Surprise! The Hidden Wedding and Event Costs Nobody Warned You About (and How to Handle Them)

Planning a wedding? A milestone birthday? Maybe a debut, or even a big corporate celebration? No matter what you’re celebrating, one thing always happens: there are expenses you didn’t see coming.

These aren’t the “oops, we splurged on extra flowers” kind of surprises. These are the sneaky, easily overlooked or "hidden costs" that pop up when you’re knee-deep in planning—or worse, on the actual day.

To save you from those “wait, we need to pay for what?!” moments, here’s a breakdown of common unexpected expenses and how to plan for them like a pro:

1. Corkage Fees: The Venue’s Fine Print

Corkage is one of those words you might hear but not pay attention to until it’s too late. Why? Because it’s never straightforward.

Venues charge corkage differently depending on what you bring in. Sometimes, they’ll let you bundle fees, waive them entirely (if you meet certain conditions), or charge per item. Things that often rack up fees include:

• LED walls and heavy electrical use (think extra power fees)

• Cakes (if your venue has a partner bakeshop)

• Mobile bars or grazing spreads

• Extra food and beverages from outside suppliers

And these days, some venues work with accredited supplier lists—suppliers they’ve vetted based on their guidelines, prior experience, and specific criteria to ensure smooth operations. If you choose to bring in a supplier outside that list, there may be an additional fee to cover coordination and logistical requirements. While it’s not technically 'corkage,' it’s something to keep in mind when budgeting.

Pro Tip: Always ask about these fees upfront and work with your coordinator to negotiate or find smart ways to bundle or waive costs.

2. Ceremony and Venue Fees: More Than Just a Booking

For weddings (and even some formal celebrations), the ceremony comes with its own price tag—and it’s rarely just a flat rental fee.

Churches, gardens, and even civil ceremonies can have a range of costs, like:

• Parish or venue fees (discounted for parishioners, standard for non-parishioners)

• Marriage banns (for Catholic weddings)

• In-house choir or extra charges for bringing your own singers

• Ceremonial items: coins/arrhae, cord, veil, candles

• Printed materials: mass guides, misalettes

• Electricity or cleaning fees (some churches charge if your suppliers or guests plug in or leave a mess)

• Principal sponsor fees (for weddings and baptisms in Catholic settings)

• Pastor or officiant donation (it’s a “donation,” but still expected)

For garden or civil ceremonies, there’s usually no formal fee for the pastor or judge’s assistant or their spouse, but it’s a good idea to set aside something for their food or transportation if they’ll be staying for the celebration. Some judges also prefer not to accept a monetary thank-you gift, so couples often prepare a small token of appreciation instead—something simple but heartfelt to show gratitude.

Pro Tip: Every church, parish, and officiant has their own way of doing things, so don’t worry if this sounds like a lot. Your coordinator can always help you confirm the exact requirements so you know what to expect and can plan with confidence.

3. Supplier Meals: Yes, You Need to Feed Them

This one surprises a lot of couples and celebrants: suppliers need to eat, too. :)

Some might ask, “But in regular jobs, people buy their own meals—why should we provide them?” The truth is, supplier packages cover services only, not food. This is usually indicated in their contracts or service agreements so it's always a good idea to check. Most teams work on-site for 8 to 12+ hours. Providing meals isn’t just a courtesy; it’s an industry standard and part of ensuring your suppliers can do their best work.

Here’s why it adds up:

• Breakfast (20-30+ pax) - preparation time: coordinators, makeup artists, photo/video team, church and venue stylists

• Lunch (30-40+ pax): same teams as breakfast, plus sounds and lights crew, sometimes even entourage and family (if the wedding or event is in the afternoon)

• Dinner (40-50+ pax): coordinators, stylists, tech teams, photo/video, band, emcee, mobile bar crew, grazing station team, photo booth staff, and others

**sample typical breakdown – may vary

At ₱150-200 and up per packed meal (plus delivery fees), this can easily become a sizeable budget line. Some couples choose to let suppliers eat at the buffet (always appreciated), but this isn’t always practical as some suppliers may be working or not dressed for the occasion. Packed meals that are filling and decent are the best go-to, especially if you’re watching costs.

Pro Tip: Add this to your budget early. It’s no longer an optional expense—it’s part of making your day run smoothly.

4. Last-Minute Add-Ons: The “Oops, We Forgot” Fund

Even with perfect planning, surprises happen. Examples we’ve seen:

• Buying socks or belt for a sibling (or sometimes the groom!) who forgot to bring

• Feeding unexpected guests or relatives who pop in during preparations

• On-the-day renting of umbrellas or tents when the weather changes

These may sound minor, but they can pile up quickly if you’re not prepared.

The Contingency Fund: Your Safety Net

To avoid scrambling for cash—or leaving your coordinator in a tough spot—it helps to set aside a contingency fund. This isn’t a huge sum you need to carry around; most coordinators can handle the small, unexpected expenses during the day, keep a clear record of what’s used, and return any remaining balance afterward.

Final Word

Dear couples (and celebrants), this isn’t meant to discourage you. If this list feels like a lot, don’t worry—it’s not here to stress you out. It’s here to help you prepare so nothing catches you off guard.

Every event has its surprises, but when you budget for these little extras ahead of time, they stop being stressful “hidden costs” and just become part of the plan. With the right preparation (and the right team by your side), you can focus on the most important part of your celebration: actually enjoying it.

And to my fellow coordinators—did I miss anything? Please share your tips in the comments so more couples and clients can plan their events with confidence and peace of mind. ^^