The Hidden Costs of Planning an Event
You contacted the caterer, the florist, the photographer; the invitations are ordered. You are proud of yourself for staying within your budget, but are you sure you are within budget? Most events include numerous "hidden" costs that can add another 20% to 25% to the budget if you aren't careful. Here are some of the most common costs you may encounter.
Catering: Though the per-person cost may seem reasonable, you will also pay a service fee (this offsets labor costs), gratuity, and sales tax if your state collects it. In Idaho, plan to add 24% to the per-person cost (this assumes 6% sales tax and 18% service fee/gratuity). Be certain to check your invoice to find out if a gratuity was included (usually) or if you need to add it in addition to the service charge and sales tax.
Cake cutting fee: Many caterers charge a cake cutting fee for the use of their plates and their servers' time to cut and serve your cake if the caterer did not provide it. This can sometimes be alleviated by providing your own cake plates and forks and asking your event planner to cut the cake (I have literally cut hundreds). However, not all caterers will allow someone other than their staff to cut your cake, pie or other dessert. One local business charges a hefty fee if their employees don't cut the cake and icing gets on the carpet. Be sure to ask about your caterer's policy. If you feel it is unreasonable, try to negotiate it or look for someone easier to work with.
Outside caterer fee: Facilities not offering on-site catering often have a preferred vendors list of caterers with whom they have an agreement. They send potential customers to the caterer (free marketing) in return for a percentage of what you pay the caterer. The caterers are also responsible for clean-up and sometimes set-up. If you choose to hire a caterer not on the preferred list, you may be asked to pay a fee to cover the cost of having someone come in to clean up and remove trash after your event.
Postage: Though square invitations may be trendy, as are those with bows, grommets, and other decoration, all add to the cost, as do invitations with pockets. Be sure to take a completed invitation to the post office to determine the correct postage. Nothing looks worse than having the invitations returned with a huge "insufficient postage" stamp on them.
Delivery fees: The florist, baker, rental center and other merchants may charge a delivery fee. The greater the distance they must travel to deliver, the higher the fee. Some florists and bakers will deliver for free within a certain distance, so be sure to ask.
Damage insurance: This is a common add-on at rental centers. It covers the cost of broken tables and chairs, candle wax and other permanent stains on linens, broken dishware and more. It may be a percentage of your total bill.
Overtime fees: If your event goes over the contracted time, your photographer, DJ and videographer usually charge an overtime fee. This fee may actually be less per hour than the initial cost, so be sure to check. They are on-site and working, so they may not mind staying longer for a nominal fee.
If you exceed your contracted time at your venue, you will also have to pay an overtime charge, assuming another group isn't booked into the room after you. You may not be able to extend some events, particularly late night ones, if employees will incur overtime waiting around to clean up when you leave.
Alterations: The beautiful wedding dress you found on-line may look like a great deal until you discover it will require extensive alterations. Likewise, the gown you found at a bridal salon may need alterations. Before agreeing to have the store do the alterations, check with an independent seamstress. Some bridal salons charge alternation fees almost equal to the purchase price of the dress.. An independent seamstress may be less expensive.
Don't let hidden costs stop you from planning your party or the wedding of your dreams but do add 20% to 25% to your budget to cover unexpected hidden costs. You will be glad you did.
Catering: Though the per-person cost may seem reasonable, you will also pay a service fee (this offsets labor costs), gratuity, and sales tax if your state collects it. In Idaho, plan to add 24% to the per-person cost (this assumes 6% sales tax and 18% service fee/gratuity). Be certain to check your invoice to find out if a gratuity was included (usually) or if you need to add it in addition to the service charge and sales tax.
Cake cutting fee: Many caterers charge a cake cutting fee for the use of their plates and their servers' time to cut and serve your cake if the caterer did not provide it. This can sometimes be alleviated by providing your own cake plates and forks and asking your event planner to cut the cake (I have literally cut hundreds). However, not all caterers will allow someone other than their staff to cut your cake, pie or other dessert. One local business charges a hefty fee if their employees don't cut the cake and icing gets on the carpet. Be sure to ask about your caterer's policy. If you feel it is unreasonable, try to negotiate it or look for someone easier to work with.
Outside caterer fee: Facilities not offering on-site catering often have a preferred vendors list of caterers with whom they have an agreement. They send potential customers to the caterer (free marketing) in return for a percentage of what you pay the caterer. The caterers are also responsible for clean-up and sometimes set-up. If you choose to hire a caterer not on the preferred list, you may be asked to pay a fee to cover the cost of having someone come in to clean up and remove trash after your event.
Postage: Though square invitations may be trendy, as are those with bows, grommets, and other decoration, all add to the cost, as do invitations with pockets. Be sure to take a completed invitation to the post office to determine the correct postage. Nothing looks worse than having the invitations returned with a huge "insufficient postage" stamp on them.
Delivery fees: The florist, baker, rental center and other merchants may charge a delivery fee. The greater the distance they must travel to deliver, the higher the fee. Some florists and bakers will deliver for free within a certain distance, so be sure to ask.
Damage insurance: This is a common add-on at rental centers. It covers the cost of broken tables and chairs, candle wax and other permanent stains on linens, broken dishware and more. It may be a percentage of your total bill.
Overtime fees: If your event goes over the contracted time, your photographer, DJ and videographer usually charge an overtime fee. This fee may actually be less per hour than the initial cost, so be sure to check. They are on-site and working, so they may not mind staying longer for a nominal fee.
If you exceed your contracted time at your venue, you will also have to pay an overtime charge, assuming another group isn't booked into the room after you. You may not be able to extend some events, particularly late night ones, if employees will incur overtime waiting around to clean up when you leave.
Alterations: The beautiful wedding dress you found on-line may look like a great deal until you discover it will require extensive alterations. Likewise, the gown you found at a bridal salon may need alterations. Before agreeing to have the store do the alterations, check with an independent seamstress. Some bridal salons charge alternation fees almost equal to the purchase price of the dress.. An independent seamstress may be less expensive.
Don't let hidden costs stop you from planning your party or the wedding of your dreams but do add 20% to 25% to your budget to cover unexpected hidden costs. You will be glad you did.
Comments
Post a Comment