Meeting budgets don’t go over because of one big decision — they go over because of dozens of small ones.
First, an attendee’s travel changes unexpectedly, resulting in a more expensive flight. Then the vendor adds a line item that wasn’t explicitly discussed, but appears routine. Someone joins at the last minute, which means another hotel room, another airport transfer, another meal. By the time receipts are reconciled, the meeting is well over budget — even though each individual decision made perfect sense at the time.
It’s easy to account for the major expenses. What’s harder is catching the overlooked details that quietly push budgets over. The good news? Most of these “little” costs are avoidable once you know what to watch for.
6 unexpected meeting costs to watch for
These are the hidden meeting costs every planner should account for to keep meetings running smoothly and on budget.
1. Meals add up faster than expected
It’s rarely ‘just lunch.’ Coffee refills, snacks, dietary substitutions, last-minute team meals, and service fees can add up quickly; especially when you’re accounting for each attendee over multiple days.
How to stay ahead?
- Per-meal estimates are standard, but a daily food cost view is often more realistic. It captures the in-between expenses that don’t fit neatly under one meal line item.
- Be aware that taxes, gratuity, and service charges compound quickly and can add 20–30% to quoted food costs.
- If you have a standard F&B contract, review the fine print to understand details like service fees, minimums, and staff overtime.
- Build in a buffer for inevitable add-ons that align with what you already know about meeting stakeholders. For example, some executives may prefer fancy dinners while VIPs may request an extra round of drinks after every meal — this kind of knowledge is invaluable as you build a meeting budget.
2. Transfers and local transportation
Rideshares, taxis, and parking are easily forgotten until receipts pile up. Airport transfers for staggered arrivals, rides to offsite dinners, parking fees, and surge pricing during peak hours all accumulate quickly.
How to stay ahead?
- Map the meeting schedule against transportation needs. Tools like Uber’s price estimator can help you price out costs more realistically.
- Consider walkability when choosing a venue. Transportation costs are especially unpredictable in large cities or spread-out destinations where walking isn’t realistic. You may need to include additional costs like subway tickets, tolls, or city access fees in certain metros (London, NYC congestion pricing, and so on).
- Review arrival times early to better anticipate transfers. With tools like TROOP, flight timelines clearly show you when everyone is arriving, making it easier to organize transfers and shared rides.