How to brief a venue so you get a useful answer fast

A good venue enquiry template gives the venue enough information to understand what you need without starting a long chain of follow-up questions.

Whether you are planning a pop-up, launch, showroom or event, a clear brief helps you find out quickly whether a space is suitable.

The five things every venue needs to know

Start with five essentials.

1. What you are doing

Explain what you are planning.

For example:

• Pop-up shop
• Product launch
• Showroom
• Private event
• Brand activation
• Sale
• Press event

The purpose matters because different activities can require different space features.

2. When you need it

Give your preferred dates.

If you have flexibility, say so. A flexible date can open up more suitable options.

3. How long you need the space

Include your customer-facing hours and any setup or pack-down requirements you already know.

This helps distinguish the actual trading period from the time your team needs access.

4. What the space needs to accommodate

Mention the practical requirements.

This could include:

• Stock
• Furniture
• Displays
• Staff
• Customers
• AV
• Signage
• Storage
• Catering
• Equipment

5. Where you want to be

Give the preferred suburb, city or precinct.

If nearby areas are acceptable, mention those too.

You can start your search with pop-up spaces on Spacenow and use these five points to build a stronger enquiry.

What makes an enquiry unanswerable

An enquiry like this:

"Hi, I need a space next month. How much is it?"

does not give the venue enough information to understand what you need.

A stronger enquiry explains:

• What you are doing
• Where you want to be
• Your dates
• How long you need the space
• Expected customer or guest numbers
• Space requirements
• Setup requirements
• Access requirements
• Important technical needs

You do not need to write an essay.

A short list of clear information is often easier for the venue team to assess.

A template you can copy

Hi,

I am looking for a short-term space for [type of event/pop-up/activation].

Location: [suburb/city]
Dates: [dates]
Duration: [number of days/hours]
Customer/guest numbers: [approximate number]
Space type: [retail/event/showroom/etc.]
Setup requirements: [fixtures, AV, signage, stock, catering, etc.]
Access requirements: [loading, parking, step-free access, etc.]
Preferred features: [windows, natural light, storage, kitchen, etc.]

Our dates are [fixed/flexible].

Could you let me know which suitable spaces are available and what we need to confirm before booking?

Thanks,
[Name]

For a more complex brief, Spacenow's Concierge service can help you communicate the requirements you are working with.

What to expect back, and how fast

A useful response should help you decide whether the space is worth considering.

Depending on the enquiry, you may need to confirm:

• Availability
• Suitability
• Access
• Facilities
• Booking requirements
• Commercial terms
• Setup arrangements
• Restrictions relevant to your activity

If the first response does not answer everything, identify the missing information and ask specifically about it.

If your brief changes, tell the venue as soon as possible. A change in dates, customer numbers or setup requirements can affect which spaces are suitable.

FAQ

What details should I include in a first enquiry?

Include what you are doing, where you want to be, your dates, duration, expected customer or guest numbers, space requirements and any important access or setup needs.

How quickly should I expect a response?

Response times can vary depending on the venue, availability and complexity of the enquiry. Providing a complete brief at the start gives the recipient the information needed to assess the request without unnecessary follow-up.

A strong venue enquiry is short, specific and easy to answer. Give the venue the information that affects feasibility first, then use the response to narrow down the spaces that genuinely fit.