Budgeting for Your Dream Venue: What’s Included and What’s Not

Choosing your dream wedding venue is one of the most important decisions you’ll make during your wedding planning process, but it can also be one of the trickiest when it comes to budgeting. Wedding venue costs vary widely, and it’s easy to get caught up in the excitement of a beautiful location without realizing that the final price tag could be much higher than what you initially expected.

To help you avoid any surprises, here’s a breakdown of what’s typically included in a venue package, what you might need to pay extra for, and how to budget for it all.

#1 – What’s Typically Included in a Wedding Venue Package

Understanding what’s included in your venue rental is essential to budgeting correctly. Many venues offer all-inclusive packages, while others may charge for certain services or amenities separately. Here’s a list of what’s often included in your basic venue package:

1. The Venue Space

The most obvious inclusion is the actual venue space. Depending on the location and style of venue (banquet hall, outdoor garden, barn, etc.), this can include areas for your ceremony, cocktail hour, and reception.

Tip: Double-check how much space is available for different parts of your event, especially if you plan to have a large guest list. You’ll want to make sure the venue comfortably accommodates all aspects of your celebration.

2. Tables, Chairs, and Linens

Most venues will provide basic furniture, such as tables and chairs for your guests. You’ll typically also get linens (tablecloths and napkins), though the color or quality may vary depending on the venue.

Tip: If the venue provides basic linens, but you want a more luxurious look, you may need to upgrade to higher-quality fabrics or rent additional décor items, such as chair covers or specialty linens.

3. Set-Up and Clean-Up

Some venues include set-up and clean-up as part of the rental fee, meaning they will arrange tables, chairs, and other items before the event and clean up afterward. Be sure to confirm what’s included in this process.

Tip: Ask if you need to leave the venue at a specific time after the reception ends. Some venues have a strict timeline for clean-up, and it’s helpful to know this upfront to avoid unexpected fees.

4. Audio and Visual Equipment

Many venues, especially larger ones, include basic audio and visual equipment, such as microphones, speakers, and lighting. This can be a huge cost-saving benefit if you need sound systems or projectors for slideshows or speeches.

Tip: Make sure to clarify whether any additional fees apply for using this equipment or if you need to bring in a separate AV professional.

5. On-Site Event Coordinator or Venue Manager

Some venues offer the services of an event coordinator or venue manager who will help you through the day-of logistics. This can be a great option if you’re not hiring a full wedding planner, as they’ll ensure everything runs smoothly on the day of your event.

Tip: If the venue doesn’t include a coordinator, you might need to hire one separately to ensure everything goes according to plan.

#2 – What’s Typically NOT Included in a Wedding Venue Package

While many things are covered in a wedding venue package, there are also hidden costs to be aware of. Here’s a list of things that may not be included in your venue rental fee:

1. Catering and Bar Services

Although some venues offer in-house catering and bar services, many do not. If you choose a venue without catering, you’ll need to hire your own catering service. In this case, the venue might allow you to bring in your own caterer (often with a fee), or they may offer a preferred list of approved vendors.

Tip: If your venue offers in-house catering, inquire about the catering packages they offer and ask about any additional fees for special dietary needs, buffet vs. plated service, or custom menu options.

2. Decorations and Floral Arrangements

The venue will provide basic furniture and linens, but most venues don’t provide décor beyond that. You’ll need to budget for flowers, centerpieces, and any other decorative touches you want to add to the space.

Tip: Some venues may offer a décor package as an add-on service, but it’s important to confirm exactly what is included in these packages to avoid surprises.

3. Wedding Cake

Most venues do not provide a wedding cake as part of their package. While some venues may have cake vendors they work with or offer cake-cutting services, the cost of the actual cake will usually be a separate expense.

Tip: Ask your venue if they allow outside cake vendors or if they have a preferred list of bakeries you can choose from.

4. Photography and Videography

Your wedding venue won’t provide professional photography or videography services, so you’ll need to hire a photographer or videographer separately to capture your day.

Tip: If your venue has scenic views or beautiful spots for photos, be sure to ask if there are any restrictions on where your photographer can shoot or if there are any hidden fees for specific locations within the venue.

5. Insurance and Permits

Some venues may require you to have liability insurance for the event or to obtain specific permits, especially if you’re hosting a large wedding or using an outdoor space. These are often additional costs that you’ll need to budget for.

Tip: Ask the venue early on whether you need to get any special insurance or permits for your event, as this can add additional costs to your budget.

#3 – Hidden Fees and Additional Costs

In addition to the base rental fee and the items not included in the venue package, there are several potential hidden costs you should be aware of. Here are some to keep in mind when budgeting:

1. Service Fees and Gratuities

Many venues charge a service fee (usually 15–25%) that is applied to your total bill. This fee typically covers staff costs and gratuities for the event.

Tip: Ask whether the service fee is included in the quote or if it’s added on top, as this can significantly affect your overall budget.

2. Parking and Transportation Fees

If the venue is in a popular location, you may be charged for parking or valet services. Some venues may also charge for transportation if you need to transport guests between different locations.

Tip: If parking is limited, consider arranging for shuttle transportation for your guests to make it easier for them to get to the venue.

3. Overtime Charges

If your event runs longer than the scheduled time, you may incur overtime charges. Be sure to confirm the venue’s timeline and discuss potential overtime charges to avoid unexpected fees.

Tip: If you expect to extend your event, make sure to negotiate the overtime rates in advance and include them in your budget.

How to Budget for Your Wedding Venue

When budgeting for your dream wedding venue, it’s important to consider both what’s included in the venue package and any potential extra costs. By being aware of these costs upfront, you can avoid surprises and make sure your wedding budget stays on track.

Pro Tip: Always ask the venue to provide a detailed list of what’s included in their packages, and get quotes from any additional vendors you’ll need. With this information in hand, you can make an informed decision and confidently budget for the wedding venue that’s perfect for you.