How much do wedding venues cost? The answer is a bit more complicated than you might think. While you can certainly get a quote from vendors, you also need to be aware of hidden costs.
Keep reading to learn about the seven hidden wedding venue costs:
Set-up and breakdown charges
Overtime fees and strict timeline penalties
Vendor restriction fees and preferred vendor markups
Service charges, gratuities, and administrative fees
Last-minute change penalties
Security deposits that aren't really refundable
Insurance and permit requirements
Thanks to your proactive research, you’ll be fully prepared and know what questions to ask before booking your venue.
Plan Your Stress-Free Wedding with Modern Moments
So much of your wedding depends on the venue. Make sure you choose the right location so you can have the day of your dreams.
Modern Moments offers a charming, versatile space with affordable rates. Choose between an outdoor or indoor setting, with the ability to host between 100 and 300 guests!
Set-Up and Breakdown Charges
Your venue’s cost is likely to include the fees for standard setup and breakdown. However, many venues charge additional fees for early setup or late-night takedown.
You may be offered a flat fee for the additional hours, which can be up to 10% of the venue’s total cost. But it’s more likely that you’ll be quoted an hourly rate for every additional hour you need.
Luckily, this is one cost you can avoid entirely with Modern Moments. We help our clients avoid surprise fees with our all-inclusive pricing.
Overtime Fees and Strict Timeline Penalties
Most venues have a strict deadline for shutting down an event. This deadline is usually in accordance with the venue’s alcohol license or the city’s noise bylaws.
Many venues charge exorbitant overtime to dissuade people from ignoring these strict timelines. Ensure you know about any overtime fees so that you can keep your party on schedule.
At Modern Moments, we are happy to offer our couples full venue access from 2 p.m. to 10 p.m.
Vendor Restriction Fees and Preferred Vendor Markups
Some venues have a list of “preferred vendors,” and they’ll charge extra if couples use outside vendors. For example, if you choose not to go with the in-house catering, you could be charged 10%-20% of your outside caterer’s cost.
Another possibility is that you’ll be asked to pay for a separate liability insurance policy when not using a preferred vendor.
Modern Moments has an open vendor policy; no hidden fees.
Service Charges, Gratuities, and Administrative Fees
One of the most expensive add-ons from your venue is hidden percentage-based fees often added to the final bill. Popular percentage-based fees include:
Service charges. A service charge of 18% to 25% might be added to your final bill for all the staff used to make your event happen. This is meant to pay for setup, janitorial services, and clean-up staff.
Gratuities. It’s common to see an automatic 20% gratuity added to the food and alcohol bills.
Administrative fees. Many venues add an administrative fee to the final bill. This fee typically ranges from 18% to 25% and covers operational costs.
All of these additional charges can significantly inflate your venue cost beyond the initial quote. You may have thought you were booking a place with an average wedding venue cost, but all the additional fees push it up to be an absurdly expensive choice!
It’s essential to have your venue provider review all these additional fees before booking.
At Modern Moments, we pride ourselves on being up-front in our pricing so you're never left surprised.
Last-Minute Change Penalties
Many venues charge penalties for last-minute changes, such as altering details like guest count, layout, or décor after their stated deadline.
You can avoid these penalties with good planning. Ensure you’re aware of the timelines and make decisions in accordance with the venue’s deadlines.
Modern Moments helps couples stay on track by offering wedding planning services. Our wedding planners will guide you, allowing you to make stress-free changes without incurring additional fees.
Security Deposits That Aren’t Really Refundable
Some venues boast “refundable” deposits that are often impossible to recoup. For example, some of the common limitations around a refundable deposit are:
You only have a week after booking to cancel
You must find another couple to book your date
Modern Moments always provides clear, client-friendly deposit policies.
Insurance and Permit Requirements
Some venues require couples to source and pay for special event insurance or permits. These licenses can be expensive and take several weeks to get approved.
Modern Moments' venue pricing already includes day-of-event insurance.
Make Your Wedding Budget Go Further with Modern Moments
Your wedding can stay on budget while still being the most magical day of your life. Choose Modern Moments, and you’ll get a venue with affordable and transparent rates.