Hiring event space is one of the most expensive parts of running an event. So, if you could find and secure free venues for your events, it would be a huge cost-saver (and a big help with profitability).

Many event creators ask, “how can I get a free venue?” The good news is we have tips on how to approach your search. Here are the four most common (and successful) strategies for securing a free space for your event.

Table of contents

1. Use your own space

2. Utilise someone else’s space

3. Profit share

4. Co-working spaces or unused community space

1. Use spaces already available to you

Business and private events require a venue. Looking at the space you have is a good place to start. Consider the following:

• If you’re running a business event (B2B or B2C) or a smaller gathering, why not let people into your workspace and allow them to see “behind the scenes”? It’s a great way to earn trust and introduce customers to your business in a personal way.
• Ask contacts whether you can host a small fundraiser (like a barbecue or fun sports day) in a back garden or on someone’s plot of land. Remember to ask around in your community!

2. Utilise someone else’s space

You may not have a suitable space, but perhaps someone else does. It’s all about finding ways in which hosting your event at their venue brings mutual benefits. If you don’t have access to the right space, try these options:

• Maybe you’re a small start-up, one-man-band consultant, or freelancer working from your bedroom/garage. Partnering strategically with another company lets you host your event and project a more positive image to potential clients.
• To host a corporate event, why not ask your accountant, lawyer, or other business suppliers about their meeting space? They can help promote the event, too. Any contact with a sizeable enough meeting room and suitable facilities can help – a local restaurant is perfect.
• It may feel like sharing the glory, but the right partner can enhance your credentials in the eyes of your customers. Promoting your event draws in their patrons too. Approach anyone with available office space (or dedicated event space) and ask if you can use it in exchange for free exposure to your audience.
• If you’re a charity, there’s a good chance you’ll find a local business willing to lend you their space. Even if you’re running a for-profit event, if you can attract a paying audience relevant to your hosts, they may give you their space for free in exchange for exposure to your attendees.

3. Profit share

Not all local businesses can provide a complimentary space, but the next best thing is to work out a no-risk profit share. This commercial arrangement provides you with cost-free venue hire and the business you’re working with additional revenue. Think about these ideas:

• An example of profit share is where you agree to a minimum spend at a bar, club, or pub in exchange for a dedicated space.
• You must be confident guests will spend the required amount to earn the free space – your negotiation skills will come into play here.
• Ticket fees, or the revenue on anything spent at your event, can be shared. Remember, doing this will eat into your profits, so be sure it’s worth it financially!

4. Co-working spaces or unused community space

Accessing cost-free venues means thinking creatively. New ways of working – and a start-up culture – have resulted in a demand for co-working spaces. Plus, many community venues go unused. If you’re looking for other settings where you can host your event, check out these suggestions:

• Co-working spaces like Campus London are common. So for the UK, run a Google search to find local co-working spaces offered free of charge.
• They’ll be keen if your audience is people who might hire a desk: small start-ups, freelancers, agencies, and consultants.
• If there are costs involved, negotiate a competitive rate.
• Ever considered an unused community space for your event? These include local sports halls, churches, schools, and even parks.
• Getting permission from the relevant authority is essential, as avoiding fines ensures the experience remains “free”. If you’re hosting an event for a local cause, these community spaces are often cost-free or charge a small share of the profits.

The key to finding free spaces for events

Does your event align with and reinforce the mission of the venue? Does it offer them benefits such as exposure to potential new clients or supporters?

If you can answer these questions positively, approach the potential venue with your proposal. Persistence and flexibility are important factors in successfully finding free venues.

Find out more about increasing your event’s profitability by contacting our professional support team.