Planning a wedding is exciting, but the venue often brings unexpected costs that can quickly derail your budget. As a seasoned wedding decorator, I've seen couples face unforeseen expenses that could have been avoided with a little foresight.
Here's an insider's guide to the hidden costs you should consider before booking your venue:
Linens, China, and More
Don't assume they're included: Not all venues provide linens, and even if they do, the colors or styles might not match your vision. Ask about floor-length options and whether specialty linens are available.
Flatware and china: Inquire about the quality and style of the plates and silverware. If you have a specific look in mind, you might need to rent them separately.
Centerpieces: Some venues offer centerpieces, but the selection might be limited. Factor in the cost of renting or creating your own if you desire a unique look. Or, the venue centerpieces could supplement the centerpieces you might be already using in your design.
Tables: Make sure your venue has the size and shape of tables you desire. If not, you will need to rent them!
Stage and Lighting
Stage Availability: If you desire a stage, the venue may or may not provide one. It's important to inquire about this, as well as the size of the stage if they do have one. The size of the venue's stage may not be large enough for your desired decor, so it's important to ask. Otherwise, renting a stage will be an additional cost.
Lighting: Check if the venue has dimmable lighting and if they offer accent lighting or spotlights. You may have to work with a lighting or decor company to acquire the desired lighting design. Inadequate lighting can ruin the ambiance!
Sound and Music
PA/Mic system: Make sure the venue has a reliable PA system and microphones for speeches and announcements. If not, you'll need to rent them.
Music restrictions: Some venues have noise restrictions, especially in residential and outdoor areas. Be aware of any limitations and plan your music accordingly.
Logistics and Setup
Union workers: Certain venues require the use of union labor for setup and teardown. This can significantly increase your costs.
Setup & teardown time: Inquire about the allotted setup and teardown times. You might be charged extra if you need additional hours. Make sure to run these times by your decor company to ensure it's feasible for all parties. The decor company may charge for extra team members, the venue may charge for extra time, and/or you may have to tailor your design ideas to fit the time constraints available.
Load-in/load-out access: If the venue is difficult to access (e.g., downtown, parking, stairs, elevator access), vendors might charge more for labor.
Parking: If parking is limited, especially in downtown areas, consider providing valet service for your guests and vendors, or arranging transportation.
Décor and Design
Size, placement, and capacity: When planning your event, think about how the stage's size and placement will affect everything else. Where you put it will impact seating and decor, while its size will determine how many people can fit comfortably. Round tables and a stage take up less room than rectangular tables and a dance floor, so be sure to discuss your plans with the venue beforehand to make sure everything fits. Don't forget to account for extras like food carts or photo booths, as these also take up space.
Venue guidelines: Some venues have strict rules about decorations, especially historical buildings. Ask about restrictions on hanging items, using real candles, attaching decorations to walls, and throwing/using confetti or flower petals. For instance, some venues may charge additional clean-up fees for using flower petals on your aisle or may require your decor company to clean up which may also require additional fees.
Flooring and walls: Consider the existing flooring and wall colors. If they don't complement your theme, you might need to invest in draping or other coverings.
Additional Considerations
Water: Surprisingly, some venues charge for water or only offer well water, which might not be suitable for drinking.
Outdoor events: If you're planning an outdoor event, ensure there's a backup indoor space in case of inclement weather. Read our Outdoor Event Checklist here!
Bridal suite: Check if the venue provides a private space for the bridal party to get ready.
Insurance: Some venues require all vendors to have liability insurance. Be sure to confirm this with your vendors before booking.
Capacity: As mentioned in detail above, we can't stress this enough! The venue's stated capacity might not account for a dance floor, buffet, or head tables. Consider your layout needs and ensure the venue can accommodate them.
Catering and alcohol restrictions: If you have a specific caterer or cuisine in mind, double check with your venue as they may have restrictions on outside food, have additional fees for outside caterers, or only allow in-house caterers. Some venues may require you to purchase a bar package whether you will be serving alcohol or not, especially when your event is on peak day. If you are wanting to serve alcohol, are you offering an open bar, drink tickets, or cash bar. Consider the cost of alcohol, as alcohol can greatly impact your wedding budget.
By carefully considering these hidden costs, you can make an informed decision and avoid unpleasant surprises. Remember, the most beautiful venues often come with hidden expenses, so it's important to be prepared and budget accordingly.
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