The Fine Print Files: General Staff Fees
Have you ever reviewed an event bill and found an unwelcome surprise? You’re not alone. In this series, we’re unpacking the most common but often overlooked fees that hotels, venues, and vendors add to event invoices. Whether it’s a mysterious service charge or a hidden setup fee, we’ll help you spot them before they hit your budget and share practical ways to reduce or avoid them altogether.
Safety and organization starts at the docks.
Dock Fees
A dock fee covers the staff and resources required to manage the loading dock during your event’s load-in and load-out. This area serves as the primary access point for trucks, equipment, vendors, and specialty deliveries. Without trained personnel managing this space, operations quickly become unsafe or inefficient.Hotels typically require this service because mismanaged docks can impact not only your event but others happening simultaneously.
Dock fees can be hourly or based on a flat rate depending on the venue. Negotiating a dock fee is sometimes possible but depends on the venue and the complexity of your event. As with most labor-related charges, if you shorten your load-in window or adjust your vendor schedule after staffing is assigned, you will still be responsible for the contracted amount.
Button-Pusher Fees
"Going up?"
“Button pusher” is an insider term used by event planners, not the label you’ll see on a venue contract. Hotels and convention centers typically use more formal titles such as freight operator, elevator attendant, vertical transportation staff, or engineering support. Regardless of the official name, the role serves one primary purpose: safely managing and operating freight elevators during event load-in and load-out.
Freight elevators function differently from guest elevators. Many require keyed access, manual controls, or a trained staff member to run the lift. A button pusher ensures the elevator operates smoothly and prevents unauthorized access to back-of-house areas. They coordinate with dock staff, monitor traffic flow, confirm vendor credentials, and help protect both equipment and personnel.
Because the position is tied to building operations and safety, the fee is often non-negotiable. Venues must staff freight movement to protect both your team and theirs. Even if load-in finishes ahead of schedule, you are generally responsible for the full contracted time because staffing is confirmed in advance.
Liaison Fees
Liaison fees appear when a venue or hotel requires their in-house AV team to oversee or support an outside production company. The venue assigns an internal AV representative to monitor and facilitate communication between your external vendor and the hotel’s AV infrastructure.
To get to this, you will need an outdoor setup team.
They also troubleshoot any issues related to hotel-owned equipment and maintain communication with engineering or security as needed. Even if you have a full external AV crew, the venue may require a liaison to protect their systems and maintain operational consistency. The fee is often mandatory when you bring in outside AV, particularly at properties with exclusive providers or highly integrated house systems.
Outside Set Up Fees
Outdoor setup fees apply when events take place outside standard indoor meeting spaces. These fees cover the labor, basic equipment movement, and logistical coordination required to prepare outdoor locations.
This fee may include elements like setting tables, chairs, and linens, but they do not include lighting, décor installation, custom builds, etc. Any additional elements beyond these basics fall under separate fees or third-party vendor costs.
Weather complications add another layer. If weather forces your event indoors, the outdoor setup fee may or may not be refundable. Some properties charge once the outdoor team begins staging; others will refund if the decision is made early enough to halt labor.
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How to Manage All These Fees
Partnering with an experienced event designer, like Blue Spark Event Design, can make all the difference when it comes to managing venue costs. Our team knows how to navigate contracts, ask the right questions, and negotiate fair rates on your behalf. Even when certain fees cannot be eliminated entirely, we work to minimize their impact and handle the details so you don’t have to. By relying on our experience and industry relationships, you gain both cost savings and peace of mind—ensuring your event runs smoothly, efficiently, and without unnecessary stress.