married in church
Getting married in church can also come at a price. Getting married in your church, if you are a member of the municipality or parish, is usually free of charge. Getting married in another church costs 300 euros on average. In addition, perhaps you want a beautifully decorated church, with lots of flowers, candles and a runner? If you plan both a church wedding and another ceremony, keep in mind that you provide flowers, ribbons around the chairs, and other decorations in both places. Tip: check with your suppliers whether it is possible to move the decoration -quickly- to your next location.
10. Outfit switches
Do you or yours put on different outfits for your civil wedding, the ceremony and/or your dance party? Maybe your wedding is spread over several days, and you also need wedding clothes for a party the night before your wedding and/or breakfast the day after? Keep this in mind, and don't just set aside an amount for your ‘main outfit’.
For instance, our very own colleague Scarlett had no less than four(!) dresses for her destination wedding in Italy. A minimalist mini dress for her civil wedding a few weeks before, an elegant midi dress with halter neck for their prosecco & pizza party the night before, her beautiful wedding dress with long train for most of the wedding party and finally a short, looser dress - to dance well in, of course!
Even alterations to your outfit(s), to have them perfectly tailored to your size, usually come at a price. And have you thought about your underwear (and your garter!), fitting nicely under your wedding dress? Do you also want to take your wedding clothes to the cleaners after your wedding party? Ka-ching!
11. Including VAT
Like any VAT payer, wedding suppliers have to charge VAT to their customers. By default, this is 21%, in some cases 12% (for catering) and sometimes 6%. Photographers may in certain cases charge 6% or 9% instead of 21% VAT, for example if they deliver a wedding album - which meets certain printing conditions - for you. Prices to consumers must always be quoted inclusive of VAT , i.e. the VAT is normally included in the quote. If it is not clear to you whether the prices include or exclude VAT, feel free to ask your supplier.
12. Hair & make-up: tasting session and suit members
Some hair & make-up artists include a trial session as standard in their package, others do not. Ask in advance if there is an extra cost for this, so you can take it into account. Also ask what the price is for having your suitemates, such as your mum or mother-in-law, sister or bridesmaids, join you in the make-up session. Nvdr: if you communicate openly about this in advance, they may be happy to pay their own contribution for this to the make-up & hair artist.
13. Stamps and envelopes
While a stamp still cost 0.59 euros in 2010, anno 2024 it will cost you 1.43 euros. That's 143 euros for a box of 100 standard stamps. You can also opt for personalised stamps with your own photo on them - those cost a bit more. The price of your envelopes and stamps will also depend on the size and shape of your invitation. So keep some budget available for this, in addition to the budget for your graphic design and printing. If your order is delivered on time, consider handing over your invitations yourself at the venue, or driving around to hand them over personally. Keep the fuel costs in mind!
14. Your civil wedding on another day than your party
Does your legal wedding take place on a different day than your wedding party? Keep in mind the possible costs for that ‘extra’ day. Will you celebrate the ceremony with a subsequent reception or dinner with your closest friends or family, or perhaps even a full (second) party? Will you also engage a hair & make-up artist and a photographer for this occasion? Do you also want to have a bridal bouquet and possibly other flowers on this day? Then budget these cost items in advance as well.
15. Your wedding party in your own garden
Are you planning your wedding party in your own garden, or in a relative's garden? We agree: this can be super cool! But inform yourself well in advance about all the things you need to provide yourself - which a party room has as standard, for example - and the costs involved. Think of: a tent with any heating, a (wooden) dance floor for on the grass, walkways, a toilet, lighting, a sound system, kitchen facilities for catering, tables, chairs and other furniture, decoration, crockery, and so on. List down what you all need so you can allocate your budget accordingly.
PS: Don't get depressed after reading this article! We just want to make sure that you plan consciously and well prepared and that you keep a good feeling after your wedding. So pretty much think of us as your ‘Wedding Budget Bestie’. 😄
Good luck - you've got this!
xoxo,
Your Wedding Budget Bestie,
House of Weddings (aka your BFF against financial hangovers 😉 )
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