The Reception Ledger · DFW reception planning
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DFW reception costs

Two spaces, side by side

Published prices are a useful starting point. Here is what the same Saturday afternoon costs at two reception spaces.

The example: Saturday, 11 a.m.–5 p.m., including setup and cleanup. 50 invited guests, two people getting married and four vendors or helpers. No alcohol or outside amplified sound.

Venue subtotals exclude food, vendors, refundable deposits and event-specific fees that need a quote. Confirm date availability and a seated layout before booking.

Rental sources checked October 6, 2026 · Source notes

Compare guest count

Cedar Hill, Texas

Alan E. Sims Cedar Hill Recreation Center

Two meeting rooms with tables, chairs and setup to your submitted layout. Allow time for decorating and cleanup within your booking.

$630Published venue subtotal for this example
The rental charge plus listed admission fees for this example. Food, vendors, the refundable deposit and any quote-dependent charges are separate.
Space
Two meeting rooms
Rental basis
$105 per hour × six hours. Published rate
Tables & chairs
Included, with initial setup to your submitted layout. Linens are separate. Rental details
Alcohol
Permit and police required. This example excludes alcohol. Published policy
Refundable deposit
$200 Separate from spending; return depends on the terms. Deposit terms
Ask before booking
Confirm the room pair, seated layout, catering and sound setup.
Venue details & sources Official venue photos

Flower Mound, Texas

Flower Mound Community Activity Center

Two indoor rooms for an alcohol-free celebration. Tables and chairs are included; setup and cleanup need to fit within your rental.

$540Published venue subtotal for this example
The rental charge plus listed admission fees for this example. Food, vendors, the refundable deposit and any quote-dependent charges are separate.
Space
Two multipurpose rooms
Rental basis
$90 per hour × six hours. Nonresident rate. Published rate
Tables & chairs
Included; you handle setup and return the furniture before your rental ends. Rental details
Alcohol
Alcohol and glass containers are prohibited. Published policy
Refundable deposit
$200 Separate from spending; return depends on the terms. Deposit terms
Ask before booking
Confirm the room pair, seated layout, food and music permissions.
Venue details & sources Official venue photos
Historic exterior of Flower Mound Community Activity Center, photographed in 2012
Exterior photographed in 2012; the rental rooms are not shown.
Flower Mound Community Activity Center · Runfellow (2012); shadow adjustment by Jim Evans (2020) · CC BY 3.0. Resized; full frame retained.

Both guest options add six people for the couple and helpers. Published maximums are 128 at Sims and 125 at Flower Mound, subject to the approved room layout. The hourly rental charge stays the same at either headcount; food, drinks and other per-person costs can change.

Free planning tool

Reception budget calculator

Start with published venue costs. Add your own food, drinks and vendor estimates to see what your reception budget could look like.

Total people in the space
Capacity is the maximum headcount. Tables, a buffet and a dance floor may reduce the number of usable seats. Count the couple, children, vendors and helpers.
56 people

The couple and helpers are added to your guest count. Everyone counts toward room capacity; meals can use a different count.

For venues with an age-based admission fee, use the number of attendees who pay.

Your estimatesLeave blank if you don’t have a number yet.
Add any required taxes, cleaning, insurance or staffing charges from your quote. A temporary allowance is your estimate. Enter zero only if you know no additional charge applies.

Include reception vendors, décor, equipment and help beyond food and drinks. Ceremony costs and wedding attire are outside this tool’s scope.

A blank is an open question; zero means no charge. Confirm event-specific fees with the venue.

Also called contingency: money set aside for surprises. It does not prove missing fees are covered. This percentage applies to spending, not the refundable deposit.
Rental window
The time you can access the space, including decorating, vendor setup and cleanup. This comparison uses Saturday 11 a.m.–5 p.m.
Saturday 11 a.m.–5 p.m.

The reserve is added to reception spending. Refundable deposits stay separate.

What the example amounts include

$28 per person for food and dessert, $4 for soft drinks, and $1,350 for reception extras: décor $250, equipment and serviceware $300, reception photography $600, setup and cleanup help $150, and invitations and postage $50. The reserve is 10%. These are editable illustration amounts, not researched vendor quotes.

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