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What are effective ways to negotiate venue rental fees for a non-profit fundraiser?

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If you are planning a non-profit fundraiser, you know how important it is to find a suitable venue that fits your budget and vision. However, venue rental fees can be a major expense that can eat up a large portion of your fundraising goal. How can you negotiate with venue owners or managers to lower the cost and get the best deal for your event? Here are some effective ways to approach this challenge and save money on your venue rental.

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Vevina Quigley

Charity Development Manager @ Web Presence Ltd | Charity dedicated PPC Agency specialising in the Google Ad Grant for…

1 Research the market

Before you contact any potential venues, do some research on the market rates and availability of similar spaces in your area. You can use online platforms, word-of-mouth, or industry contacts to get an idea of what other non-profits have paid for their events. This will help you set a realistic budget and have a baseline for comparison when you receive quotes from venues. You will also be able to identify the peak and off-peak seasons and days, which can affect the pricing and availability of venues.

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Laurel L.

Performing Arts Evangelist
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The majority of venues are nonprofits themselves. And nonprofit or for profit, they generally have built-in rates for nonprofits. Those rates reflect a nonprofit discount and there’s generally not any negotiating, unless it’s part of an overall sponsorship. I’ve worked at multiple venues.

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2 Be flexible with dates and times

One of the easiest ways to negotiate venue rental fees is to be flexible with your event date and time. If you can avoid the busy periods, such as weekends, holidays, or evenings, you may be able to get a lower rate or a discount from the venue. You can also ask if the venue has any gaps in their calendar that they are willing to fill at a reduced price. For example, if the venue is booked for a morning event and an evening event, but has a few hours in between, you may be able to use that time slot for your fundraiser at a fraction of the cost.

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Marie Brown L.C.G.I., MCIOF

High Value Events , Partnerships & Fundraising Specialist.
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When we say research we usually relate this to internet use but one of the best ways to get real time information is to have conversations with peers, colleagues snd other organisations - I utilise the local knowledge if Linked In contacts all the time. #It’s-good-to- talk

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3 Offer value in exchange

Another way to negotiate venue rental fees is to offer something of value in exchange for a lower rate. This can be anything that benefits the venue, such as exposure, promotion, referrals, or sponsorship. For example, you can offer to feature the venue's logo or name on your event materials, website, or social media. You can also offer to recommend the venue to other non-profits or clients in your network. Alternatively, you can ask if the venue has any sponsors or partners that you can work with to reduce the cost or provide in-kind donations.

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Vevina Quigley

Charity Development Manager @ Web Presence Ltd | Charity dedicated PPC Agency specialising in the Google Ad Grant for Nonprofits | [email protected]
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Highlight that by renting to a registered charity or other non-profit organisation, the venue owner may be able to take advantage of zero VAT rates. There is a zero VAT rate that applies to space hire by charities under certain conditions. It's worth looking into the conditions & confirming what financial incentive the landlord may benefit from. A business owner offered to provide us with warehouse space for our larger toy appeal. The space was due to be empty for a few years before their planned refurb and the VAT relief was a big benefit for the owner. We ended up using the space for 4 years.

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4 Be transparent and respectful

When you are negotiating venue rental fees, it is important to be transparent and respectful with the venue owners or managers. You should clearly communicate your budget, expectations, and goals for your event, and explain why you are asking for a lower rate. You should also listen to their concerns, needs, and limitations, and try to find a win-win solution that works for both parties. You should never make unrealistic demands, lie, or threaten to walk away. Instead, you should show appreciation, gratitude, and professionalism throughout the negotiation process.

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5 Seek alternative options

Finally, if you are unable to negotiate venue rental fees to your satisfaction, you may want to seek alternative options for your event. You can look for other venues that are more affordable, such as community centers, schools, churches, or parks. You can also consider hosting a virtual or hybrid event, which can reduce the need for a physical space and save on other expenses, such as catering, transportation, or security. You can also leverage your existing relationships, such as with board members, donors, or volunteers, and ask if they have access to any venues that they can offer for free or at a discounted rate.

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Marie Brown L.C.G.I., MCIOF

High Value Events , Partnerships & Fundraising Specialist.
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I have often held events by piggy backing on another …. A local cricket club hire a huge marquee for their annual dinner then I will ask the company if we can have it the night after for our event. I tell them that its great pr, brilliant social media messaging and part of their csr. I also ask individuals with great houses, gardens etc if they would host events for me too! One of tge best we ever did was such a business boost to the householder that the following year they asked if we would rename the event after the name of their house as an annual event - we did the ‘Tudors Rest Annual Ball’ for 7 years and every year got better and better as the householder had ‘buy in’ too

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Marie Brown L.C.G.I., MCIOF

High Value Events , Partnerships & Fundraising Specialist.
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I have never paid a ‘hire’ charge for a venue as I know that they need: Footfall - under utilised venues fail Bar takings - They make more money if I put on a better event and have more money to spend on attracting better audiences and speakers/ entertainers I usually use their ‘in-house’ disco. I only ever use a venue that doesn’t require staging to be brought in. I tend to use venues with a hotel so they make money from my guests staying over. I always add into the package a free hotel stay for any celebrities I use - their guests then see them at breakfast the next day. I try and use local contacts of the venue: caterers etc - it helps their partnerships

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What are effective ways to negotiate venue rental fees for a non-profit fundraiser?

1

2

3

4

5

6

1 Research the market

2 Be flexible with dates and times

3 Offer value in exchange

4 Be transparent and respectful

5 Seek alternative options

6 Here’s what else to consider

Event Production

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What are effective ways to negotiate venue rental fees for a non-profit fundraiser?

1

2

3

4

5

6

1 Research the market

2 Be flexible with dates and times

3 Offer value in exchange

4 Be transparent and respectful

5 Seek alternative options

6 Here’s what else to consider

Event Production

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