Venue Hire Price List Template and How to Build One

A good venue hire price list answers three questions for the buyer: what room is it, what time am I paying for and what is included in the price. Below is a sample table and a guide to building your own price list so that it is clear even when the price depends on the season, the day of the week or the number of guests.

Why publish a price list at all

Many Estonian venues do not publish prices and answer "price on request". That is understandable, because the price often depends on several things. But the buyer is left without a point of comparison and may write instead to a venue whose price is visible. Even a partial price list, for example the hourly and daily rate of the main room, helps the buyer quickly decide whether your venue fits their budget at all.

Real-world examples:

• Üks Maja in Tallinn publishes prices for businesses (yksmaja.ee/ettevottele, excluding VAT): Ladvaruum 1 h €40, Kaminasaal or Jututuba 1 h €55, Ladvaruum 8 h €275, Kaminasaal or Jututuba 8 h €375, whole house per day €550. For multi-day events it says "ask for a quote".
• Telliskivi Loomelinnak seminar room "Sõna" (45 m²): €45 + VAT per hour (up to 3 hours) and €175 + VAT per day (as of 31 October 2026).

You can see that both have an hourly and a daily rate, and one also has a whole-house price. That is a good starting point.

The building blocks of a price list

1. The pricing unit

Choose what you charge for: hour, half-day (for example 4 hours), 8-hour block, day or night. The shorter the unit, the more flexible, but also the more calculating. In many venues an hourly rate (short meetings) and a day rate (seminars and training) work together. The day rate should be cheaper than eight hourly rates, otherwise it is not needed.

2. VAT

In Estonia the standard VAT rate is 24% (from 1 July 2025). Always state in the price list whether the price includes VAT or not. Business customers are often given prices excluding VAT, private individuals prices including VAT. Check with your accountant whether your room hire is subject to VAT.

3. Season and day of the week

If demand fluctuates, for example weddings in summer and Christmas parties in December, you have to decide whether one price applies all year or whether it differs by season and day of the week. A simple solution is three levels: standard price, peak season price and a weekday discount price.

4. Price per person

If you offer a package (room, coffee, lunch, equipment), it is natural to give a price per person. State the minimum number of guests, because below that the package does not cover the costs.

5. Extras

Equipment, cleaning, decorations, accommodation, setup the evening before. Write these as separate lines so that the buyer sees what is included and what is added.

6. Price on request

Some things cannot be priced in advance: a large multi-day event, special requirements, the whole house for a longer period. Mark these honestly "ask for a quote", but keep at least the simple things publicly visible.

Template: venue hire price list

The table below is an example and all prices are invented. They are not anyone's real prices or a recommendation of how expensive your room should be.

All prices excluding VAT (example).

Extras (example):

Terms (example): 30% deposit on confirming the booking, free cancellation up to 14 days before the event. On deposits and cancellation, read the article on deposit and cancellation terms.

Example calculation

Example: an organisation hires the small seminar room for 8 hours, 12 people, with a coffee break and lunch.

• room, 8 h: €180
• coffee break: 12 × €6 = €72
• lunch: 12 × €18 = €216
• total excluding VAT: €468
• VAT 24%: €112.32
• total including VAT: €580.32

A calculation like this is simple when there are few rules. When season, day of the week, minimum number of guests and extras are added, manual calculation starts to produce mistakes.

How to set prices

There is no single right price, but a few questions help:

1. What are your costs per hour? Dividing heating, electricity, cleaning, staff and depreciation by the hours of room use gives a lower limit.
2. What is on the market? Look at public prices, such as the venues named above, and compare them with your room's size, location and equipment.
3. How often does the room stand empty? If weekdays are empty, think about a weekday discount.
4. What does the customer get for their money? Equipment, accommodation, parking and catering change the value of the room.

Start with a simple price list and add to it as you see which questions customers ask repeatedly. If the same question comes three times, the answer belongs in the price list.

Common mistakes

• A price is given, but it is not stated whether it includes VAT.
• The day rate is more expensive than eight hourly rates and the buyer cannot see why.
• The price does not say whether setup and cleaning are included.
• The cancellation terms exist only verbally.
• The price list is in a PDF that is out of date.
• The prices are on three different pages and do not match.

If you do not want to publish a price publicly

Some venues do not want to make prices public, for example because every event is different. Then there are three middle options:

• publish a "from" price for one typical format;
• publish a price list only for ordinary seminars and leave weddings and larger events under "ask for a quote";
• let the customer fill in a request form and show them an estimated price straight away.

The last option keeps the buyer on your site and also gives you the information you need, without you having to make a public price list.

How to put it to work

Once the price rules are clear, they can also be used in preparing quotes. Saalo supports hourly and daily rates, 8-hour blocks, per-person packages with a minimum number of guests, seasons, days of the week, extras, VAT and the "price on request" marker. The customer sees an estimated price based on your own rules as soon as they fill in the request. See the features and the pricing. For preparing quotes faster, read the article on preparing a quote.