Catering is one of the largest expenses in a wedding budget, but many couples underestimate the hidden costs that can come with it. While most expect to pay for food and service, additional fees—such as venue requirements, rentals, gratuities, and last-minute add-ons—can quickly push a catering bill over budget.
If you’re planning a wedding in Brevard County, Greater Orlando, or Indian River County, understanding these hidden catering fees can help you budget wisely and avoid surprises. This guide will break down the unexpected costs and provide practical tips on how to keep your catering budget under control.
Hidden Costs to Watch for in Wedding Catering
1. Service Fees & Gratuities
Many wedding caterers charge a service fee—often 15% to 25% of the total bill—to cover staffing, administrative costs, and logistics. While this is separate from gratuity, some couples mistakenly assume it covers tips for the waitstaff, bartenders, and chefs.
Some caterers automatically add gratuity charges, while others leave it to the couple’s discretion, meaning an extra expense on the final bill.
How to Budget Smart:
- Ask upfront whether service fees and gratuity are included in your contract.
- Clarify tipping expectations—some caterers include gratuity, while others require separate cash tips.
- Budget an extra 10-20% for tipping waitstaff and bartenders if not included.
2. Venue-Related Catering Fees
Some wedding venues in Brevard County, Greater Orlando, and Indian River County have restrictions on outside caterers, which can lead to additional fees, including:
- Preferred Vendor Fees: Some venues charge extra if you choose a caterer outside their preferred list.
- Kitchen Usage Fees: If your caterer needs to use the venue’s kitchen, there may be a rental fee of $200–$1,000, depending on the facility.
- Cleanup & Waste Disposal Fees: If the caterer is responsible for cleaning up after the event, expect extra costs.
How to Budget Smart:
- Choose a caterer approved by your venue to avoid unnecessary fees.
- Confirm if kitchen rental and cleanup services are included in your venue contract.
3. Bar Service & Alcohol Fees
Many couples assume they can buy alcohol and have it served at the wedding without issue—but hidden bar service fees can quickly increase costs.
- Corkage Fees: If you provide your own alcohol, some venues charge a per-bottle fee ($10–$30 per bottle) for wine and spirits.
- Bartender Fees: Even if alcohol is included in your package, the cost of bartenders is often separate, ranging from $25–$50 per hour per bartender.
- Liquor License Fees: Some venues and caterers require an additional permit fee ($100–$500) if alcohol is served.
How to Budget Smart:
- Consider a beer-and-wine-only bar or a limited cocktail menu to save money.
- Ask if bartending services and glassware are included in your catering or venue package.
- If your venue allows, bring your own alcohol and hire an independent bartender to avoid high markups.
4. Rentals & Tableware Costs
Even if you’ve secured catering, you may still need to rent essential items such as tables, chairs, linens, plates, utensils, and serving dishes. Many couples forget to factor these rentals into their catering budget.
Common Rental Costs:
- Plates & Silverware: $5–$15 per guest
- Glassware: $2–$5 per guest
- Tables & Chairs: $10–$20 per guest
- Linens & Napkins: $5–$10 per table
Some wedding caterers in Greater Orlando, Brevard County, and Indian River County offer full-service packages that include rentals, while others require you to coordinate with a third-party vendor.
How to Budget Smart:
- Check if your caterer includes rentals or if they work with a rental company that offers package deals.
- Opt for buffet or food station service to reduce the need for extensive tableware.
5. Cake Cutting & Dessert Fees
Many couples assume they can bring in their own wedding cake at no extra cost. However, some venues and caterers charge a cake cutting fee, which covers the cost of slicing, plating, and serving the cake.
Typical Cake Cutting Fees:
- $2–$5 per guest for cake slicing and service
- Additional charges for dessert tables, donut walls, or late-night treats
How to Budget Smart:
- Choose a caterer that includes cake cutting in their package to avoid added costs.
- Consider a cupcake tower or dessert bar to eliminate cake cutting fees.
6. Overtime Fees for Catering Staff
If your wedding runs later than expected, catering staff may charge overtime fees. Some caterers only serve food for a set number of hours, meaning extra time comes at an additional cost.
Common Overtime Costs:
- Waitstaff Overtime: $50–$100 per hour per staff member
- Bartender Overtime: $30–$50 per hour
- Additional Chef Fees: If the kitchen remains open past the contracted time, extra charges may apply.
How to Budget Smart:
- Discuss event timing with your caterer and plan a schedule to avoid overtime fees.
- Ensure meal service is efficient to keep things moving on time.
7. Food Tasting Fees
Many couples expect tastings to be free, but some wedding caterers in Indian River County, Brevard County, and Greater Orlando charge a tasting fee of $25–$75 per person, especially for customized menus.
How to Budget Smart:
- Ask if tasting fees are credited toward your final bill if you book the caterer.
- Keep tastings small—bring only key decision-makers to avoid extra charges.
How to Budget Smart for Wedding Catering
- Know your per-guest budget: Wedding catering typically costs $40–$150 per guest.
- Choose a cost-effective service style:
- Buffet: Lower labor costs, more affordable than plated dinners.
- Plated Meal: More elegant but requires extra staffing.
- Food Stations: Fun and interactive but may require additional setup fees.
- Be strategic with menu choices:
- Use seasonal ingredients to lower costs.
- Limit entrée options to one meat and one vegetarian choice.
- Avoid high-cost items like lobster or steak unless necessary.
- Limit alcohol costs:
- Opt for a limited bar instead of full open bar.
- Consider beer, wine, and signature cocktails instead of premium liquor.
- Get everything in writing:
- Ensure all fees are listed in your catering contract before signing.
Final Thoughts: Plan Smart & Avoid Surprises
Wedding catering is one of the biggest wedding expenses, but understanding the hidden costs can help you budget wisely and prevent unexpected charges. Whether you’re booking a wedding caterer in Brevard County, Greater Orlando, or Indian River County, planning ahead and asking the right questions will ensure you get the most value for your money.
Need a Transparent, High-Quality Wedding Caterer?
Two Chicks and a Pot provides affordable, full-service wedding catering in Brevard County, Greater Orlando, and Indian River County. Their team ensures no hidden fees, offering customized menus, rentals, and top-tier service for your big day.
Secure your wedding date today—visit www.twochicksandapot.com for a quote and menu options!