9 Hidden Costs in NYC Event Budgets

Choosing New York City as the setting for your next event can make the entire experience feel extra special, but it’s easy to underestimate what appears on the final bill—even for experienced planners. Venues, catering, and décor are just the beginning, but there’s more to consider!

If you want your gala, wedding, or company launch to run smoothly (and stay within budget), it’s crucial to look out for these hidden costs that can catch you off-guard.

Before You Begin: Use The Right Estimate Tools

One of the best ways to keep control of your event finances is to build a full, line-by-line estimate that captures every possible charge. Request detailed quotes from all vendors and don’t rely on lump sums for “extras.” Question all that is included, and ask your venue provider for other costs that you may need to account for, such as waste removal. If you are unsure where to start and keep all these costs in check, it’s helpful to use a reliable resource like a business estimate templates by Invoice Simple, which allows you to organize and preview all expenses as you plan.

1. Union Labor

Many NYC venues are union-mandated. This means only union crews can set up lighting, AV equipment, or move heavy décor. In these cases, rates are set in contracts and aren’t negotiable. While these may seem like minor expenses at first, overtime, lunch breaks, and minimum-hour rules can add hundreds or even thousands to your bill, especially if the schedule runs over.

2. Certificate of Insurance

Most venues require a Certificate of Insurance (COI) from you or your vendors. If your caterer, florist, or band can’t supply it, you’ll need to purchase a policy yourself. Not having this lined up can cause last-minute stress and extra costs.

3. Load-In Overtime

Venues usually offer fixed load-in and load-out windows. If your suppliers, such as your catering service provider, arrive late or clean-up drags on, you’ll be charged overtime for every extra hour. These hourly fees may include every staff member on-site—not just a lump fee—which can become a big surprise.

4. Corkage Fees

Bringing your own wine may sound budget-friendly until corkage is factored in. Most venues charge per bottle even if you supply your own stock. For instance, in Manhattan, corkage averages $15 to $20 a bottle! While this may not sound much, if you consider how many bottles you’ll need for larger events, this fee alone can rival in-house beverage packages.

5. Service Fees

Service charges, often ranging from 20% to 25%, are a common—and overlooked!— cost in NYC’s event scene. Unlike a traditional gratuity, service fees cover staff labor and sometimes venue operations, but don’t always go to workers directly. Review whether a tip is expected on top of this fee to avoid double-dipping.

6. Tax Surcharges

Sales tax in New York can apply to almost every line item, including rental deliveries, coordination, and even some administrative services. Check if your quote reflects all taxes, not just the base price.

7. Vendor Meals

Vendors such as your planner, photographer, and entertainers require hot meals, and venues may require you to provide the same menu as your guests. This quickly inflates your per-person count, especially with larger crews.

8. Delivery Minimums

Some rental and floral companies require that you order a set minimum for delivery. If your order doesn’t reach that threshold, extra charges apply—or you may lose service altogether. Review contracts for these minimums well before event day.

9. Waste Removal

It’s common for city venues to charge for hauling away trash and recyclables after your event. This is often a separate line item, especially if you use outside vendors or bring in extra décor.

Getting Started With Organizing Your Next Event

Accounting for these often-overlooked expenses can make or break your NYC event budget. Don’t settle for vague quotes—insist on transparent, detailed estimates so you know what you’re actually signing up for. By planning ahead and tracking each cost, you’ll stay in control, avoid surprises, and deliver an event that impresses—not just your guests, but your accountant too.