Can I charge extra for setup and cleanup?
How to structure setup and cleanup fees
Most venues include a basic setup (tables, chairs, standard layout) and cleanup (trash removal, sweeping) in the rental fee. Extra charges apply for additional labor, after-hours access, or specialized cleaning.
You can charge a flat fee, an hourly rate, or a refundable cleaning deposit. For example, a venue might include 2 hours of setup and 1 hour of cleanup, then charge $50–$100 per additional hour.
Check your local laws and contracts: some jurisdictions require that cleaning fees be clearly disclosed upfront. Also, if you charge a cleaning deposit, return it promptly if the client leaves the space in good condition.
- Include basic setup/cleanup in the base rental fee.
- Charge hourly for extra setup/cleanup beyond the included time.
- Offer a refundable cleaning deposit instead of a non-refundable fee.
- Disclose all fees in your contract and marketing materials.
- Consider charging for after-hours access separately.
What clients expect
Clients generally accept extra fees if they understand what they're getting. Be transparent: list exactly what the base fee covers and what triggers additional charges.
If you charge for setup and cleanup, specify the tasks included—e.g., setting up tables and chairs, taking out trash, mopping floors. Vague terms like 'cleaning' can lead to disputes.
Many venues also offer a 'DIY' option where the client handles setup and cleanup for a lower fee. That can be a good compromise if you're short-staffed.
Common mistakes
- Assuming setup and cleanup are always included in the rental fee—many venues charge extra.
- Not specifying what 'cleanup' includes, leading to disagreements over what's covered.
- Charging a non-refundable cleaning fee without disclosing it upfront, which can damage trust.
