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Behind the Price Tag: Reception Budget Breakdown
- Love Struck
- Sep 30
- 3 min read
Updated: 3 days ago
“Isn’t the reception just dinner and drinks?” It’s the most common question — and where most of the budget lands. The truth: a reception is more than entrées and cocktails. It’s food, staff, rentals, setup, cleanup, and layers of service fees you may not see until the invoice arrives.
Here’s what’s realistic for a micro-wedding of 50 guests.
The “DIY Reception” Option
It’s tempting to think, we’ll just do the food ourselves. Cooking with family, ordering from a favorite local restaurant, or bringing in platters can cut the headline catering bill. But the savings rarely last.
You’ll need tables, linens, serving dishes, and place settings that look intentional.
You’ll need staff — servers or at least a cleanup crew — to keep things running.
You’ll need refrigeration or warming setups to keep food safe.
And you’ll need someone to clean and pack it all away at the end of the night (not you, in your dress or suit).
Micro-wedding reality: $1,500–$2,500 for food, plus $1,000–$2,000 in rentals, service, and cleanup.
Standard Reception Costs
With a traditional caterer or venue package, you’ll see per-person pricing. But what looks like $60 a plate quickly turns into $100+ once appetizers, beverages, staff, and service fees are included.
Micro-wedding range: $3,500–$6,000 for food + drinks + staff
Rentals are often a separate line item: upgraded linens, glassware, or chairs. Even restaurants may charge to swap in specialty items or for full setup.
Micro-wedding range: $500–$1,000
Hidden Costs You Might Miss
Service charges: 20–25% automatically added to catering.
Bar setup fees: Bartender charges can be per person, per bar, or hourly.
Cake cutting fees: Yes, some venues charge to slice and serve dessert.
Extra hours: Going past your contract often triggers steep overtime fees.
Staffing gaps: DIY or partial DIY setups usually require separate hires for cleanup.
Tips to Save (While Staying Stylish)
Think seasonally. Build a menu around what’s in season — fresher and more cost-conscious.
Curate the bar. Beer, wine, and one signature cocktail look polished without a full open bar price tag.
Reimagine dessert. A small cake for photos + a spread of simple sweets is often cheaper and feels chic.
Skip unnecessary upgrades. If the venue’s standard chairs or linens are already neutral and elegant, keep them.
Questions to Ask Your Caterer or Venue
What exactly is included in the per-person price?
Is there a food & beverage minimum?
What’s the service charge percentage?
Are outside desserts allowed, and is there a cutting fee?
How many hours of service are included?
Reality Check
The reception isn’t “just dinner and drinks.” It’s the backbone of your celebration — the part that feeds, hosts, and entertains your guests. Expect it to take up 40–50% of your total micro-wedding budget.
Pro Lovestruck Tip
If you’re considering a DIY or semi-DIY reception, budget for presentation and cleanup just as you would with a caterer. A beautifully set table and smooth flow of service are what guests remember — not whether you made the food yourself.
More Behind the Price Tag: Wedding Budget Breakdowns
This post is part of our Behind the Price Tag: Wedding Budget Breakdown Series. Keep exploring:
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