Outdoor Wedding & Event Budget
Plan an outdoor wedding, party or reunion: tent size and rental, chairs and tables, permits, catering per guest, restrooms and vendors. All costs in US dollars (USD).
Outdoor Wedding & Event Budget Calculator
An outdoor wedding in a meadow, a beach ceremony, a backyard celebration or a family reunion in a park can feel simple – until you realise you are building a venue from scratch. You need a tent or marquee, chairs and tables, permits, catering, restrooms, power and a rain plan. Our free outdoor wedding budget calculator adds it all up and shows your total cost and cost per guest.
It also works out how big your tent needs to be, how many tables you need and how many portable restrooms to book. It suits weddings, receptions, vow renewals, birthday parties, graduation parties, corporate events and reunions in the USA and the UK. All costs are in US dollars.
How to use the outdoor event budget calculator
- Enter your guest count, site fee, permits and insurance.
- Choose a tent style. The calculator sizes the tent from the space per guest and prices it per square foot.
- Add rentals: chairs, tables, linens, plates and glassware, and delivery.
- Add catering per guest, the bar, dessert, service charge and tax.
- Add facilities: portable restrooms, a generator and cleanup.
- Add vendors – photography, music, flowers – and a contingency.
How big a tent do I need?
| Layout | Space per guest | 100 guests |
|---|---|---|
| Ceremony (rows of chairs) | 6–8 sq ft | 600–800 sq ft (e.g. 20 × 40 ft) |
| Cocktail / standing | 6–10 sq ft | 600–1,000 sq ft |
| Seated dinner, round tables | 12–15 sq ft | 1,200–1,500 sq ft (e.g. 30 × 50 ft) |
| Dinner + dance floor + bar | 15–20 sq ft | 1,500–2,000 sq ft (e.g. 40 × 50 ft) |
One square metre is about 10.8 sq ft, so UK marquee companies often quote 1.2–1.5 m² per seated guest.
How much does wedding tent rental cost?
| Tent / marquee style | Typical US price | 100-guest dinner |
|---|---|---|
| Pole tent | $0.75–$1.50 per sq ft | $1,100–$2,300 |
| Frame tent (no centre poles) | $1.25–$2.50 per sq ft | $1,900–$3,800 |
| Sailcloth / stretch tent | $2.00–$4.00 per sq ft | $3,000–$6,000 |
| UK traditional marquee (100 guests) | About $3,000–$8,000 (£2,500–£6,500) including flooring and lighting | |
Extras such as sidewalls, lighting, heaters or fans and flooring usually add $500–$3,000.
Catering cost per guest
| Service style | Per guest |
|---|---|
| Food truck or BBQ | $20–$45 |
| Buffet | $30–$60 |
| Family style | $45–$80 |
| Plated dinner | $60–$120+ |
| Beer & wine bar | $15–$30 |
| Full open bar | $30–$60 |
Remember the service charge (usually 18–22%) and sales tax. UK caterers normally quote prices including 20% VAT.
Example: an outdoor wedding for 100 guests
| Cost | Amount |
|---|---|
| Site fee, permits & insurance | $1,850 |
| Frame tent 1,500 sq ft (30 × 50 ft) at $1.75 + extras & dance floor | $3,725 |
| Chairs, 13 tables, linens, place settings, delivery | $1,701 |
| Catering $65, bar $25, dessert $5 per guest + 20% service + 8% tax | $12,160 |
| 2 restrooms, generator, cleanup | $1,200 |
| Photography, music, flowers, officiant | $5,500 |
| 10% contingency | $2,613.60 |
| Total | $28,749.60 – about $287.50 per guest |
Permits for outdoor weddings and events
- US parks: city, state and national parks often need a special-use permit ($50–$500+) for ceremonies, plus separate permits for alcohol, amplified music or tents.
- Beaches: many beaches need a permit and limit guest numbers, tents and glass.
- UK: a Temporary Event Notice (TEN) costs £21 to sell alcohol at an unlicensed venue in England and Wales. Legal ceremonies must take place at an approved venue in England and Wales (celebrant-led ceremonies can be anywhere).
- Insurance: many venues and councils require public liability cover.
Have a rain plan. Outdoor weather is never guaranteed. Book a tent, or ask your rental company whether they can hold one until 7–10 days before the date. Keep 10–15% of your budget as a contingency.
How to save on an outdoor wedding
- Cut the guest list – every guest adds catering, a chair, a place setting and tent space.
- Hold it at a family property or a free park site where allowed.
- Choose buffet, BBQ or food trucks over plated service.
- Serve beer, wine and one signature cocktail instead of a full bar.
- Get married on a Friday, Sunday or out of peak season.
- Rent packages (tent + tables + chairs) from one supplier.
- Skip the dance floor on firm, level lawn.
- Start a savings plan with our savings goal calculator.
Related searches this calculator answers
- outdoor wedding budget calculator
- outdoor event budget
- wedding tent rental cost
- how much does a wedding tent cost
- tent rental price per square foot
- marquee hire cost UK
- wedding marquee price
- how big a tent for 100 guests
- tent size calculator for wedding
- catering cost per guest
- wedding catering price per person
- open bar cost per guest
- chair rental cost
- Chiavari chair rental price
- table and chair rental prices
- portable toilet rental for wedding
- how many porta potties for a wedding
- backyard wedding cost
- park wedding permit cost
- beach wedding permit
- farm wedding budget
- barn wedding cost
- temporary event notice cost
- outdoor party budget
- family reunion budget
- wedding cost per guest calculator
- micro wedding budget
- DIY wedding budget
- outdoor reception cost
- wedding budget planner
Frequently asked questions
How much does an outdoor wedding cost?
Outdoor weddings in the US typically cost $150–$350 per guest once you add a tent, rentals, catering, restrooms and vendors. A 100-guest outdoor wedding often costs $15,000–$35,000.
How much does it cost to rent a wedding tent?
Tent rental usually costs $0.75–$4.00 per square foot depending on the style. A frame tent for a 100-guest seated dinner (about 1,500 sq ft) typically costs $1,900–$3,800 before extras.
How big a tent do I need for 100 guests?
For a seated dinner, allow 12–15 sq ft per guest: about 1,200–1,500 sq ft, such as a 30 × 50 ft tent. Add 3–5 sq ft per guest for a dance floor and bar.
How many portable restrooms do I need?
Plan about one unit per 50 guests for a 4–6 hour event, and more if you serve alcohol. A luxury restroom trailer is a popular upgrade for weddings.
Do I need a permit for an outdoor wedding?
Usually, if it is on public land such as a park or beach. You may also need permits for alcohol, amplified music or tents. In England and Wales, selling alcohol at an unlicensed venue needs a £21 Temporary Event Notice.
What is the average catering cost per guest?
Buffet catering usually costs $30–$60 per guest, family style $45–$80 and plated dinners $60–$120+, before the service charge and tax.