- Venues have quiet nights they'd pay to fill — pitch those nights first.
- Choose from five deal types: free space, waived minimum spend, revenue share, a fixed fee, or an exclusive recurring night.
- Offer a two-event trial, then negotiate a permanent deal once you can show real numbers.
Most community leaders think of venue hire as a fixed cost. It doesn't have to be. Every venue has quiet nights they'd pay to fill, and if you're bringing 30 or 40 people who'll spend money on food and drink, you're not a customer they should be charging — you're a customer they should be paying.
Do the maths before you pitch
Work out what your typical event is actually worth to a venue:
That single number is the whole pitch. Most organisers never calculate it, and most venues have never been shown it.
Five deal types to choose from
| Deal | What it means |
|---|---|
| Free space | In exchange for a guaranteed minimum number of attendees |
| Waived minimum spend | The venue drops its usual minimum spend requirement for your group |
| Revenue share | You get a percentage (typically 10–20%) of the bar or food spend your event generates |
| Fixed fee | A flat payment per event or per head |
| Exclusive night | A recurring weekly or monthly slot with a fee attached |
How to pitch a venue
- Target their quietest night. A Tuesday is an easier yes than a Saturday.
- Bring numbers, not just enthusiasm: typical attendance, average spend, repeat rate.
- Offer a two-event trial before asking for a long-term commitment, then review the actual numbers together.
A simple message to open with:
Put it in writing
Once a venue says yes, a short one-page agreement protects both sides. At minimum, cover:
- How spend is measured (a dedicated tab, a discount code, or a till report)
- Payment timing (within 7 days of each event is common)
- Notice required to cancel from either side
- A review point after a few months
This is a starting outline, not legal advice — for larger or longer-term deals, have an agreement checked by a lawyer.
Tracking real attendance and spend is what makes these pitches credible. Platforms like Tribe IRL keep that data for you automatically, so you always have current numbers to show a venue.
Module 4 of Community Leaders Club includes a venue pitch template and a one-page agreement outline you can copy.
See membership optionsFrequently asked questions
Show them what your group is worth in spend on their quietest night, offer a short trial, and choose from a deal type (free space, revenue share, or a fixed fee) that fits both sides.
10–20% of the bar or food spend your event generates is a common range, though it varies by city and venue type.
Move to their next-quietest night, or approach a competing venue nearby with the same numbers. Most organisers only need to hear yes once to have a template for every future pitch.