Minimums vs. True Guest Count Costs
“Quoted fees are often minimums, not the final cost. Your actual total will depend on your confirmed guest count, menu selections, service charges, taxes, and any required add-ons. Be sure the proposal reflects your realistic guest count, not just the starting threshold.” —Cathy O’Connell, Co-Founder & Creative Director, COJ Events
Time Constraints
“Venues can base their pricing on set hours that you will be in the space. If you need additional time, there will be an hourly fee to cover that additional time. The venue may need to bring in extra staff during those extra hours.” —Camille Jacinto Hale, Owner, Jacinda Weddings & Events
Room Block Requirements
“Some venues require a contracted room block, meaning you must commit to reserving a specific number of guest rooms. Understand how many rooms are required, the attrition policy (what happens if rooms aren’t filled), and whether you are financially responsible for unsold rooms.” —Cathy O’Connell, Co-Founder & Creative Director, COJ Events
Bar Hours and Upgrades
“Many venues include only 3 hours of bar service in their base package. However, most weddings require 5+ hours to properly cover cocktail hour, dinner, and dancing. Additional bar hours can add meaningful cost, so clarify what’s included and what overtime will run.
The base alcohol package may include entry-level spirits and wines. If you prefer premium brands, craft cocktails, or higher-tier wine selections, ask for upgrade pricing in advance. These enhancements can significantly impact your overall budget.” —Co-Founder & Creative Director, COJ Events
Curfew
“Every property has a curfew. Some require music to end at 10:00 or 11:00 PM, while others allow later celebrations only in specific indoor spaces. If you envision a late-night dance party or after-party, confirm whether the venue accommodates that — and at what cost.” —Co-Founder & Creative Director, COJ Events
Outside Vendor Restrictions
“It’s also crucial to clarify vendor requirements, especially if you want to bring in a team that isn’t on the venue’s preferred list. While some venues may allow flexibility with some vendors such as florists, décor, and rentals, we’ve seen additional fees for using an outside caterer if they are not on the approved vendor list.” —Angela Carter, CMP, Carter Group Creative
Cleaning Fees
“Some venues require that you clean the venue at the end of the evening. If it is not cleaned to satisfaction there can be a cleansing fee. Or you may be allowed to use confetti but have to pay a cleaning fee to clean all the confetti, as an example.” —Jennifer Hardiman, Chief Event Officer, Fabuluxe Events
Service and Administrative Fees
“These are often calculated as a percentage of your total spend and can dramatically change your true price per person. For example, a venue that charges $250 per plate plus a $15 ceremony fee and then adds a 24% administrative fee and a 5% mandatory gratuity quickly jumps to roughly $342 per guest.” —Kyle Hanselman, Crossed Keys Estate
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