Hidden Costs of Wedding Venues: What You Should Know Before Booking?

One of the most exciting and significant wedding decisions is reserving a wedding venue. But few couples are shocked by surprise fees that were not part of the initial quote. So how much do wedding venues cost when you add all the surprise fees into the equation? From decoration restrictions to service fees, understanding these surprise expenses can guide you to budget more and avoid surprise expenses. Here, in this article, we will disclose the most unexpected surprise wedding venue expenses and learn how to budget in advance for them to match your budget.

Wedding Venue

Key Hidden Costs of a Wedding Venue

1. Venue Rental Costs vs. Surprise Expenses

Most wedding sites charge a minimum rental rate, but that is not always inclusive of basic services. All the basics are wrapped into some venues, but others will bill separately for items like staffing, furniture rental, and setup in the site.

Secret Fees to Watch Out For:

Service Charges: A service charge (10-20%) is tacked on by some sites to your bill.
Setup and Cleanup Charges: Some centers will charge extra for setting up tables, chairs, and decorations and taking them down.
Damage Deposits: Refundable deposits in the event of damage are occasionally requested but add to initial costs.

How to Avoid Surprising Charges at the Venue:

Ask the breakdown of what is included with the rental charge.
Clarify whether setup and cleanup are part of the bargain.
Inquire about security deposit policies and refund practices.

2. Food and Beverage Charges

Certain venues require couples to use in-house catering or bar services, which have extra charges that may not be mentioned upfront. Venues also typically have food and beverage minimums, so you're obligated to spend a certain amount no matter how big your wedding guest list is.

Standard Catering-Inherent Hidden Charges:

Per-Person Fees: The quote will not necessarily be tax inclusive, gratuity inclusive, or service charge inclusive.
Cake Cutting Fee: Some venues charge if you bring in an outside cake.
Corkage Fee: If you provide your own alcohol, you may be charged a per-bottle fee.

Tips for Avoiding Being Surprised by Catering Fees:

Ask for an itemized breakdown of the fees, including gratuities and taxes.
Inquire if outside caterers are permitted to be brought into the venue in order to provide an apples-to-apples comparison.
Verify whether the venue includes bar and cake-cutting as part of the package in the deal.

3. Vendor Limitations and Charges

Some facilities have limited vendor lists, so you will be obligated to use their contracted vendors to provide services like entertainment, flowers, and photography. If you would rather use your own vendors, you might be charged additional fees.

Stealth Vendor Fees to Steer Clear Of:

Preferred Vendor Fees: The venue may charge a fee if you opt for an external vendor.
Vendor Coordination Fees: Some facilities charge a coordination fee to coordinate with off-site vendors.
Electricity and AV Equipment Fees: Electricity to provide power, DJs, or live bands may incur extra fees.

Tips on How to Avoid Vendor-Related Hidden Charges:

Check the vendor policy of the facility prior to signing the contract.
Negotiate with the facility for vendor option accommodation.
Check if the package or upgrade includes AV equipment and electricity.

4. Decor and Customization Fees

While venues allow for a degree of personalization, decorations are subject to restriction, where the couple may be compelled to rent through the venue or with certain vendors. Additional lighting, drapes, or flower arrangements incur charges in certain venues as well.

Common Hidden Decor Charges

Flower and Ornament Charges: Venues can control the use of actual candles, synthetic flowers, or ceiling installations.
Chair and Linen Rental: Basic chairs and linens may be provided, but upgraded types are extra.
Lighting and Special Effects: Uplighting, fairy lights, and special effects have extra fees attached to them.

Tips on How to Steer Clear of Surprise Décor Fees:

Ask for a list of approved decorations and restrictions.
Check if the venue supplies basic décor items or must be rented.
Book a special effects quote and further lighting in advance.

5. Parking and Transport Fees

Paying parking and transport fees while booking a wedding venue is common among most couples. If parking space within the building is scant or valet parking, parking fees or transport fare may have to be paid by the visitors.

Hidden Transportation Fees:

Valet Parking: Valet fee per vehicle applies to certain locations.
Shuttle Services: In case the visitors need to be transported, you may need to rent buses or vans.
Overnight Parking Charges: Guests in some venues may be charged an overnight parking fee.

How to Evade Transportation-Related Surprise Charges:

Discover whether the parking is free or if there's a valet charge.
Consider renting shuttle services in case the venue is away from the city center.
Ask about overnight parking if it's acceptable and whether there's an additional fee.

6. Extra Hour and Overtime Fees

Venues have tight schedules, and once these are surpassed, one may be able to get expensive overtime charges. These rates include venue hire, staff, and suppliers that must work over the allocated hours.

Regular Extra Time Fees:

Overtime Venue Fees: There are charges for parties that last longer than the specified hours in a contract.
Staff Overtime Fees: There are extra fees for catering personnel, bartenders, and security personnel.
Music and Entertainment Extensions: Bands and DJs can collect extra fees for extra performance time.

Avoiding Overtime Charges:

Get the overtime rates and time limits at the venue before booking.
Plan ahead with a timeline so the event finishes during regular hours.
Negotiate extensions in advance and make a fair bargain.

7. Taxes and Gratuities

When deciding on your wedding venue budget, be sure to factor in taxes and gratuities. They are hidden charges that will add up fast.

Hidden Gratuity and Tax Charges:

Sales Tax: Charged on bar service, catering, and rental of the venue.
Service Charges: There is an automatic service charge (typically 18-22%) at some venues.
Staff Gratuities: Gratuities are included with some venues as part of the deal, but others make it optional but customary.

Budgeting for Gratuities and Taxes:

Request a breakdown of the overall price including all taxes.
Check if gratuities have been included in the final bill or must be added on separately.
Allocate extra 10-20% for taxes and service charge.

Wrapping Up

Understanding the unquoted wedding venue expenses is the way to stay within your budget and avoid last-minute shocks. By knowing the correct questions answered and obtaining price quotes beforehand before the execution of a contract, you are able to budget for your ideal wedding with absolute confidence. What will wedding venues be priced at? That will depend on various factors including rental fees, catering, vendor policy, and additional services. Taking a proactive approach when it comes to budgeting will mean you get the maximum value out of your wedding day.