47 Hidden Costs in Brooklyn Wedding Venue Contracts

How to Use This Checklist

Review this list before signing any venue contract. For each item, check whether it's included, excluded (and how much it costs), or negotiable. Not all venues charge all of these — but knowing which ones might apply to a specific venue is the difference between a $60,000 wedding and a $75,000 one.

Category 1: Service & Labor Charges

• Service charge (18–22% of food + bev)(18–22% on top of all food/bev)
• Gratuity(Separate from service charge; 15–20% strongly expected)
• Overtime charge($750–$2,000/hr after contracted end time)
• Early setup fee($200–$800/hr before contracted start time)
• Coat check staffing($300–$700 for coat check attendant)
• Security guard (required)($65–$125/hr; 2–4 hours typically required)
• Day-of event coordinator fee($500–$1,500 if venue coordinator not included)

Category 2: Food & Beverage Fees

• Cake cutting fee($6–$14/person if you bring outside cake)
• Corkage fee($15–$40/bottle for outside wine)
• Outside caterer fee($8–$18/person if not using in-house catering)
• Bar setup fee($200–$500 if you BYO alcohol)
• Bar staffing (BYO)($500–$1,500 for bartenders if venue doesn't provide)
• Soda + non-alcoholic beverage($8–$18/person; often not included in bar package)
• Coffee service($5–$12/person; frequently excluded)
• Late-night snack service($15–$35/person if added after cocktail hour)
• Minimum food/bev spend(Common at restaurant venues; can be $8k–$25k)

Category 3: Space & Rental Fees

• Tables and chairs($1,200–$4,000; often not included at raw spaces)
• Linens and napkins($800–$2,500; always ask if included)
• Commercial kitchen rental($500–$2,000 at raw spaces)
• Ceremony space setup fee($500–$2,500 if ceremony is on-site)
• Cocktail hour space fee($500–$1,500 if cocktail hour is in a separate area)
• Getting-ready room($200–$600 for bridal suite access)
• Dance floor rental($400–$1,500 at venues without built-in dance floor)
• Tent rental (outdoor ceremony)($2,000–$8,000 depending on size)
• Pipe and drape($500–$2,000 for room dividers or decor screens)
• AV equipment (microphone, projector)($300–$1,200)
• Staging for band/DJ($400–$1,500)

Category 4: Vendor & Access Restrictions

• Outside vendor surcharge($200–$800 to use vendors not on approved list)
• Florist access time fee(Some venues charge $150–$400 for early florist access)
• Photographer overtime(Not the venue's fee — but key to align with venue hours)
• Band power surcharge($200–$500 if band requires dedicated power circuits)
• Food truck parking fee($300–$800 if you want a food truck outside)
• Open flame / candle permit($100–$300; some venues prohibit open flame entirely)
• Décor installation fee($300–$800 if the venue hangs your décor)
• Cleanup fee (décor removal)($400–$1,200 if decorating beyond standard setup)

Category 5: Logistics & Operations

• Valet parking service($25–$45/car; ~30% of guests will use it)
• Shuttle arrangement fee(Venues often charge $150–$400 to coordinate shuttles)
• Coat check (mandatory)(Some venues mandate this in winter; $5–$10/guest)
• Venue insurance certificate($175–$450 one-time policy required by most venues)
• Vendor liability insurance($150–$350 per vendor (caterer, florist, etc.))
• Noise ordinance fine buffer(Not a fee — but budget $0 or $500–$3,000 if you go over)

Category 6: Contract Terms

• Non-refundable deposit(25–50% non-refundable on cancellation)
• Final payment timing(Most require full payment 30–60 days before event)
• Headcount overage charge($50–$200/person above contracted count)
• Price escalation clause(Some contracts allow price increases if food costs rise)
• Force majeure gaps(COVID showed many venues' policies were inadequate)
• Day-of damage deposit($500–$3,000 held until after event)

Category 7: Day-of Surprises

• Last-minute headcount adjustment charge(If final count exceeds original quote)
• Vendor meal cost(Photographer, videographer, planner meals — $25–$65/person)
• Last-minute rental delivery($100–$400 same-day rush delivery)
• Extra setup hour($200–$600 if vendor prep runs over)

Category 8: Post-Event

• Post-event cleaning fee($300–$1,200 if cleanup exceeds normal scope)
• Trash removal($150–$400 at some raw spaces)
• Storage fee (next day retrieval)($100–$300 if you leave items overnight)
• Lost + found administration(Rarely charged but worth confirming policy)
• Damage charges(Based on actual damage; document venue condition beforehand)