This checklist surfaces the charges that appear after you sign, so you can compare contracts with the same line items.
The short answer
Hidden wedding costs are charges that appear in the fine print of vendor contracts or arise on the day itself. To uncover them, read every contract line by line and ask each vendor for a complete list of fees before signing. Compare the total of all line items, not just the base price.
The checklist
The checklist
- Read every contract line by line before signing.
- Request a complete fee schedule from each vendor.
- Confirm whether taxes are included in quoted prices.
- Ask about overtime and additional hour rates.
- Check for delivery, setup, and breakdown fees.
- Inquire about cancellation and change fees.
How to use it
Work through it in the meeting. Anything you leave unticked is a question that will come back later, usually with a price attached.
Decide these before you send it
- Does the venue charge a service fee on top of the food and beverage minimum?
- Is there a delivery or setup fee for rentals that is not included in the quoted price?
- What is the overtime rate for the photographer and at what hour does it begin?
- Are there corkage fees if you bring your own alcohol to the venue?
- Does the contract include a fee for weather-related changes or postponement?
What each answer changes
| What to compare | What to ask for | The decision it changes |
|---|---|---|
| Service charge vs. gratuity | Ask for the service charge line item and whether it covers gratuity for staff. | Determines whether you need to budget additional tips beyond the service charge. |
| Overtime rates | Ask for the overtime rate and the hour at which overtime begins for each vendor. | Changes whether you need to adjust your timeline to avoid extra charges. |
| Delivery and setup fees | Ask for a separate line item for delivery, setup, and breakdown fees. | Affects whether you choose a vendor that includes these in the base price. |
| Taxes and surcharges | Ask whether the quoted price includes all applicable taxes and surcharges. | Changes the total you compare across vendors. |
| Cancellation and change fees | Ask for the cancellation policy and any fees for changing dates or details. | Influences how much flexibility you have if plans shift. |
A worked example you can copy
Building a total from quoted lines at 120 guests
- Start with the fixed costs you have been quoted: $6,000.00.
- Add other per-guest costs at 120 guests: $2,160.00.
- Add food and beverage at 120 guests: $11,400.00.
- Apply the service charge to the food-and-beverage line only: $2,280.00.
- Total at 120 guests: $21,840.00.
- Re-run it at 90 guests: $18,330.00, a difference of $3,510.00.
| Line | Amount |
|---|---|
| Fixed costs | $6,000.00 |
| Other per-guest costs | $2,160.00 |
| Food and beverage | $11,400.00 |
| Service charge | $2,280.00 |
| Total at 120 guests | $21,840.00 |
| Total at 90 guests | $18,330.00 |
| Difference | $3,510.00 |
Where this usually goes wrong
None of these are exotic. They are the ordinary ways this decision goes wrong, and each one is caught by asking a single extra question.
Watch for
- Assuming the quoted price includes all fees, then discovering a service charge on the final invoice.
- Not asking about overtime until the day of the event, resulting in a surprise charge.
- Overlooking the service charge and double-tipping because you didn't confirm what it covers.
Questions couples ask
What is a service charge?
A service charge is a fee added by the venue, often for staffing. Ask your venue if this charge covers gratuity or if you still need to tip separately.
Do I need to pay overtime for my photographer?
Most photographers charge overtime after a set number of hours. Check your contract for the overtime rate and the hour at which it kicks in.
What are corkage fees?
Corkage fees are charges for bringing your own wine or alcohol to a venue. Ask the venue for the corkage fee per bottle and whether it applies to all beverages.
Your next decision
Now that you know what hidden costs to look for, compare your vendor contracts with our checklist for negotiating fees.
