Draw up a reliable budget: How to review a quote for your venue without any unexpected costs

Watch out for the hidden costs – VAT and hourly rates. There are a few specific points in quotes that often cause confusion and are worth double-checking before signing the contract.

• VAT: By law, companies catering to private individuals must quote prices inclusive of VAT; however, in the context of weddings, quotations are sometimes provided exclusive of VAT because the venues are also hired out to businesses. As VAT on venue hire and staff is 25 per cent, whilst VAT on food and catering is 12 per cent, a quote excluding VAT can lead to an unexpected surprise when the final invoice arrives. Always ask directly whether the final total includes VAT.
• Staff working hours: Are the waiting staff included in the per-guest price, and if so, for how long? Many function venues include staff until the end of the dinner or until a specific time (for example, 01:00). If the party continues beyond this, there may be an hourly charge per member of staff who remains at the bar or on the dance floor.

Cleaning and rubbish: Cleaning a large function room the day after is the last thing you want to do as a newlywed. Check whether final cleaning is included in the hire price or whether it is charged as a fixed fee, as this will affect your wedding reception budget. Don’t forget to ask who is responsible for removing empty bottles and rubbish, especially if you’ve bought your own drinks or are using an independent catering company.

Quotation checklist: What to check before booking

When quotes from various function venues start coming in, it’s important to check what’s actually included in the base price and which items are likely to incur an extra cost. Use this checklist to go through the items in the quote:

• Furniture (tables and chairs): Is this included in the venue hire fee, or is there an additional charge for furniture and handling?
• Crockery, glassware and cutlery: Are these provided on site in the correct quantities, or do they need to be hired separately through the venue or your caterer?
• Textiles (linen tablecloths and napkins): Are laundry and table setting included in the per-person price, or is this a hidden cost that will be added?
• Serving and bar staff: How many hours are included in the base price, and what is the hourly rate if the party runs over time?
• Final cleaning of all areas: Will you be spared the task of cleaning up the following day, and who will take care of disposing of rubbish and empty bottles?
• Technical support (sound, lighting, projector): Is a fully functional sound system installed and ready for use, or is external equipment required for the dance floor?

Keeping a close eye on these details isn’t about skimping, but about giving yourselves control over your planning and keeping your wedding reception budget intact. Once you know exactly what everything costs, it becomes much more enjoyable to make the final decisions about food, logistics and the party arrangements.