Hidden Costs to Watch Out for When Booking a Venue

Booking a venue is often one of the biggest decisions (and expenses) when planning an event. Whether it’s a wedding, corporate function, or private party, the headline price you’re quoted is rarely the full story. Hidden costs can quickly add up and push your budget far beyond what you expected.

Here’s a clear guide to the most common hidden venue costs — and how to avoid unpleasant surprises.

1. Service Charges and VAT

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Many venues quote prices excluding VAT or add a service charge (often 10–15%) on top of catering and staffing.

What to watch for:

Is VAT included in the quote?
Are service charges applied to food, drinks, or both?
Are gratuities expected on top?

Tip: Always ask for a fully itemised quote including VAT and service.

2. Corkage Fees

Planning to bring your own wine or champagne? Many venues charge corkage per bottle — and it can be surprisingly high.

What to watch for:

Corkage fees per bottle
Restrictions on suppliers or alcohol types
Minimum bar spend requirements

Tip: Sometimes using the venue’s bar package is actually more cost-effective.

3. Furniture and Equipment Hire

That beautiful venue might look fully dressed in photos — but tables, chairs, linens, or AV equipment may not be included.

What to watch for:

Are tables/chairs included?
Is AV (screens, microphones, lighting) extra?
Setup and breakdown fees

Tip: Ask what’s included as standard versus what’s hired in.

4. Staffing Costs

Some venues charge separately for staff such as security, bar staff, or event coordinators.

What to watch for:

Staff-to-guest ratios (which affect cost)
Overtime charges if your event runs late
Mandatory security for larger events

Tip: Clarify staffing requirements early — especially for evening events.

5. Setup, Cleaning, and Overtime Fees

Your hire time might not include setup or breakdown — and running over schedule can be expensive.

What to watch for:

Access times for setup and pack-down
Cleaning fees after the event
Hourly overtime rates

Tip: Build buffer time into your schedule to avoid penalties.

6. Preferred Supplier Restrictions

Some venues require you to use their approved suppliers for catering, décor, or entertainment — often at a premium.

What to watch for:

Exclusive supplier lists
Additional fees for bringing your own vendors
Limited flexibility on pricing

Tip: Check whether you’re free to choose your own suppliers.

7. Minimum Spend Requirements

Instead of (or alongside) a hire fee, some venues require a minimum spend on food and drink.

What to watch for:

Does the minimum spend include VAT/service?
What happens if you don’t reach it?
Seasonal differences (peak vs off-peak pricing)

Tip: Make sure your guest numbers realistically meet the spend threshold.

Final Thoughts

Hidden costs don’t have to derail your event — as long as you know what to look for. The key is transparency: always request a detailed quote, ask the right questions, and compare venues on a like-for-like basis.

At Function Fixers, we help you navigate all of this for free — sourcing venues that match your brief and your budget, with no hidden surprises.

If you’d like help finding the right venue without the stress, just get in touch — we’ll do the hard work for you.

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Planning an event in London can be challenging, but our expert team makes it seamless. With 35 years of experience sourcing venues across the UK, we specialize in finding perfect locations for companies, exhibitions, sporting events, corporate gatherings, and beyond. Let us take the stress out of venue hunting – one conversation is all it takes to unlock your ideal event space.