Beyond the Venue: 5 Hidden Wedding Costs and How to Plan for Them
You’ve set your budget. You’ve booked your dream venue and your favorite photographer. You feel like you have a perfect handle on your wedding finances. And yet, as the day gets closer, you might notice small, unexpected expenses starting to pop up, causing that carefully planned budget to stretch in ways you didn’t anticipate.
As a planner, I know that the secret to a stress-free financial experience isn't just about accounting for the big-ticket items; it's about anticipating the small ones. These "hidden" costs aren't actually hidden—they're standard industry practice—but they are often overlooked in the initial excitement of planning.
Here are five of the most common hidden wedding costs and how you can plan for them from the very beginning.
1. Vendor Meals
What they are: Your hardworking creative team—photographers, videographers, planners, and your band or DJ—will be with you for 8-10+ hours. Just like your guests, they need to eat! Most vendor contracts stipulate that the client must provide a hot meal for any vendor working over a certain number of hours (usually six).
Why they're overlooked: It’s an easy detail to forget when you’re focused on your guests' dining experience.
Plan for: $50 - $100 per vendor. Check with your caterer, as they often offer a "vendor meal" at a reduced price. Tally up every person who will need a meal (don't forget assistants and second shooters!) and add this line item to your catering budget from day one.
2. Service Charges & Gratuities
What they are: This is the most significant "hidden" cost. A service charge (typically 20-25%) is a mandatory fee added by your caterer and/or venue to cover their operational costs, including staff wages, insurance, and overhead. This is not a tip. A gratuity, on the other hand, is an optional (but highly appreciated!) tip you give to your vendors for exceptional service.
Why it's overlooked: The percentage is applied to a huge number (your entire food and beverage bill), which can add thousands of dollars to your final invoice.
Plan for: When you receive a catering proposal, look at the bottom line, not the per-person cost. Factor in a 25% service charge to your estimate from the very beginning. For gratuities, a good rule of thumb is to budget an additional $50-$100 tip per staff member for your core team (planner, photographer lead, DJ) and $20-$50 per person for support staff (catering staff, assistants, drivers).
3. Wedding Dress Alterations
What it is: Almost no wedding dress fits perfectly off the rack. Alterations are the crucial tailoring appointments that ensure your dress is flawlessly fitted to your body. This can include hemming the length, taking in the bust and waist, and adding a bustle.
Why it's overlooked: The sticker price of the dress is what you focus on, but the final cost includes the essential work of a skilled seamstress.
Plan for: $500 - $1,200. The cost can vary dramatically based on the complexity of your dress (e.g., delicate lace and beading will cost more to alter than a simple crepe gown). When you are dress shopping, ask the salon for an estimated alterations cost for the gowns you love.
4. Postage for Stationery
What it is: The cost of stamps for your entire paper suite. This doesn't just mean one stamp for your main invitation; it includes postage for your Save the Dates and the stamp on your RSVP return envelope.
Why it's overlooked: It seems like a small detail, but it adds up quickly. More importantly, oversized, square, or unusually thick invitations require extra postage.
Plan for: $1.50 - $3.00 per invitation suite. Before you buy all your stamps, take a single, fully assembled invitation suite to the post office and have it weighed. This will ensure you purchase the correct postage and your beautiful invitations arrive safely.
5. Cake Cutting & Corkage Fees
What they are: If you bring in a cake from an outside bakery, many venues and caterers charge a "cake cutting fee" per guest to slice and serve it. Similarly, if your venue allows you to bring in your own wine, they will charge a "corkage fee" per bottle to open and serve it.
Why it's overlooked: These fees are often buried in the fine print of a venue contract.
Plan for: $2 - $5 per guest for cake cutting, and $15 - $50 per bottle for corkage. Before you book your venue, always ask if these fees apply. Sometimes, using an in-house baker or the venue's wine selection can be more cost-effective once these fees are considered.
Building a truly comprehensive budget is the key to a relaxed and joyful engagement. By planning for these details from the start, you can avoid any last-minute surprises and focus on what truly matters: celebrating your love.