What’s The Real Cost of A Cheap Wedding?

Is the Cheapest Wedding Venue Actually the Cheapest? What Couples Should Compare Before Booking

By Audrey E. Kondelis, Owner of Pole Barn Chic Events

When couples compare wedding venues, there is one question I wish they would ask before looking at the price at the bottom of the page:

What comes with that cost?

A wedding venue that costs $2,000 less is not necessarily going to give you a wedding that costs $2,000 less. Sometimes it will. Sometimes it will ultimately cost considerably more. After years of working in the wedding industry and owning Pole Barn Chic Events in Springfield, Illinois, I've learned that comparing wedding venue prices isn't nearly as simple as putting two rental fees beside each other.

You have to compare the finished wedding. What will you need to rent? What will you need to buy? Who sets everything up? Who cleans everything afterward? Are tables and chairs included? What about décor? How many hours do you actually have? Where does everyone get ready? Is there adequate parking? Is there a rain plan? Who solves problems? And perhaps most importantly:

Who is working on your wedding day—and who gets to simply enjoy it? Those things have value, too.

Don't Compare Two Prices. Compare Two Weddings.

Imagine one wedding venue costs $2,000 less than another. Easy decision, right? Not necessarily. Start adding what isn't included. Tables. Chairs. Décor. Flowers. Linens. Setup. Cleanup. Staff. Additional rental hours. Ceremony space. Getting-ready space. Parking. Security. Insurance. Bar expenses.

Suddenly, that $2,000 difference may look very different. At Pole Barn Chic, our tables, chairs, florals and other available décor represent close to $10,000 worth of items couples can potentially avoid sourcing elsewhere, depending on what they choose to use.

Our farm-style tables alone can rent elsewhere for around $65 each. Flowers are another area where couples can spend considerably more than they anticipate. We maintain an extensive décor inventory so couples don't necessarily need to purchase everything they see on Pinterest just to create a finished room.

Even little things add up. Card boxes. Candles. Decorative pieces. Containers. Table décor. You can buy each one individually and never think much about it. Then you add the receipts.

Ask What You'll Have to Bring In to Make the Venue Look Like Your Dream

A venue may look inexpensive when it's empty. The better question is: What will it cost to make this space look the way I want it to look? If you're touring a venue and envisioning an entirely different room, figure out what creating that room will cost before signing the contract. Will you need different chairs? Specialty tables? Linens? Flowers? Lighting? A dance floor? Additional décor? Rental delivery? Setup labor? Pickup fees? What about the officiant – will they need a podium?

That's part of the venue cost, too—even if the venue isn't the company collecting the money. At PBC, we also don't permit outside rentals of items we already provide. That isn't something we hide until after booking. Our policies and information are available before couples tour, and we go through the details during contracting. I believe couples should understand what they're buying.

Surprises are wonderful when they're wrapped in a box. They aren't wonderful when they're on a wedding invoice.

Six Hours of Rental Doesn't Necessarily Mean a Six-Hour Wedding

This is one couples frequently overlook. Suppose a venue rental includes six hours. When does the clock start? If those six hours include setup and cleanup, you don't have a six-hour event. You may need at least an hour for setup and another 30 minutes for cleanup. Now you have four and a half hours. And who's decorating during that first hour? It probably shouldn't be your bridesmaids.

They're supposed to be doing hair and makeup, getting dressed and having photographs taken. Dad shouldn't be outside moving chairs in a tuxedo, either. During one stretch of summer weddings at PBC, we experienced ceremony-day heat indexes around 100°F, 104°F and 108°F. Dad does not need to be moving wedding furniture in formalwear in that weather. He needs to be Dad.

Your Family's Labor Isn't Free

This is one of the biggest misconceptions surrounding DIY weddings. If Mom spends wedding morning decorating tables, there may not be a line item on the wedding budget for her labor. That doesn't make it free. If Dad is moving chairs instead of taking photographs with his daughter, that has a cost.

If bridesmaids are ironing linens instead of getting their hair done, laughing together and enjoying the morning, that has a cost. If family members spend the end of the reception picking up trash and packing boxes while everyone else leaves, that has a cost. Maybe not financially.

But in peace of mind, time and memories? Absolutely. I've watched a family without coordination have guests helping with wedding setup on an extremely hot day. Everyone was sweating. People were tired. And frankly, it was sad to watch. Those were wedding guests. They were supposed to be enjoying the wedding.

Ask Exactly What “Cleanup” Means

“Cleanup included” can mean different things at different venues. Ask. At PBC, our DIY package places specific cleanup responsibilities on the renter. We don't charge a mysterious cleanup fee and then surprise you afterward—but if your package says you're responsible for something, we expect it to be completed by your contracted ending time. And cleanup isn't necessarily limited to the room where you ate dinner. There may be personal belongings in the getting-ready area. Items in the groom's space. Things outside. Parking areas. Sidewalks. Décor. Trash.

At PBC, if you're responsible for gathering trash, you don't have to haul it to the dumpster yourself. Gather it appropriately in the bags and receptacles, and we'll handle it from there. But this is exactly why couples should ask every venue:

What does cleanup actually mean?

Ask Who Solves the Problems

Something will happen at your wedding. I don't say that pessimistically. I say it because weddings involve people, food, alcohol, electricity, weather, clothing, vendors, vehicles and approximately 400 moving pieces.

Something eventually needs attention. A spill. A breaker. A missing item. An empty drink. A bathroom that needs restocking. A dessert table that needs attention. A guest who needs assistance. A vendor who has a question. At Pole Barn Chic, our staff jumps in. That's what we're there to do. One of the most valuable things a professional wedding venue provides isn't the absence of problems. It's having people who know what to do when one occurs.

We handle the big things so the couple can enjoy the small ones.

Staff Should Be Part of Your Price Comparison

Staffing is imperative. Not optional in my mind. At PBC, depending on the services selected, our team may be setting décor, cleaning, restocking desserts, assisting with ceremony lineup when a PBC officiant is involved, monitoring guest needs, helping with belongings, keeping bathrooms clean and stocked, refilling drinks and generally paying attention to what's happening throughout the property. And parents are a huge priority for us. I want parents smiling. I want them enjoying themselves. I want Mom to have time with her daughter. I want Dad to have time for photographs. I want them to have a drink in their hand if they want one and a smile on their face either way. The couple is obviously why we're all there. But the parents are awfully close to that number-one spot for me.

They've waited a long time for this day, too.

Coordination Isn't Just Paying Someone to Make a Timeline

At PBC, couples can choose different levels of service, including coordination. I think of that added service as paying for convenience and experience. If you've paid a photographer and professional hair and makeup artists, why would you want them waiting because somebody is in the barn ironing linens? Why would you rush photographs because setup took longer than expected?

Why spend the morning you imagined having mimosas and coffee with your best friends assembling wedding decorations? You only get the experience once. Enjoy it with your besties. That's part of what you're paying for.

Compare Bar Minimums

This can change a wedding budget by thousands of dollars. Adults often want to provide a bar for their guests. But not every adult drinks. A couple shouldn't necessarily be forced into an enormous alcohol expenditure simply because they're having a wedding. That's why I believe having options matters. It accommodates the couple. It accommodates their guests. And it accommodates the person paying the bill.

When comparing wedding venues, ask whether there is a bar minimum, what is included, whether bartending costs are separate and what the venue's tipping procedures are.

An option that's easy on Dad's wallet? That's priceless.

Ask About the Expenses That Don't Sound Exciting

Insurance isn't glamorous. Security isn't glamorous. Parking isn't glamorous. Neither is electricity. Ask anyway. Is event insurance mandatory? Who pays for security? Are taxes included in the quoted price or added afterward? Are bartenders included? What outlets can vendors actually use?

Don't assume every electrical outlet can handle the same equipment. One may be appropriate for a lamp while another circuit can support substantially more. Bands, DJs and specialty equipment can have significant electrical requirements.

Discuss it before plugging things in. And ask about microphones. At PBC, couples shouldn't simply assume our microphones are available for their vendors. Your DJ or entertainment professional should be prepared with the equipment required for the services you've hired them to provide.

Parking Isn't a Small Detail

I feel strongly about this. Wedding guests shouldn't have to spend $35 just to let their car sit somewhere for several hours. Free parking has value. Paved parking has value. Lighting has value. Close parking has value. Accessible parking has enormous value. At Pole Barn Chic, our parking is free, paved, well-lit and immediately convenient to the property. That matters when Grandma arrives.

It matters when someone is wearing heels. It matters when it's raining. It matters when people are leaving after dark. And accessibility is one of the things I'm proudest of about our venue. ADA accessibility isn't something I like reducing to a dollar amount. It's about making sure more of the people you love can actually participate comfortably in the day you invited them to share.

Air Conditioning Is Part of the Wedding Experience

Ask about heating and cooling. Seriously. When the heat index outside is 108°F and guests walk into a wedding venue that's approximately 68°F, nobody wants to go back outside. Heat exhausts people. Keep them in air conditioning. Provide shade. Keep them hydrated. Guest comfort affects how long people stay, how much they dance and how they remember the wedding.

A gorgeous venue that leaves your guests miserable isn't providing much value.

A Rain Plan Has Financial Value, Too

What happens if it rains? Not theoretically. Where does the ceremony actually go? Who moves the furniture? Does moving indoors cost more? If a venue doesn't have a workable backup space, you may suddenly need another solution—possibly a tent, umbrellas, rentals or an entirely different setup.

And if everyone gets soaked early in the afternoon, they're wet for the rest of the wedding. That's not particularly romantic. When touring a venue, ask to see the rain plan. Don't settle for, “We'll figure something out.”

Don't Forget the Getting-Ready Space

Ask whether you can use it. How many people fit comfortably? Can you have food and beverages inside? When can you enter? Is it private? Are there enough outlets? And then consider the convenience of having everything in one location. At PBC, having the wedding party, belongings, photography locations, ceremony and reception together—and directly beside free, paved, well-lit parking—has tremendous value. Convenience doesn't photograph particularly well for Pinterest. But on wedding day? You'll feel it.

Beautiful Bathrooms Matter More Than You Think

I know. Nobody dreams about wedding bathrooms when they get engaged. Then 150 people need to use them. Guest comfort matters. Ask how many restroom facilities there are. Are they permanent? Accessible? Clean? Who maintains them during the event? Are they stocked? At PBC, our bathrooms are part of the guest experience rather than an afterthought. Even the sinks were selected to make washing and drying hands simple and convenient in one location.

Does a sink make a wedding? Of course not. But a venue needs to check a lot of boxes. The little things become the experience.

What Would I Cut From a Wedding Budget?

If I needed to reduce a wedding budget, I would not start with the photographer. I would not start with the DJ. And I wouldn't automatically start with the venue simply because those are large numbers on the spreadsheet. I'd look at things guests aren't likely to remember. Wedding favors?  Cut them. Disposable cameras? Cut them.

If you're spending heavily on snack-style pre-reception foods—bags of chips, peanuts, popcorn and similar items—I would seriously reconsider how much you need. In my experience, guests frequently pick at those items rather than truly eating them. Spend intentionally. On the other hand, one inexpensive item I've seen make guests ridiculously happy? Foam sticks. Wedding guests are apparently very easy to entertain once the DJ gets going.

Where Would I Put an Extra $1,000?

The DJ. Easy answer. If I had to protect one investment besides the venue? The photographer. The photographer preserves what happened. The DJ has an enormous influence on what happens. And the venue creates the environment where it all happens. Spend money on the things that materially change the experience.

So What Does “Value” Actually Mean?

To me, value means two things: Happiness and receiving a lot for your investment. The lowest price doesn't automatically represent the best value. Neither does the highest. A venue shouldn't be selected because it costs more. It also shouldn't automatically be eliminated because it costs more. Compare what you're actually receiving.

Compare the staff. Compare the experience. Compare what your family will have to do. Compare what your guests will experience. Compare the things you'll need to bring in. Compare the restrictions. Compare the bathrooms, parking, HVAC, weather backup, getting-ready space and accessibility. And pay attention to the people. Because poor staff attitudes can make even a beautiful venue feel like a bad investment.

“But This Other Wedding Venue Is $2,000 Cheaper.”

If a father said that to me, I wouldn't tell him $2,000 doesn't matter. Of course it matters. It's his money. I would tell him to make sure he's comparing the same thing. And then I would remind him why he's spending the money in the first place. His daughter. Her happiness. His family's experience. His ability to spend the day beside her instead of working behind the scenes. If two venues end up costing nearly the same after rentals, staffing, décor and additional services are included, I'm not choosing based on a spreadsheet anymore. I'm looking at my daughter's face.

Where is she happiest? Where does she feel taken care of? Where can her mother enjoy the day? Where can I be her dad instead of the maintenance department? That is where value becomes personal. And that leads to perhaps the simplest way I can explain what we do: Pole Barn Chic is the experience. The barn is the building.

There's a difference.

Compare the Finished Wedding, Not the First Number

Before you choose any Springfield IL wedding venue—or any wedding venue anywhere—make yourself a real comparison. Don't write: Venue A: $X, Venue B: $Y

Write down what the wedding actually requires. Then determine what's included, what's additional and who is responsible for making it happen. Because sometimes the least expensive venue really will be the right choice. And sometimes that bargain disappears the moment you start building the wedding around it. Compare the finished wedding—not the first number on the price sheet.

Wedding Venue Pricing FAQs

What should I compare when looking at wedding venue prices?

Compare the complete wedding rather than only the rental fee. Consider tables, chairs, décor, staffing, setup, cleanup, rental hours, ceremony space, getting-ready areas, parking, security, insurance, bar requirements, HVAC, accessibility and weather backup plans.

Are tables and chairs normally included with a wedding venue?

It depends on the venue. Always ask what furniture is included, what quantities are available and whether setup and removal are included.

Should I ask about wedding venue cleanup fees?

Yes. Ask whether cleanup is included, whether there is a separate fee and exactly what the couple or family must remove or clean before the contracted rental period ends.

Do wedding venues charge extra for ceremonies?

Some may. At Pole Barn Chic, we do not price a wedding differently based simply on whether the couple holds both the ceremony and reception onsite or only the reception.

Should I compare wedding venue bar minimums?

Absolutely. Bar minimums, bartender charges, gratuity policies and beverage requirements can significantly affect the final wedding budget.

Why does wedding venue staffing matter?

Professional staff can handle problems, assist guests, maintain restrooms and event spaces, coordinate operational details and reduce the amount of work placed on the couple, parents and wedding party.

Is free wedding venue parking important?

It can be especially valuable for large guest counts. Consider the cost, distance, lighting, surface, accessibility and convenience of parking when comparing venues.

What is the best way to compare two wedding venues?

Create a side-by-side list based on the finished wedding. Include everything you'll need to rent, buy or staff to create the wedding you want, as well as less tangible factors such as service, convenience and guest experience.

Are You or Someone You Know Planning a Central Illinois Wedding?

If you are in the Midwest and looking for a white barn wedding—or just an awesome one—please consider the PBC Venue.

Pole Barn Chic is a locally owned Springfield, Illinois wedding venue, offering both outdoor and indoor ceremonies and receptions.

From garden weddings and spacious outdoor receptions to small, quaint elopements, Pole Barn Chic is the Springfield IL wedding venue that brings it all together.

Pole Barn Chic is a beautiful Illinois hybrid wedding venue that offers the natural beauty of outdoor country life alongside mind-blowing photo opportunities. This country-meets-chic Midwest wedding venue is a must-see for so many reasons!

To learn more about Pole Barn Chic, read our FAQs, schedule a tour, check availability and more, please visit us on any of our social media sites:

Website: PBC Venue
Instagram: @polebarnchic
Facebook: Pole Barn Chic
TikTok: @illinois.weddings

Photo taken by: Brooktree Studios