For 200 guests, first work out how many people need accommodation and for how many nights. A 200-person wedding does not automatically mean 100 identical rooms: singles, children, suites, local attendees and different arrival dates change the rooming plan.
The examples below are hypothetical calculations, not hotel packages or contracted rates. Their purpose is to show how quantities affect the budget.
Example A: two nights and four meals
Assume all 200 guests stay in 100 rooms for two nights at ₹25,000 per room per night. Accommodation is ₹50 lakh. Four hosted meals for 200 guests at an assumed ₹3,000 per meal add ₹24 lakh. The room-and-meal subtotal is ₹74 lakh.
Event-space hire, decor, technical production, photography, entertainment, guest transfers, other services and applicable taxes are outside that subtotal unless the actual quotation specifically includes them.
Example B: three nights and six meals
Keep 200 resident guests in 100 rooms, increase the stay to three nights and assume ₹40,000 per room per night. Accommodation becomes ₹1.20 crore. Six meals for 200 guests at an assumed ₹4,000 add ₹48 lakh. The subtotal is ₹1.68 crore, before the same additional categories.
This example changes both the rate and the schedule. To measure the effect of one decision, change only one input: at ₹25,000 per room, one additional night for 100 rooms adds ₹25 lakh before any extra meals or events.
Prepare a rooming plan that reflects your guests
- Separate resident guests from local attendees.
- Identify single occupancy, families, children and accessible-room needs.
- Record arrival and departure dates rather than assuming everyone stays equally long.
- Allow for staff or vendor rooms only where your agreements require them.
- Confirm the room categories and occupancy rules offered in the hotel proposal.
Check capacity with a layout
Ask for a 200-person seated layout for each function, including stage, dance floor, service routes and technical equipment. Confirm an indoor alternative that can accommodate the event. A hotel's maximum promotional capacity is not enough to establish that your preferred arrangement fits.
If accommodation is split across hotels, include transfer vehicles, guest communication, luggage and late-night return journeys. A less expensive second hotel may still be useful, but compare the complete operational cost.
Venue options to compare
Explore Jaipur, Udaipur and Goa with the same room-night and function brief. Ask whether the property will offer the required allocation for the dates; published room totals do not confirm availability.
Do not assume that an iconic palace will quote a small room block or that every resort requires a full buyout. The minimum commitment and event terms must come from the hotel.
Turn the example into a complete budget
Add supplier quotations to a shared cost sheet, recording inclusions, taxes, validity and payment milestones. Check meals already included with rooms, and distinguish optional upgrades from essential requirements. Keep a contingency that fits the unresolved parts of your plan.
Use the budget worksheet method and send your 200-guest brief with preferred dates, rooms by night, functions and total spending limit.
