Guides · Budget
How to read a venue quote, line by line
Rental, service charges, security, bar minimums, and the cushion you'll want. What each line on a venue quote means, and which ones to push on.
The first number a venue gives you is almost never the number you’ll pay. That isn’t a trick. It’s just that a wedding has a lot of moving parts, and venues price them separately. Here’s how to read what comes back.
The rental
This is the price to use the space for a set number of hours. Check three things: how many hours, whether setup and cleanup are inside those hours, and what an extra hour costs. A rental that includes the morning for setup is worth more than one that starts the clock at 4:00 p.m.
Food and beverage
If the venue caters, you’ll usually see a price per guest for food, sometimes in tiers (buffet, family style, plated). Multiply it by the guest count you realistically expect.
Look for a food and beverage minimum: an amount you’ll spend no matter how many people come. If your guest count drops, the minimum stays.
Service charge
Many venues add a percentage on top of food and drink. It covers staff and is often not the same as a tip, so ask whether gratuity is included or expected on top.
Security, cleaning, and insurance
These are common required fees. Security is often required when alcohol is served. Some venues also ask you to buy a one-day event insurance policy, which is usually inexpensive but needs to be arranged ahead of time.
Bar
There are a few common ways a bar gets priced:
- Hosted bar: you pay for what’s poured, sometimes with a minimum.
- Package: a set price per guest for a set number of hours.
- Bring your own: you buy the alcohol, and the venue or a licensed bartender serves it, often for a fee.
Rentals and extras
Tables and chairs may be included while linens, chargers, a dance floor, or lighting are not. Ask for a list of everything included and everything available for extra, and price your decor plan against both.
The cushion
Leave about 5% of your total budget unassigned. Something will come up, and it’s much nicer when it’s already covered.
What you can ask for
You can ask for almost anything. Venues are often flexible on dates, hours, and extras, especially for off-peak days. A Friday or Sunday, or a summer evening, can turn the same quote into a noticeably better one.
