Create a spreadsheet with a long list of venues in your desired area

Before you start, it is best to consider the postcode or area that you’re interested in. Create a list of your ideal venue hire locations and make note of local transport options. If you don't know the area that well, start your search on Google or join a local social media group for advise.

In some areas there can be up to 50 local venues and halls for hire which are suitable for your events! Start by creating a shortlist of 5-10 schools, community spaces or places of worship. Create a spreadsheet and add each venue, along with their contact details and the spaces you’re interested in.

Finally, it's important to consider whether the venues your selecting are in the right area for those attending your classes. A common mistake that happens time after time is activity providers pick a venue based on the price, rather than how easy it is to get to for those attending their classes. Make sure to not make this mistake and factor in the following criteria:

1. Price
2. Location
3. Public Transport
4. Storage (are you able to leave items on site)
5. Availability (can you book during holiday seasons)

If you're in a position to find a local venue hire that matches the majority of these points above then you're in a great spot!

‍Contact all the venues on your shortlist

The most effective way to narrow down your options is to reach out to each venue individually. Some prefer email, some have contact forms on their website and others just have a phone number.

Draft a list of your requirements, making sure to include the start date, days of the week, times required, budget and any amenities you require. If you’re contacting them digitally, then create a template that you can copy and paste to each venue. Start reaching out to all venue hire options and see how you get on!

‍Sit back and wait for them to get back to you

You may find yourself waiting for venues to get back to you. If that's the case, get on with other admin tasks, marketing your classes or planning your sessions. Eventually, responses will start trickling in and you can log the responses in your spreadsheet.

To keep momentum going, it’s best to respond as quickly as possible once they reply. Keep a note on your spreadsheet on the pricing, availability and type of each venue hire option. Once you start getting replies, cross out those that are too expensive or aren't free. If venues fail to respond within a week or two, it's not worth your time chasing any further.

Finalising your shortlist and arranging viewings

By now you should have a few venues who are available and match your overarching requirements. Normally hall for hire will be the most commonly available space, but it's importnat to understand what kind of space you're looking for up front. With some of them, you’ve likely gone through several back and forths to negotiate the price, storage, parking and more.

Before committing, it is highly recommended that you arrange a viewing. Try to visit when the space is empty, so you can give it a proper inspection. Make sure to check on how you will access the venue and how your attendees will find you on the day.

Confirm your start date and schedule your first few sessions

Hey presto - after countless emails, phone conversations with venue volunteers and a few viewings you should have found a new venue! Hopefully they’ve saved your required times and are ready to book you in. In some cases they may ask you to commit to up to 10 sessions at once and sign a hire agreement.

Need help finding a new venue? Sharesy is here to help

We’re here to make this process efficient, easy and far less time consuming. Just one conversation with us and you’ll get access to hundreds of venues. Just tell us what you’re looking for and we’ll do all the searching, negotiating and admin for you.

Sharesy are now market leaders in supporting London halls for hire and have already partnered with hundreds of venues.

Photo by Peter Herrmann on Unsplash