About this template
A wedding is the hardest event to quote because almost every line is a third party you have to coordinate, mark up, and answer for. This template is built from the producer's side, not the couple's: it lists what you actually buy and resell, grouped the way the day runs. Coordination and production first, then ceremony, reception and venue, catering, decor and florals, music, photo and video, and guest logistics. It closes with a contingency line and a production fee, both as percentages, because a wedding budget that does not carry contingency is a wedding budget that eats your margin the week of the event.
Perfect for
Wedding production companies and event producers quoting a full wedding, wedding planners who need a line-by-line vendor budget to present to a couple, and studios that produce weddings alongside corporate work.
How to customize it
- If the ceremony and the reception share a venue, delete the ceremony site rental and keep the rest of the group: chairs, sound, and officiant are still separate costs
- Mark pass-through vendor costs as external lines and keep your coordination fee separate, so the couple can see what is yours and what is theirs
- Raise contingency to 15% for an outdoor wedding: weather is the single most common reason a wedding budget moves
- Delete the Guest Logistics group for a city wedding where everyone arrives on their own
What's inside this template
These are the line items the template comes with, organized by stage. Adjust amounts, quantities, and rates to your project.
Coordination and Production
- Coordination and event design fee
- Day-of coordinator
- Production assistants
- Site visits and vendor meetings
- Timeline and run of show
- Municipal permits and liability insurance
Ceremony
- Ceremony site rental
- Officiant / celebrant
- Arch, altar and aisle runner
- Ceremony chairs and setup
- Ceremony sound and microphones
- Ceremony music (quartet / soloist)
Reception and Venue
- Venue rental
- Tent and structures
- Load-in and load-out
- Generators and power distribution
- Climate control (heating / cooling)
- Restrooms and facilities
- Security and access control
Catering and Banquet
- Welcome cocktail
- Dinner / main service
- Bar and cocktail service
- Wedding cake
- Waitstaff, maîtres and bartenders
- Tableware, glassware and linens
- Late night snacks
Decor and Florals
- Decor design and concept
- Ceremony floral arrangements
- Centerpieces
- Furniture and lounge
- Decorative lighting
- Signage and stationery (seating, menus)
Music and Entertainment
- DJ and party sound system
- Live band
- Dance floor lighting
- Effects (cold sparks, haze)
- Party hour / entertainers
Photo and Video
- Photographer (full coverage)
- Video and aftermovie
- Second shooter or camera
- Drone
- Photo booth
- Editing and final delivery
Guest Logistics
- Guest transport
- Couple transport
- Vendor accommodation
- Parking and valet
Contingency and Fee
- Contingency
- Production fee
FAQ
Is this for the couple or for the production company?
For the production company. The groups follow what you contract and coordinate, and the budget closes with your production fee. A couple looking for a personal wedding spreadsheet will find this more detailed than they need.
How much should the production fee be?
For full wedding production, 15% to 20% of the total is the common range in Latin America, higher if you are also fronting vendor payments. The template ships at 15%, which you can change in one cell.
Should I show the couple every vendor line?
Most producers do, and it is usually what wins the job: an itemized budget makes it obvious where the money goes and makes it easy to cut a group instead of arguing about the total. If you prefer a summary, group the lines and show only the group totals when you export.
What if I only do the photo and video, not the whole wedding?
Keep the Photo and Video group and delete the rest. Or start from the Photography Campaign template, which is built around a shooting team rather than an event.
Related templates
Events
Corporate Event
A budget template for corporate events and brand launches: planning, crew, venue, technical (audio, video, lighting), talent, coverage, and a close with contingency and production fee.
9 groups · 32 items
Events
Concert / Live Show
A concert budget template from the promoter's side: artist guarantee and rider, venue and permits, staging, sound and lighting, backline, technical crew, operations, ticketing, contingency and fee.
10 groups · 50 items
Photography
Photo Campaign Production
A budget template for photo campaigns with crew, styling, talent, and retouching, so the numbers stay clear before production gets busy.
8 groups · 18 items