Massive Or Modest: Planning A 200-Person Wedding

Planning a wedding for 200 people is no small feat. In fact, it's considered a large wedding, especially in Europe, where over 50 guests are deemed a lot. In the US, the average wedding size in 2023 was 115 guests, with anything over 150 being considered a large wedding. With a guest list of 200, you can expect to pay double the average wedding cost, which is around $60,000–$80,000. This is because variable costs like food and favours will be more expensive, and you may have to opt for a pricier venue that can accommodate your many guests.

Budgeting for a 200-person wedding

A 200-person wedding is considered a large wedding, and the cost will be higher than the average wedding. The cost of a 200-person wedding can range from $60,000 to $80,000 or even more, depending on the location and type of event. This is almost double the average cost of a wedding, which is currently around $33,931 for a guest list of 125 people.

When budgeting for a 200-person wedding, it's important to consider the following factors:

Venue

One of the most significant expenses in a wedding is the venue. For a 200-person wedding, you will need to find a venue that can accommodate that number of guests, which may be more expensive. The cost of the venue can range from $24,000 to $41,000, depending on the budget and location. It's important to visit the venue in person to ensure it can comfortably fit all your guests and has adequate heating and air conditioning.

Catering and Cake

Catering and cake are also significant expenses, costing between $24,000 and $34,000 for a 200-person wedding. This includes food, drinks, and cake for all guests. To save money, consider having a pre-plated dinner or a less formal dining option, such as food stations or a buffet.

Flowers and Decorations

Flowers and decorations can cost between $2,100 and $5,600. This includes centrepieces for each table, ceremony decor, and bouquets. To save money, consider using fewer flowers and opting for more affordable options, such as seasonal flowers or DIY decorations.

Wedding Attire

The wedding dress and suit can cost between $1,800 and $4,800, including alterations. To stay within a lower budget, consider buying off the rack or using a suit you already own.

Hair and Makeup

Hair and makeup can cost around $270 to $717, depending on the complexity of the style and the products used.

Bachelor and Bachelorette Parties

The bachelor and bachelorette parties can cost between $3,000 and $8,000, depending on the location and activities. To save money, consider having a local celebration or combining the bachelor and bachelorette parties into one event.

Photography and Videography

Photography and videography packages can range from $2,100 to $5,600. To stay within a lower budget, consider hiring a photographer without a videography package or opting for a less expensive package.

Officiant and Ceremony Location

The officiant, location, and decor for the ceremony can cost around $300 to $800. This includes the cost of the officiant, any decorations for the ceremony space, and the marriage license.

Rehearsal Dinner and Miscellaneous Expenses

The rehearsal dinner and other miscellaneous expenses, such as invitations, postage, and transportation, can cost between $1,500 and $4,000.

When budgeting for a 200-person wedding, it's important to prioritize your spending based on what is most important to you and your partner. Some areas where you may be able to save money include choosing a less expensive venue, opting for a less formal dining option, reducing the number of flowers and decorations, or choosing a less expensive wedding dress or suit.

Additionally, it's important to remember that some costs may be fixed, such as the wedding dress, photographer, and DJ, while others, such as catering, flowers, and venue, may vary depending on the number of guests. It's also a good idea to anticipate some unexpected expenses and build a small buffer into your budget.

Venue capacity

When it comes to venue capacity, planning a wedding for 200 people is considered a large wedding and can be a challenge. The first step is to find a venue that can accommodate your guest list. This might seem obvious, but it's important to visit the venue beforehand to ensure it can comfortably fit all your guests, with enough space for seating, mingling, and dancing.

With a large guest list, the space can heat up quickly, so consider the venue's air conditioning and heating capabilities. Additionally, the vision for your wedding should align with the venue's floor plan, allowing for the arrangement of guest tables, centerpieces, and a spacious dance floor.

For a 200-person wedding, you might need to adjust your expectations regarding the venue. Traditional options like hosting the wedding at a restaurant or home may not be feasible due to capacity constraints. Instead, consider venues like private villas, quaint B&Bs, or boutique hotels, which offer more intimate settings and well-manicured grounds, reducing the need for excessive decorations.

If you're working with a tight budget, a "destination" wedding could be a clever strategy. By choosing a location that requires a bit of travel, you may naturally reduce the number of guests who can attend, which can lead to cost savings.

When creating your guest list, be mindful of the venue's capacity and your budget. Consider whether you would take 200 people out to dinner individually; if not, reconsider their importance on your wedding day. Prioritize those closest to you, and don't be afraid to set boundaries, such as only inviting immediate cousins and not extending the invitation to cousins-once-removed.

Additionally, be strategic with your wedding date. Weekday weddings or holidays like Christmas or Thanksgiving can be a valid reason to keep the guest list more exclusive, focusing on close family and friends.

In conclusion, planning a 200-person wedding requires careful consideration of venue capacity. Be proactive in visiting and assessing potential venues, and don't be afraid to think outside the box regarding location and guest list management.

Seeing everyone at your wedding

Planning a wedding can be a daunting task, especially when it comes to managing a large guest list. Here are some tips to help you ensure you get to see and celebrate with everyone at your 200-person wedding:

Visit the Venue in Advance

It is important to visit your venue before booking to ensure it can comfortably accommodate all your guests. This will allow you to envision the floor plan, including the placement of guest tables and the dance floor. Additionally, consider the heating and cooling situation, as the space can get hot and stuffy with a large number of people.

Plan Your Time Wisely

With a large guest list, it can be challenging to spend quality time with each guest. To maximise your time, consider taking photos before the wedding so you can attend the cocktail hour and mingle with your guests. A casual welcome party or rehearsal dinner is also a great way to connect with out-of-town guests. Pre-plating dinner as guests arrive can help speed up the evening.

Keep Your Guests Engaged

Large weddings can benefit from interactive activities to keep guests entertained. Consider having a photo booth, craft tables, or interactive food stations. Breaking up the dinner with dancing or a special thematic course can also encourage movement and mingling.

Be Strategic with Your Guest List

To manage your guest list effectively, consider using the five-year or five-minute rule. The five-year rule suggests only inviting people you have spoken to within the last five years. The five-minute rule asks whether you would want to spend at least five minutes with the person on your wedding day. Applying these rules can help you prioritise guests and keep the list manageable.

Consider a B-List

If you have a large number of guests you want to invite but are limited by venue capacity or budget, consider creating a B-list. Send invitations to your A-list guests first and, if some decline, you can then invite guests from the B-list. Ensure you give B-list guests enough notice, ideally more than six weeks, to avoid them feeling like an afterthought.

Manage Plus-One Expectations

When it comes to plus-ones, it is essential to set clear guidelines. Automatically offer plus-ones to guests in your wedding party, married guests, engaged guests, and those in long-term relationships. You may also want to make exceptions for guests who won't know anyone else at the wedding.

By following these tips, you can ensure that your 200-person wedding is well-organised and that you get to spend quality time with your guests, creating memorable moments together.

Keeping guests entertained

Keeping 200 guests entertained at a wedding can be a challenge, but there are plenty of options to ensure everyone has a great time.

Photo and Video Fun

The photo booth is a popular choice, and there are many creative ways to put a twist on this idea. For example, you could rent a repurposed VW bus, Airstream, or trailer photo booth. A video booth or GIF booth is a modern alternative that guests can easily share on social media.

Snack and Dessert Stations

Food is always a great way to keep guests entertained. Snack and dessert stations with a "build-your-own" option are a fun, interactive way to keep guests happy. Options could include an ice cream sundae bar or a self-serve popcorn bar with different seasonings and mix-ins.

Live Entertainment

Live entertainment is a sure-fire way to keep your guests engaged. Options include dueling pianos, Cirque du Soleil-style performers, ethnic dance groups, caricature artists, and flash mobs.

Lawn Games

For weddings with an outdoor space, lawn games are a perfect addition. Games like cornhole, bocce ball, giant Jenga, and tic-tac-toe will encourage guests to play and can be customised with your wedding date or monogram.

Kid-Friendly Activities

If children are attending the wedding, it's a good idea to provide some age-appropriate activities to keep them entertained. Coloring books, crayons, small toys, and bubbles are inexpensive options that can also double as wedding favors. For older children, a scavenger hunt, bounce house, or walkie-talkies can add to the fun.

Other Ideas

• Introduce guests with common interests at the rehearsal dinner or welcome party.
• Stick to a schedule to avoid guests having to idle around.
• Provide hors d'oeuvres to keep guests refreshed and well-fed while waiting for the main meal.
• Arrange transportation to get guests home safely after the reception.
• Choose an interesting venue, such as a science museum or zoo, to keep guests entertained.
• Work on your seating chart to ensure guests are seated with people they know or are compatible with.
• Limit the number and length of toasts to keep the party atmosphere alive.
• Bring in specialty performers like DJs, belly dancers, or singing waiters.
• Expand beyond wedding cake with a full dessert bar offering whoopie pies, truffles, cupcakes, and local favorites.
• Use a photo-sharing app so guests can share their photos and videos in real time.
• Relax and don't stress over small mishaps.
• Provide conversation starters or icebreakers at each table to get guests talking and bonding.
• Create conversation-prompting drink tickets, encouraging guests to find someone wearing a specific color and ask them about their best vacation.
• Offer unique favors like Rubik's Cubes, cube mazes, peg board games, or mini checkers or tic-tac-toe.
• Provide paper table covers and drawing utensils for guests to scribble and draw while sipping cocktails.
• Use a photo-sharing app or create a customized photo guide of all your guests.
• Provide Mad Libs or wedding-themed crossword puzzles, riddles, word searches, or trivia for guests to complete.
• Assign "table ambassadors" to ensure everyone at the table is introduced and included.
• For a less formal affair, provide paper placemats and collect them at the end of the evening to save everyone's doodles as wedding memorabilia.

Cost-saving tips

Planning a 200-person wedding can be a daunting task, especially if you're working with a tight budget. Here are some cost-saving tips to help you plan your dream wedding without breaking the bank:

• Start with a budget: Determine how much you can realistically spend on the wedding. Be honest about your financial situation and set a budget that you can stick to. This will guide your decision-making throughout the planning process.
• Prioritize your needs: Identify your must-haves and allocate your budget accordingly. Focus on the aspects that are most important to you and your partner, such as the venue, catering, or entertainment. Be willing to compromise on less important details.
• Choose an affordable venue: The venue is typically one of the biggest expenses. Consider alternative venues that aren't specifically marketed as wedding venues, as they often have lower rental fees. Also, look for venues that offer packages, as this can help streamline costs.
• Host on a weekday or off-peak season: Venues often charge higher rates for weddings on Saturdays or during peak season (typically May to October). Consider hosting your wedding on a weekday or during off-peak months to take advantage of lower rates.
• Trim the guest list: The number of guests significantly impacts the overall cost. Consider reducing the number of invitees to stay within your budget. A smaller guest list means lower costs for catering, decor, stationery, and rentals.
• DIY or delegate: Opt for do-it-yourself projects for certain aspects of the wedding, such as centrepieces, invitations, or favours. Not only will this save you money, but it also adds a personal touch to your special day. Alternatively, delegate tasks to talented friends or family members, such as photography, videography, baking the cake, or entertainment.
• Shop second-hand: Consider purchasing a second-hand wedding dress or suit to save money. There are consignment shops that offer a wide range of pre-owned gowns and suits at a fraction of the original price. This option is not only budget-friendly but also environmentally conscious.
• Choose alternative flowers or decorations: Flowers can be expensive, so consider alternative options like eucalyptus, ferns, or other greenery to create a minimalist and cost-effective look. You can also explore using candles, jars, or drapery to decorate the venue and create a romantic ambiance.
• Create a spreadsheet: Make a detailed spreadsheet to track your expenses. List each vendor or category, estimated costs, payments made, and amounts owed. This will help you stay organised, identify areas to cut costs, and ensure you don't exceed your budget.
• Hire a wedding planner: Consider hiring a wedding planner, especially if you're feeling overwhelmed. A good wedding planner can help you maximise your budget, find cost-saving measures, and ensure you don't overspend. They have industry connections and can negotiate better deals with vendors.

Frequently asked questions