How to choose a pop up space provider

There are four main routes to a short-term space in Australia: going direct to a landlord or leasing agent, contacting a shopping centre's casual mall leasing team, using a marketplace or platform, or hiring an agency that books space as part of a bigger job. Each option suits different briefs. This guide compares the four routes to help you choose the right pop up space provider and identify the questions to ask before booking.

If you already know you want a shopfront, warehouse or gallery for days or weeks, you can browse pop up spaces as you read.

Going direct to a landlord or leasing agent

Good at: Getting access to the exact building you want. If there is one empty shop on a corner you have walked past for months, the agent on the sign is the fastest way to enquire. You deal with the decision-maker, and if the pop up goes well, you are already talking to the person who can offer you a longer stay.

Where it gets hard:

• Leasing agents mostly work on long-term leases, so a two-week enquiry can sit behind bigger deals.
• The paperwork often suits a lease rather than a short licence. Our explainer on lease vs licence covers the difference.
• An empty shop may have the power switched off, no fit-out, no wifi and nobody to call when something breaks.
• You handle all the searching and comparing yourself, one agent at a time.

Shopping centre casual mall leasing

Most large centres have a casual mall leasing team that places kiosks, promotional sites and short-term shops.

Good at: Providing steady foot traffic, set trading hours, security, toilets and parking. Centres design the process for short stays.

Where it gets hard:

• Centres have design guidelines and approval steps for fit-outs, signage and graphics, which take time.
• You trade during the centre's hours, including late nights, and follow its rules on deliveries and bump-in.
• The centre sets its insurance and paperwork requirements, which are usually fixed.
• You reach the audience the centre attracts, which may or may not match your target market.

Our articles on signage and shopfront rules and shopping centre vs street front explain these considerations in more detail.

Marketplaces and platforms

Good at: Helping you compare spaces across suburbs and cities quickly, with hosts who have agreed to short-term use. You can review size, photos and features before making an enquiry.

Where it gets hard: Platforms differ in how much they check. Before relying on one, ask how the team reviews listings, whether the photos are current, who you contact after booking, and who helps if something goes wrong on the day.

Where Spacenow fits. Spacenow is a curated marketplace for short-term space, mainly in Sydney and Melbourne, with some Brisbane options. The concierge team can source spaces in other Australian cities on request. Hosts apply rather than self-list, and the team reviews every listing before it goes live.

Hosts provide pricing on application. Spacenow's concierge service can shortlist spaces for your brief and help with follow-up questions, free until you book. If the space needs building out, Spacenow Studio designs, fabricates and installs fit-outs in-house.

Agencies and producers who book the space for you

Good at: Handling the whole job. If you need creative development, a build, staffing and the room, an experiential agency or producer can deliver it as one project with one point of contact.

Where it gets hard:

• The agency includes the space within a larger project scope, so you may see less of the available options and booking terms.
• You pay for the agency's time and expertise, which makes more sense for a complex build than a simple shop.
• The agency still needs to source the room through one of the routes above.

If you work for an agency or production team, explore our pages for agencies and for producers.

Questions to ask any provider

Whichever route you take, these questions help you distinguish a suitable option from a risky one:

1. Who has inspected the space, and when?
2. What does the hire include: power, wifi, cleaning, furniture and security?
3. What are the access hours, including bump-in and bump-out outside trading hours?
4. What exactly am I signing, and what happens if I need to cancel?
5. What insurance must I hold, and who needs to see it?
6. What can I change, attach to the walls or place in the windows?
7. Who is my contact during the hire, and how quickly do they respond?
8. Does my planned use require council approval, and who will check?
9. What is the total cost, and what does it exclude?

Providers can answer these questions more accurately when you send a clear brief. Our guide to briefing a venue includes a template you can send to any provider.

FAQ

What is casual mall leasing?

Casual mall leasing allows shopping centres to offer short-term space for kiosks, promotional sites in the mall and vacant shops, from a day to a few months. Most large centres have a team or agent that handles these bookings. Expect the centre to require approval for your fit-out and signage.

Should I go direct to a landlord to avoid fees?

Sometimes, particularly if you want one specific building. Compare the full picture, not just the fee: the time spent searching, the paperwork, what the space includes and who helps when something goes wrong. Spacenow earns a commission when a booking goes ahead, and its concierge service is free until you book.

How do I know a marketplace has checked its spaces?

Ask how the platform reviews listings and who carries out those checks. On Spacenow, hosts apply rather than self-list, a host specialist reviews the space, and the team reviews every listing before it goes live. Whatever the platform, inspect the space and confirm the terms before signing.

When is an agency the right choice?

An agency makes sense when the room is the smallest part of the job. If you need creative development, a custom build, staff and the space delivered as one project, an agency or producer is often the right fit. If you only need the room, going direct, contacting a centre or using a marketplace is usually simpler.

If you want a second opinion on your options, send your brief to the Spacenow concierge. You can also browse pop up spaces across Sydney, Melbourne and Brisbane.on your options, send your brief to the Spacenow concierge. Or browse pop up spaces across Sydney, Melbourne and Brisbane.