If you’ve ever wondered, “Am I charging too much… or not enough for my venue hire?” you’re in good company. Pricing can feel like a balancing act — you want to keep your space accessible while making sure you cover costs and bring in enough revenue to keep the lights on.
The good news is, there’s a simple structure you can follow to build a pricing model that makes sense, is fair to hirers, and sustainable for your venue.
Why Having a Pricing Structure Matters
Without a clear pricing framework, you can end up with a patchwork of historic rates, awkward discounts, and one-off deals that create confusion for both hirers and staff. A consistent structure makes it easier to communicate your value, reduces admin, and ensures you’re not leaving money on the table.
“Even if you never intend to hire by the hour, starting with a basic hourly rate gives you a comparison point and a solid base for building your pricing.”
Download: How much should I charge for my community venue room hire?
Step 1: Start With a Basic Hourly Rate
Think of this as your pricing foundation. An hourly rate is simple, transparent, and easy for hirers to understand. From here, you can create daily, half-day, or package rates if needed.
Other approaches (like attendee-based or term rates) can be confusing or limit flexibility. Hourly gives you a common unit that can be adapted in multiple ways.
Step 2: Use Variable Pricing to Stay Flexible
Not every hirer, time slot, or event should cost the same. Building in variation gives you flexibility while keeping your rates fair. Four common types of variable pricing:
Casual vs Regular Hire
- Casual hirers (occasional, one-off users) usually pay upfront.
- Regular hirers (monthly, long-term groups) often receive a lower hourly rate, billed monthly.
Customer Type
- Community groups, commercial hirers, and not-for-profits often have different budgets.
- Clear definitions matter so hirers can self-select their category without confusion.
Time of Day or Year
- Peak/off-peak rates help balance demand.
- Seasonal adjustments can cover costs (e.g. lighting during winter evenings).
Type of Usage
Weddings, parties, or conferences often carry higher service levels and risk — and should be priced accordingly.
Step 3: Add Items and Charges
Your venue’s value isn’t just the room itself — it’s everything that comes with it. Think about what extras should be charged separately, such as:
- Equipment: projectors, microphones, AV kits, sports gear
- Services: cleaning, security, technical support
- Facilities: kitchen access, parking, storage
- Consumables: tea, coffee, catering packages
Charging these separately helps keep your base rate attractive, while ensuring you recover costs and create extra revenue streams.
Step 4: Be Strategic With Discounts
Discounts can be useful but should be tracked carefully. They’re different from having a lower “regular hire” rate — discounts are ad-hoc reductions for specific groups or promotions. Examples include:
- Historical agreed rates
- Staff discounts
- Special promotional campaigns
By tracking discounts, you can clearly show the value your venue is investing back into the community, and avoid setting unsustainable precedents.
Step 5: Keep It Transparent and Simple
Clarity is everything. Make sure hirers can quickly understand your rate card, which helps them self-select the right category and reduces admin for your team. Transparency builds trust — and makes it easier to justify your rates when questions come up.
“Potential hirers like the transparency and simplicity of having an hourly price to compare.”
Download: How much should I charge for my community venue room hire?
FAQ: Room Hire Pricing
Do I need to stick with one rate for everyone?
No — flexible rate cards (casual, regular, community, commercial) make your pricing fairer and easier to manage.
What if I want to offer my space for free?
That’s fine too! Some venues offer $0 rates for certain groups as a community investment, or use free space as a gateway to future paid bookings.
How often should I review rates?
At least annually. Costs change, and a yearly review keeps your pricing relevant and sustainable.
Key Takeaways
- Start with a basic hourly rate as your foundation — it’s simple and adaptable.
- Build in variable pricing (casual vs regular, customer type, time of day, usage) for flexibility.
- Charge separately for extras like equipment, services, and catering to create extra revenue.
- Be intentional with discounts and track them transparently.
- Keep your rate card clear and simple to reduce confusion and admin.
Pricing doesn’t need to feel like guesswork. By using a structured approach, you’ll build confidence in your rates, keep hirers happy, and make your venue more sustainable.
👉 Want to go deeper? Check out more guides on Revenue, Finance and Funding here or watch our webinar on How much to charge for your venue here.
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