Planning a wedding can feel like stepping into a whirlwind of excitement and, let’s be honest, a little bit of stress. After all, there are so many moving parts to consider—from the dress to the flowers, to the food and entertainment. But one of the biggest factors that will shape your wedding is the guest list. The number of people you invite plays a pivotal role in determining your overall wedding cost, and when you’re planning for 150 guests, that cost can quickly add up.
I remember when my partner and I started planning our wedding at Vogue Ballroom in Melbourne. We knew we wanted to host a celebration that was both beautiful and memorable, but as we delved into the budgeting process, we were quickly faced with the reality of how quickly costs can spiral with a larger guest count. It was eye-opening, to say the least.
This guide will walk you through the costs associated with hosting a wedding for 150 guests, breaking down key expenses, sharing tips on how to manage your budget, and offering insights from my own experience. Whether you’re looking for ways to cut costs or trying to get a realistic sense of what to expect, this post will help you navigate the numbers behind a 150-guest wedding without feeling overwhelmed.
What Is the Average Cost of a Wedding for 150 Guests?
When I was planning my own wedding at Vogue Ballroom, one thing I quickly learned was that the cost can vary dramatically depending on a range of factors. You might think that knowing how many guests you’re inviting makes the budgeting process easier, but that’s just one part of the picture. A wedding for 150 guests, like the one I had, comes with its own set of challenges and considerations, and costs can range widely based on location, style, and personal preferences.
Understanding the Range of Wedding Costs by Location
As much as we’d all love to say there’s a fixed “average cost” for a wedding, the truth is that your location plays a huge role in determining that number. For instance, if you’re tying the knot in Melbourne, where I live, your costs will naturally differ from those of couples saying their vows in rural areas or major cities like Sydney. But it’s not just the city; even within Melbourne, a wedding at a chic, trendy venue can cost quite a bit more than one held at a more relaxed regional spot.
For example, in 2022, the average cost of a wedding in the U.S. for 150 guests was around $33,000. However, this number varies from state to state. A wedding in New York or California, where the cost of living is sky-high, could easily push the budget to $50,000 or more for 150 guests, whereas in places like Texas or Florida, you might spend closer to $25,000. The most expensive weddings tend to be in tourist-heavy spots, such as Hawaii, where you can expect to spend anywhere between $54,000 and $73,000 for a 150-guest affair!
In contrast, a typical wedding in Australia can set you back anywhere between $25,000 and $50,000. After surveying some recent figures from 2025, couples planning a wedding with 150 guests in Melbourne should expect to spend somewhere between $30,000 and $50,000. But don’t let these figures scare you! While it’s always important to plan for the higher end, the costs can vary depending on where you choose to celebrate.
How the Number of Guests Affects Wedding Costs
It’s a simple equation: the more guests you have, the more you’ll spend, especially when it comes to catering, seating, and the overall venue space. Every person adds an extra plate of food, a glass of champagne, a place at the table, and so on. But even within the same guest count, you might spend differently depending on whether you’re opting for a formal plated dinner or a more casual buffet.
When I was planning, I vividly remember realising that if we trimmed just a few extra guests from our list, we could save hundreds or even thousands on catering alone. It might sound harsh, but being strict about your guest list can significantly lower costs in many areas. And let’s face it—this is your day, so it’s important to have people there who truly mean something to you.
A wedding with 150 guests can lead to a significant catering bill. For example, in Melbourne, catering costs per person can range from $100 to $250 depending on whether you’re opting for a casual BBQ or a fine dining experience. A more casual option might push your total catering bill to around $15,000, while a luxe sit-down affair could easily reach $30,000. And don’t even get me started on the drinks! Alcohol can double your catering costs, depending on your selection and whether you have an open bar.
Key Categories of Wedding Expenses for 150 Guests
I can’t stress enough how important it is to have a well-thought-out budget breakdown, especially when you’re managing a large guest list. When I was planning my wedding, I quickly learned that there are some areas where I could save, and others where I simply couldn’t. Let me walk you through the typical expenses you’ll face when planning for 150 guests.
Venue and Catering: The Bulk of Wedding Costs
Let’s talk about the big-ticket items first. The venue and catering combined often account for 45%-75% of your total wedding budget. That’s a hefty chunk of your finances, and it’s where you’ll want to invest the most time and energy.
When I was organising our wedding, our venue alone took up about 50% of our budget. We opted for a glamorous venue in Melbourne (Vogue Ballroom, of course), and the costs reflected the location, the service, and the all-inclusive package they offered. This meant that catering, service staff, and even furniture rentals were included in the price, which made things a bit easier for us to manage. If you’re in a similar position, look for venues that offer package deals where food, beverages, and some of the decorations are included.
A quick example: in the U.S., a wedding venue for 150 guests can cost between $8,000 to $15,000, and that’s without including catering. In Melbourne, this could range from $12,000 to $25,000, depending on the prestige and location of the venue. And don’t forget, if your venue doesn’t provide catering, you’ll have to pay separately for that—an added cost you’ll need to plan for.
Photography and Videography Costs for a 150-Guest Wedding
If there’s one thing I strongly recommend spending money on, it’s your wedding photographer and videographer. Those are the memories you’ll look back on for the rest of your life. At Vogue Ballroom, we had a photographer and a videographer capturing every moment, and it was absolutely worth it.
Photography and videography usually account for 10%-15% of your total wedding budget. For a wedding with 150 guests, expect to pay anywhere between $2,000 and $5,000 for quality services. It’s worth doing your research and booking a photographer whose style matches what you envision for your wedding day. A skilled photographer will make sure to capture all those little moments that make your wedding unique, and you’ll appreciate it years down the track when flipping through your wedding album.
Venue and Catering: The Bulk of Wedding Costs
When you think of a wedding, the first things that probably come to mind are the venue and the food. It’s no surprise that these two categories take up the largest chunk of the budget—especially for a guest list as large as 150. In fact, venue and catering together often make up between 45% and 75% of the total cost.
Let’s be honest: the venue is usually the first thing you lock in, and it can make or break the vibe of your celebration. It’s also one of the few items where prices can skyrocket, depending on the location and the services included. When I was planning our wedding at Vogue Ballroom, the venue cost us a hefty sum, but it was worth every cent. With everything bundled into the package (catering, drinks, staff, and even the décor), it saved us the stress of managing different vendors. I highly recommend looking for venues that offer all-inclusive packages for larger weddings—this will save you a ton of headaches down the line.
In Melbourne, expect to pay anywhere between $12,000 and $25,000 for a venue that can accommodate 150 guests. The more exclusive the venue, the higher the price tag. But it’s not just the venue; catering is often directly tied to the number of guests you have. On average, you’ll pay around $100 to $250 per person for catering, depending on the style (plated, buffet, or cocktail) and menu choices. That means for 150 people, catering alone could range from $15,000 to $30,000.
But, as I learned the hard way, the cost of catering doesn’t stop at the food itself. You also need to account for things like staff service, drinks, and the type of meal service you choose. If you opt for a plated, multi-course dinner, expect the per-person cost to rise. On the other hand, a buffet or cocktail-style reception might be a more budget-friendly option, but it still comes with its own set of considerations.
Photography and Videography Costs for a 150-Guest Wedding
As someone who loves a good photo album, I can tell you that investing in quality photography and videography is one of the best decisions I made. When planning for a wedding with 150 guests, these services usually take up about 10% to 15% of your overall budget. The prices here can vary depending on the quality of the professionals you choose and the level of coverage you want.
For a wedding of 150 guests, the cost for photography and videography typically ranges between $2,000 and $5,000. I remember feeling like it was a bit of a splurge at the time, but looking back at our wedding photos and video, it was worth every penny. These professionals aren’t just there to snap a few pictures; they’re capturing the essence of your day—the smiles, the little moments, the candid laughter.
If you’re in Melbourne, there are a range of options depending on your style and budget. High-end photographers can charge upwards of $4,000, but there are also more affordable packages available. The key is to research different vendors, check their portfolios, and ensure their style aligns with your vision for the day.
How to Keep Wedding Costs Under Control for 150 Guests
By now, you’re probably thinking, “How do I keep all of this under control?” Don’t worry—there are plenty of ways to ensure you don’t go overboard with your spending. While the costs for a wedding with 150 guests can certainly add up, there are several strategies you can employ to stay within your budget without sacrificing the things that matter most.
Set a Realistic Budget Early
The first step in staying on top of your wedding expenses is to set a realistic budget right from the start. I know it can be tempting to dream big, but it’s crucial to get a clear sense of what you can comfortably afford before diving into venue tours and vendor meetings. Take a look at your savings, figure out if family members will be contributing, and make sure you know exactly how much you’re willing to spend.
Once you have a solid idea of your budget, break it down into categories (venue, catering, attire, etc.) and allocate a set amount for each. Trust me, doing this early will save you from last-minute stress.
Prioritise Your Expenses
When planning a wedding for 150 people, you’ll quickly realise that some things are more important to you than others. Perhaps you’re a foodie and want an incredible catering experience, or maybe music and entertainment are at the top of your list. Whatever your priorities are, make sure to allocate a larger portion of your budget to those areas. Be prepared to make sacrifices in less critical areas to stay within your overall budget.
For example, when my partner and I were planning, we agreed that the food and entertainment were the top two priorities. We were willing to cut back on flowers and decorations in order to invest more in a high-quality photographer and a memorable dining experience.
Control the Guest List
If there’s one piece of advice I can give from my own experience, it’s this: control your guest list. I know, it’s tough, especially when you have family members, friends, and co-workers all wanting an invitation. But the reality is, the more people you invite, the more you’ll spend—on food, drinks, seating, and even party favours.
I remember feeling a bit of guilt when we had to cut a few people from our guest list. But when we looked at the numbers, it became clear that every extra guest added up, particularly when it came to catering and venue capacity. Even trimming 10 or 20 people from your list can lead to thousands of dollars in savings, especially for a large wedding like the one you’re planning.
You’ll also need to make tough calls on plus-ones. It’s tempting to let everyone bring a date, but remember, each additional person adds another round of costs. The more streamlined your guest list, the easier it will be to stay on track with your budget.
Research and Compare Vendors
One of the best ways to ensure you’re not overspending is to shop around. When we started getting quotes for various services, I was shocked at how wide the price range was, even for similar offerings. Some vendors were quoting us astronomical prices, while others came in much lower for the same services.
Take the time to gather at least three quotes for each major service: catering, photography, entertainment, etc. It might feel time-consuming, but in the long run, it will help you find the right balance between quality and price. Also, don’t be afraid to ask vendors what’s included in their packages and whether they’re open to negotiation. Many will offer discounts for off-peak dates or reduced rates for larger bookings.
For example, when I was looking for a photographer in Melbourne, I found that some of the more established studios quoted us around $5,000 for a basic package. But after a bit of negotiation and asking around, we found a photographer who offered the same quality for just $3,500—quite a savings for us!
Track Every Expense
This tip might sound a little bit “finance 101,” but it’s critical—track every single expense. Weddings are full of moving parts, and things can easily slip through the cracks, especially when you’re juggling a budget for 150 guests. By keeping a spreadsheet or using a budgeting app, you can keep track of what you’ve paid for and what’s still pending.
I used a simple Google Sheet to list all our major expenses and set a maximum budget for each category. Every time we booked a vendor or made a purchase, I’d update the sheet. This way, we knew exactly where we stood financially at any given moment. It’s easy to get lost in the excitement of wedding planning, but staying organised will save you a lot of stress—and potentially, a lot of money.
Simplify Catering and Drinks
While food and drinks will make up a significant portion of your wedding expenses, there are ways to simplify without sacrificing quality. Instead of a multi-course plated dinner, consider a buffet or family-style meal. Not only will it be more relaxed and social, but it’s also usually cheaper than serving individual plated meals to 150 people.
For the drinks, think about scaling back the open bar. Having a signature cocktail or offering beer and wine instead of a full bar can save you a considerable amount. If you’re not planning on having an open bar, you might also consider a “cash bar,” where guests pay for their own drinks. While this may seem like an odd option for some, many couples are going this route to manage the cost and keep everything under control.
Consider Off-Peak Dates or Weekdays
If you’re flexible with your wedding date, one of the easiest ways to save money is to choose an off-peak season or even a weekday. Venues and vendors often offer substantial discounts for weddings held in the off-season, typically during the winter months or mid-week days like Mondays and Tuesdays.
For example, during our wedding planning process, we were initially looking at peak-season dates in spring or summer, which came with higher costs. But by shifting to a winter wedding, we were able to save significantly on both our venue and catering. Many of our vendors offered reduced rates for off-peak times, and we ended up with a beautiful wedding at a fraction of the cost we would’ve paid during peak season.
Creating Your Perfect Wedding for 150 Guests
After all the planning, budgeting, and decision-making, your wedding day will be an unforgettable moment. While it’s easy to get caught up in the costs, remember that this day is about celebrating your love and sharing it with the people who matter most. By being mindful of your budget and sticking to your priorities, you can create a wedding for 150 guests that is just as beautiful and meaningful as one with fewer guests.
Key Takeaways and Actionable Budgeting Advice
- Start with a solid budget and break it down into categories to stay on track.
- Prioritise what’s most important to you (whether it’s food, photos, or entertainment), and allocate more funds to those areas.
- Be strategic with your guest list. Reducing the number of guests can save a significant amount of money.
- Research and compare vendors to ensure you’re getting the best quality at the right price.
- Track your expenses throughout the process to avoid any surprises.
With these strategies in mind, you’ll be able to create a wedding that reflects your vision, without the anxiety of overspending. Remember, it’s all about striking the right balance between your dream wedding and your budget.
