Negotiating with Hotel Venues

Just know the service tax and state tax. For example if it's a place where you pay $100 for a guest, there will usually be a 20% service and 7% state tax, so it's actually $127 per person.

Our place said if we want to do open bar, but are afraid of the ending bar bill they could give us a limit $3,000 or whatever we want and once we are approaching that limit they would ask my Dad do we up it or turn it into a cash bar. The wedding coordinator actually recommended we do cash bar. Said people don't realize how quickly it gets very expensive. We decided to do wine service with dinner to have a set cost and then have a cash bar.

Look for service fees, bartender fees, minimum purchase required.

Bar prices will most likely be non negotiable but try to speak to the chef for a menu that fits your budget.

I would go into it knowing your budget and with an idea of the venues prices. You don't want to walk into a venue that starts at $200/head when your budget is only $50.

When we settled on three venues we told all of them what our absolute top line amount was that we wanted to spend. Of course the amount we told them was really 20% less than our real max amount we had budgeted for. And then we asked them if they could work within that amount and what we could get for it.

I would watch out for service charges (usually around 20%) and small fees like cake cutting fees, linen fees, etc. I think cake cutting fees can be a little ridiculous. One place charged $4/slice.

Don't faint when you see the price of an urn full of coffee.

I suggest you ask them about packages, if they include items you will need anyway (for example my hotel package includes centerpieces, DJ and cake) that takes away cost (and some research as they probably already have vendors). You can also see what they include that you don't need/want (again, an example for me here is a limo as we are having ceremony and reception at the hotel). Ask about customizing the menu (maybe remove the salad course or offer just cheese and fruit for cocktail hour instead of multiple appetizers). Read over the contract carefully (my venue includes all taxes, service fee and gratuity so that's less to worry about). Also, you can ask them to include your hotel room (hotels have much more flexibility with comp rooms than with lower costs on food and beverage) or foregoing a rental fee for the ballroom. Most venues expect you to try to negotiate and usually know where they can negotiate and where they don't have any wiggle room.

YOU CAN ALWAYS NEGOTIATE! Don't let the venue's tell you otherwise...Having your wedding on a Friday - negotiate for lower per person on the food, chairs, linens, etc. Same thing if you are having a large guest count. Tell them what you're willing to pay and let them finagle the numbers to reach your budget.

Bottom line - they want your money. Make sure you get exactly what you want. If they offer packages, don't be afraid to cross things off that you don't need/want, or even change them (ex: tea vs. lemonade, blue linens for black, etc.). And then ask them to modify the price based on that.

I'm an event coordinator and work with venues/vendors all the time. Message me if you need more assistance. Happy to help!

We do need help. How do I go about it