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Simple Calculators

Wedding Vendor Pricing Calculator

Build accurate service quotes for weddings — photographers, caterers, florists, DJs, and more. Includes travel and weekend premiums.

Service Details
Pricing Modifiers

Travel surcharge applies for distances over 25 miles

Weekend/peak events carry a 25% premium

Estimate only: Based on typical US wedding-vendor market rates and the IRS standard mileage rate for travel. Actual quotes vary widely by region, season, and vendor — get itemized quotes from 2–3 local vendors.

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Quick summary

Wedding vendor pricing should cover your time, equipment, travel, and a premium for in-demand weekend dates. Use this calculator to build transparent quotes for clients — showing how the total is reached builds trust and justifies your rates.

Reviewed by Simple Calculators TeamLast reviewed

How to use this calculator

  1. Enter the inputs requested by the calculator.
  2. Choose the units or options that match your situation and review the assumptions.
  3. Run or update the calculation to see the result.
  4. Review the result, breakdown, and formulas shown on the page.
  5. Check the inputs, units, dates, and limitations before saving or sharing the result.

Wedding Vendor Pricing Formulas

Base Service Rate

Base Rate=Hourly Rate×Event Duration (hours)\text{Base Rate} = \text{Hourly Rate} \times \text{Event Duration (hours)}
Hourly Rate
Rate based on service type and experience level
Event Duration
Total hours of service at the event

Worked example

Established photographer, 8-hour event

Given
Hourly Rate = $200/hr
Duration = 8 hours
Calculation
200×8200 \times 8
Result
$1,600 base rate

Travel Surcharge

Travel Surcharge=(Miles−25)×$1.34\text{Travel Surcharge} = (\text{Miles} - 25) \times \$1.34
Miles
Total travel distance from your location
$1.34
IRS mileage rate × 2 (round trip)

Worked example

75 miles from venue

Given
Distance = 75 miles
Free Zone = 25 miles
Calculation
(75−25)×1.34(75 - 25) \times 1.34
Result
$67 travel surcharge

Weekend Premium

Weekend Premium=Subtotal×0.25\text{Weekend Premium} = \text{Subtotal} \times 0.25
0.25
25% premium for weekend and peak-season events

Worked example

Saturday wedding, $1,600 base + $67 travel

Given
Subtotal = $1,667
Calculation
1,667×0.251{,}667 \times 0.25
Result
$417 weekend premium

Frequently asked questions

How do wedding photographers price their services?

Most wedding photographers charge a flat package rate or an hourly rate. Hourly rates typically range from $100–$350/hr depending on experience level. Established photographers with 3–7 years of experience commonly charge $150–$250/hr, with premium photographers charging $300+/hr.

Why do wedding vendors charge more on weekends?

Saturdays and peak-season dates are in very high demand. A weekend premium (typically 20–30%) reflects scarcity — you can only serve one wedding per day. Many vendors also apply premiums to Friday evenings, holiday weekends, and peak months (May–October).

How should caterers price per head?

Wedding catering per-head rates vary widely: food truck or budget caterers $30–$60/person, mid-range $60–$100/person, and upscale caterers $100–$200+/person. The rate typically includes food, service staff, and basic equipment but may exclude rentals, bar service, and cake cutting.

What is a reasonable travel surcharge for wedding vendors?

Most vendors include a free-travel radius of 15–30 miles and charge a per-mile rate beyond that. The IRS business mileage rate (currently $0.67/mile) × 2 for round trip is a common baseline. Some vendors also charge for overnight accommodation if the venue is far.

How much should a wedding DJ charge?

Wedding DJ rates typically range from $800–$2,500+ depending on experience, market, and event length. New DJs may charge $75–$100/hr, established DJs $150–$200/hr, and premium DJs $250–$350/hr. Most include setup and breakdown time in their package.

Key terms

Weekend Premium
Additional charge (typically 20–30%) applied to Saturday and peak-season bookings due to high demand
Travel Surcharge
Fee for travel beyond the vendor's free-travel radius, typically based on per-mile cost for round trip
Per-Head Rate
Pricing model used by caterers where cost is calculated per guest attending the event
Package Rate
A flat fee for a defined set of services, common in photography and videography
Peak Season
High-demand months for weddings (typically May–October in the US) where vendors often charge premiums

Methodology, sources & limitations

This page shows the formula, assumptions, and limitations used for this estimate. Rates, thresholds, and other time-sensitive inputs can change, so verify them against the relevant official source before relying on a result.

For our review approach and the primary sources we consult, see the methodology and source policy. If you spot an outdated figure or formula, please contact us with a correction.