When it comes to planning an event and locking in your venue, budget is everything. It’s easy to assume that once you’ve agreed on a price, the hard part is over. But here’s the truth, venue quotes rarely tell the full story.
And while being on top of your budget can be super helpful, it’s the unexpected or hidden costs that can throw everything off. These charges, from overtime fees to corkage, AV rentals to service charges, can add up quickly if you’re not prepared.
Here’s what to look out for, and how to stay in control of your event budget from day one.
Before you sign, always ask for a detailed breakdown of costs and check to see what services are included in the base price or billed separately.
Some venues quote prices excluding VAT or service charges, while others include them. An additional 20% can be a lot if you aren’t expecting it, so always ask the venue.
If you’re bringing your own alcohol, the venue may charge a corkage fee per bottle, which can make BYOB less of a cost-save than you’d hoped.
If your event runs over, even by 15 minutes, you may be billed for overtime by the hour, especially with venue staff or security on-site. Know when your allotted time in the venue is and plan accordingly.
Some venues have their own preferred suppliers and if you choose to go off of this list you may need to pay an extra fee.
Depending on the size of your event you may be required to purchase event liability insurance which is often not included in a quote.
It’s easy to assume that setup and breakdown time is part of your booking but that’s not always the case. Check if early access or post-event teardown time is included or if that time will cost extra.
If the venue doesn’t have a screen or a good sound system they may allow you to hire one in for an additional cost, whether that’s through the venue or a third party.
If you’re hosting an event in a really large venue, you may need to rent extra furniture or linens if the venue doesn’t have enough.
While some venues do offer parking, it’s not a given. You may need to pay for parking offsite or even organise some transportation for your guests, both of which will incur extra costs.
Venue pricing can be confusing, but it doesn’t have to derail your event. The key is asking the right questions, reading the fine print, and leaving a little breathing room in your budget. With a bit of planning you’ll avoid surprise costs and keep your event fully intact.
Need help finding a venue for your next corporate event?
Get in touch with our VenueScanner for Business Team!