Venue pricing can feel like airplane tickets: the headline price looks fine… until you discover all the extras.
To avoid surprises, here are the common “hidden” costs to watch for when budgeting your meeting or event — and the questions to ask every venue.
1. Service charges and fees
Many venues add a percentage-based service charge on top of room rental and catering.
Ask:
- “Is there a service fee or administrative fee?”
- “What percentage is it applied to?”
- “Is gratuity included, or is that separate?”
Build this into your budget from the start instead of treating it as a surprise add-on.
2. AV and equipment rental
Sometimes basic AV is included. Sometimes it’s a separate line item.
Clarify:
- Projector / screen or large display
- Microphones and speakers
- Extra power strips and extension cords
- Hybrid meeting equipment (cameras, conference mics)
If you’re bringing your own gear, ask about any patch fees or restrictions.
3. Wi-Fi tiers
Most venues include Wi-Fi, but there may be:
- A free basic tier
- A paid “premium” tier for larger groups or streaming
Make sure the included bandwidth actually supports what you need (video, live demos, etc.).
4. Room resets and overtime
If you’re changing layouts mid-day or staying late, there may be labor fees.
Ask:
- “Is there a charge if we reset the room between sessions?”
- “What happens if we need extra time at the end of the day?”
It’s better to plan a realistic schedule than to cut things short or rush through content.
5. Food and beverage minimums
Some spaces don’t charge for the room if you meet a certain catering spend. Others have minimums regardless.
Clarify:
- “Is there a food and beverage minimum for this room?”
- “What happens if we don’t reach it?”
- “Can coffee, snacks, and meals all count toward that minimum?”
This helps you decide whether to order more catering or pay a room rental fee.
6. Parking and transportation
Parking can be a big deal for guests.
Ask:
- “Is parking free or paid?”
- “Is it per car, per day, or validated?”
- “Is there a separate charge for buses or shuttles?”
Include whatever your guests will pay in your overall event cost.
7. Taxes
Simple but easy to overlook. Some items may be taxable; others may not.
Ask for a full sample invoice with taxes, fees, and service charges included. That’s the real number you’re comparing against other venues.
When you talk through these details up front, you protect your budget and avoid awkward conversations later. A good conference center will appreciate your thoroughness and give you clear, straightforward answers.