Finding the perfect venue is about much more than comparing hire fees. While a proposal might initially look within budget, there are often additional costs that only become apparent once planning gets underway.

That doesn't mean venues are trying to catch anyone out. Every venue operates differently and many additional charges are completely reasonable. The key is simply knowing what to ask before signing the contract.

Here are five of the most common hidden costs to look out for.

1. Audio Visual Equipment

Many venues include a projector and screen, but that's often where the complimentary equipment ends.

Additional items such as microphones, confidence monitors, staging, lighting, laptops, comfort monitors or dedicated AV technicians may all be charged separately.

Top Tip: Ask for a full AV price list before confirming the venue so there are no surprises later.

2. Furniture and Room Set-Up

Need registration desks, exhibition furniture, poseur tables, lounge seating or additional staging?

Some venues include these as part of the hire, while others charge individually or require furniture to be hired from an external supplier.

Even room turnarounds between sessions or evening dinners can sometimes attract additional labour costs.

Top Tip: Confirm exactly what furniture is included and whether multiple room layouts are covered within your package.

3. Staffing Charges

Depending on your event, you may need additional staff beyond the venue's standard team.

Examples include:

• Registration staff

• Cloakroom attendants

• Security personnel

• Event managers

• Hosts and hostesses

• Fire marshals

These costs can quickly add up, particularly for larger conferences or evening events.

Top Tip: Ask whether staffing requirements are mandatory or simply recommended.

4. Catering Extras

Your Day Delegate Rate or event package may cover the basics, but additional catering requests can increase costs.

Common extras include:

• Arrival breakfast

• Afternoon snacks

• Premium coffee

• Dietary requirements outside the standard menu

• Alcohol licences

• Corkage fees

• Late-night food

  
  

Top Tip: Request a breakdown of optional catering upgrades before making comparisons between venues.

5. Overtime Charges

Events rarely finish exactly on schedule.

If speakers overrun, networking continues longer than expected or suppliers need additional access time, overtime charges can become one of the biggest unexpected expenses.

Some venues charge by the hour, while others charge for every member of staff required to remain on site.

Top Tip: Ask exactly when overtime begins and what the hourly charges are for both the venue and any suppliers.

Final Thoughts

A venue proposal isn't just about the headline hire fee. Understanding exactly what's included—and what isn't—allows you to compare venues fairly and build an accurate event budget from the outset.

At Match My Venue, we help clients look beyond the initial price, ensuring proposals are transparent and suitable for the event before a booking is made. The result is fewer surprises, better value and a smoother planning process.