5 Hidden Costs of Booking a Hotel for Your Event (And How to Avoid Them)
Planning a corporate event, offsite, or retreat? You’ve found the perfect hotel, negotiated a rate, and feel confident about your budget. But then—boom—surprise charges show up in your final invoice.
Let’s break down the 5 most common hidden costs of booking a hotel for your event (and how to sidestep them):
1. Service Charges and Administrative Fees
Most hotels add a service charge of 18–25% to food, beverages, and sometimes even meeting space rentals. This isn't a gratuity—it's an operational fee.
How to avoid it: Ask for a full breakdown of all taxes and service charges upfront.
2. AV and Technology Rentals
Need a mic, screen, or projector? Those aren’t always included. Some venues require you to use their AV company, and the markup can be steep.
How to avoid it: Request an AV price sheet in advance and ask if outside vendors are allowed.
3. Food & Beverage Minimums
Hotels often require a minimum spend on catering. If your group doesn’t meet it, you’ll still be charged the full amount.
How to avoid it: Be realistic with your headcount and negotiate minimums that align with your needs.
4. Wi-Fi and Bandwidth Fees
You might expect Wi-Fi to be included, but high-speed access for your team or event attendees could carry a hefty fee.
How to avoid it: Clarify whether Wi-Fi is complimentary for both guest rooms and meeting spaces. If not, negotiate it into your contract.
5. Parking and Transportation Fees
Self-parking and valet charges can add up, especially for multi-day events or large groups.
How to avoid it: Ask about parking fees per car, shuttle services, and whether there are discounted rates for event guests.
💡 Pro Tip: Work With a Planner
A professional event planner (👋 hi, that’s us) can review hotel contracts, catch the fine print, and help you build a realistic, all-inclusive budget.
At Typecast Meetings + Events, we specialize in making sure your event is stress-free and surprise-free. Contact us to get started with smarter hotel sourcing.
