Each venue comes with its own rules and regulations. It’s important to read the fine print before deciding on a venue and signing a contract. Most of these can be negotiated in the contract phase, but you want to make sure you ask the right questions and budget for any costs you may incur. No one likes surprises when the bill arrives. The most common hidden costs are:

Exclusive Vendors and Buyouts

Some venues will have exclusive vendors. You will have to select from this list. In some cases you can purchase a buyout and bring in your own caterer, but it will cost you. Sometimes the fee is nominal and other times it can be cost prohibitive. This can usually be negotiated in your favor.

Security and Freight Elevators

Freight elevators need to be reserved in the contract phase. The cost you incur is for the labor to run the elevators. Most venues will require you to use their in-house company to run the elevator during your load in and load out process. Keeping the load in and load out time as efficient as possible can save you money!

Cake Cutting Fee

Cakes are a great addition to an event, but if you want to bring in your own pastry team it can cost you big time! Not only will you have to purchase the cake, but also pay a server to cut the cake. Costs can range from $2 a slice to $5 a slice. Depending on the venue, it may be better to source the cake in-house eliminate this cost.

Corkage Fee

Some venues will let you bring in your own wine. This is important to any non-profit that would like the wine donated. The facility could charge you a corkage fee to serve the beverages brought in. This will be charged per bottle unless you can negotiate a flat rate. 

Furniture Removal and Relocation

Most rooms in a venue are free of existing furnishings, but some will have furniture in the room for day-to-day use. This is prevalent in country clubs, museums, hotel lobbies and non-traditional venues. If furniture needs to be removed or adjusted, they may charge you. Charges can be based on time, amount of furniture or flat rate. This fee can be waved if you ask, but more than likely they will not let you move it on your own.