Wedding

How to split an event budget: the proportions that work

October 1, 2026 · 4 min read

Venue and menu, music, photo and video, decor and extras: how much of the budget usually goes to each category at a wedding, a christening or a company event.

The first number you settle on when planning an event is the total budget. The second, harder one is how to split it. For a mid-range to premium private or company event (a wedding, a christening, a corporate party or a team meeting), spending usually falls into the same proportions.

The proportions at a glance

• 45% – 55%: venue plus food and drink
• 15% – 20%: music and sound (live band or DJ, plus lighting)
• 10% – 15%: photo, video and content
• 10% – 12%: decor, flowers and furniture hire
• 5% – 10%: candy bar, photobooth, special effects, stationery and gifts

The ranges affect each other. Choose a live band instead of a DJ and music moves towards 20%, while decor or extras come down. What matters is that the total stays at 100%.

Venue and menu (45% – 55%)

This is the biggest share of the budget. The price is usually per guest, so the number of guests matters more than any other choice. Ask for a written quote that covers the menu, drinks, service charge and the hours you can use the venue.

Music and sound (15% – 20%)

A live band costs more than a DJ, but it changes the feel of the evening. Ask exactly what the offer includes: sound system, lighting, breaks and the price of an extra hour.

Photo, video and content (10% – 15%)

Photos and film are what stays after the event. Ask to see the full gallery of one event, not just the best shots, and check the delivery time.

Decor, flowers and furniture (10% – 12%)

Many venues already include some decor or furniture. Ask before ordering separately so you don't pay twice for the same thing.

Extras (5% – 10%)

The candy bar, photobooth, special effects, stationery and guest gifts are the details people remember. They're also the first things you can adjust if the budget gets tight.

Example: a budget of €12,000

• Venue and menu: €5,400 – €6,600
• Music and sound: €1,800 – €2,400
• Photo, video and content: €1,200 – €1,800
• Decor, flowers and furniture: €1,200 – €1,440
• Extras: €600 – €1,200

In espressimo, everything you order from suppliers in the Shop appears in the event's Expenses tab, with the price of each order and an up-to-date total, so you always know how much you've spent.