When looking for your perfect Bay Area wedding venue, we understand how essential it is for wedding planners and Bay Area couples to carefully map out their entire wedding budget—especially when it comes to those unexpected expenses that can quickly add up.
Here are 6 often-overlooked wedding planning costs that can sneak up on you, particularly when booking a top Bay Area wedding venue or Bay Area wedding vendors.
Gratuities & Tips
Bay Area wedding vendors like your wedding planner, photographer, videographer, DJ, bartenders, and catering staff work hard to ensure your big day goes off without a hitch. While these tips are typically not included in the quoted prices, they are often appreciated and can range from 10-20% of the total service cost. This can significantly impact your budget, so be sure to factor them in when planning, if you choose to tip your vendors.
Wedding Insurance
Wedding insurance will be required when booking the majority of best wedding venues in the Bay Area and can offer peace of mind by covering potential problems like venue cancellations, vendor issues, or other unforeseen emergencies. It typically costs only a small percentage of your total budget, but the protection it offers could save you in the long run. This cost is not included in your venue cost, it will be an additional expense to keep in mind as you look for your perfect wedding location.
Vendor Meals
If your Bay Area wedding vendors are staying for the event, you’ll need to budget for their meals—especially if you’re offering a plated dinner to your guests. DJ, photographers, and other service providers often require meals during long events, so be sure to include these in your catering plan, and chat with your vendors to see if a meal will be required.
Transportation
Transportation costs are another often-overlooked expense. While most people think of the limo or car rental for the couple, consider transportation for the entire wedding party—especially if your venue is located far from where everyone is getting ready. If you’re hosting a destination wedding or choose a unique wedding venue, don’t forget to budget for buses or shuttles to transport guests to and from the venue.
Marriage License
While a marriage license fee may seem minimal, it’s one of those costs that can be easily overlooked. Depending on the county, it may vary, so don’t wait until the last minute to secure it—especially if you're planning on a destination wedding or ceremony in a different state.
Unexpected Guest Changes
Last-minute additions or cancellations to your guest list are common. While you might have initially planned for a certain number of guests, you’ll need to account for potential changes to catering orders, seating arrangements, and even rental items (like additional tables or chairs). These adjustments could lead to unforeseen extra charges at your Bay Area event venue.
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