The hidden wedding costs couples almost always forget

The venue, caterer and photographer go into the budget from the start. Six suppliers' meals, delivery of the chairs and a shuttle home at 2 am often appear later. None of these amounts seems decisive on its own. Together, they can mean rethinking the decorations or drinks just weeks before the wedding.

You don't need to predict every expense on day one. I do suggest adding these items before considering your budget complete.

Venue-related costs

• the security deposit and the conditions for its return;
• cleaning, security or an on-site venue manager;
• extra hours for setting up or continuing the celebrations;
• heating, air conditioning, a generator or outdoor lighting;
• hiring a covered space or setting up the backup plan;
• compulsory accommodation or a minimum number of nights.

Ask for the full, final cost for the way you will actually use the venue, rather than relying on the advertised starting price.

Food and drink

The price per guest doesn't always include staff, crockery, tablecloths, bread, water, coffee or the final part of the service. Also check:

• meals for suppliers working during dinner;
• children's meals and special dietary requirements;
• corkage and handling of the bottles;
• ice, soft drinks and replenishing the bar;
• travel, delivery and collection charges;
• brunch or breakfast the following day.

Furniture and decorations

A picture saved on Pinterest shows the finished result, rather than the transport or setup. Add vessels, stands, candles, table linen, stationery, signs and small fixing materials to the quote.

Most importantly, ask who sets everything up and who collects it. A good price for 100 hired chairs becomes less attractive if they have to be returned on Sunday morning and nobody has a suitable vehicle.

Travel and transport

Two venues some distance apart add time and potentially several costs: a shuttle, driver, parking, tolls, overnight accommodation for some suppliers or longer working hours.

At a remote estate, check which taxis will be available when the evening ends. A shuttle booked in advance is often simpler than trying to find a solution after dinner.

Hours that run over

Photographers, videographers, DJs, babysitters, coordinators and waiting staff work for an agreed period. Note the hourly overtime rate and when each service ends.

If you want photographs of both the preparations and the first dance, check that your booking really covers both. Don't assume you can add as much extra time as you like on the night.

Outfits, hair and make-up

The price of an outfit may be followed by alterations, shoes, accessories, underwear, dry cleaning, fittings, hair and make-up trials, and travel costs. For children, also allow for changes in size if you're buying well in advance.

Stationery and postage

Invitations, envelopes, stamps, menus, place cards, seating plans, orders of service and thank-you cards all belong in the same budget. A simple, consistent design often costs less than several separate orders placed in a hurry.

The end of the weekend

Who will take away the flowers, gifts, leftover drinks and personal belongings? Where will hired furniture be stored until collection? Who will clean the accommodation or return the keys?

Planning these jobs doesn't always cost money. Forgetting them can: late returns, breakages, an extra journey or extended hire.

A method for staying ahead of them

For every quote, I suggest adding four extra lines: “not included”, “optional extras”, “finish time” and “person responsible on the wedding day”. You'll quickly see which areas are still unclear.

Then keep a contingency until the final details are confirmed. It doesn't replace careful tracking, but it stops a small oversight from disrupting all your priorities.