Frequently Asked Questions

Why should I create an account?

If you’re just browsing through the venues you won’t need an account, but if you’d like to request quotes or list a venue, then you’ll want full access to your own personal dashboard – in which case you’ll need an account

How do I register and log in?

Simply click the SIGN UP button at the top right of the page. You will be asked for your name, email address and to create a password. Tick the box stating that you agree to the Terms of Service and click "Sign Up". You will then receive an email asking you to verify your email address. Simply log in to your email account, find the email and click the link. Done. You can now log in and start using your free account!

What can I do from my personal dashboard?

Every EventRoom account holder gets access to their own personal dashboard. The dashboard is the same for everyone, whether you’re a venue owner or a party planner. From your dashboard, you can list a venue you own, save the details of an event you’re planning for, add and save your favourite venues and communicate with other users.

Can I delete my account at any time?

Of course you can! Just email customer support and tell them you want to permanently delete your account and they’ll take care of it for you.

How much will it cost me to list my venue on EventRoom?

Nothing! At present there are no sign-up or subscription fees, and no commission. In the future we’ll be moving over to a subscription model, but it’ll be your choice to remain listed or delete your listing(s) at that point – and it’s only then that you’ll be asked for banking details. Listings will start at R100 per month.

How do I list my venue?

Once logged in there are 2 ways to list your venue yourself: 1) Click one of the blue “List your venue” buttons in either the top or bottom navigation bars; or 2) Navigate to your Dashboard by clicking your name on the top right of the page, click “My Listings” and then click “List your venue”. Alternatively, navigate to the “How it Works” page and click on the “We’ll do it all for you!” button. We’ll then contact you to get all relevant information and list your venue/s for you.

Why do I have to enter the pricing of the venue when I list it, when I will quote for each separate event?

The pricing field is just to give planners a rough estimate of the minimum amount you might charge for an event held at your venue. This is to ensure that you don’t get hundreds of quote requests from people who can’t afford your venue.

How do I edit or delete my listing(s)?

Navigate to the “My listings” tab on your dashboard. Here you’ll find a list of all the venues you’ve listed on EventRoom. Next to each one, you’ll see three buttons that you can use to view, edit or delete that particular listing. Simply click on the relevant button and follow the prompts.

How will event planners get in touch with me?

Directly though the website. Planners can either request a quote or send you a direct message asking for more details on your venue. You are welcome to exchange phone numbers, email addresses, price lists, menus or anything else through the messaging system on the website.

How will I be notified when I’ve received a quote request?

You’ll receive an email notifying you that you have received a quote request. In addition, a number will appear on your Dashboard next to the “My Listings” tab, indicating how many pending requests you have. In order to make sure that no leads are lost we recommend that you respond to all requests as they are made, or as soon as possible thereafter.

How do I ensure that my venue is not damaged by event attendees / suppliers?

There are several ways to safeguard your venue from damage. Firstly, you can specify which kinds of events your venue is suitable for – so if your venue has pristine white furniture and fragile works of art, don’t click “kids parties.” Secondly, you’re not obliged to quote for or host every request you receive. If you don’t like the sound of a particular event, don’t host it. You are also welcome to speak to the planner before quoting for an event. You may also require a refundable deposit to cover any breakages / damage and we have included this option in the quote template. Finally, we encourage venue owners to purchase insurance to cover any loss or damage incurred at events hosted at their venues. Please speak to your insurance company about this.

How do I create an event?

Once you’ve logged in, click on your name in the top right hand corner of the screen, then click “My Events”. Click the “Create New Event” button and follow the prompts. Save your event details so that you only ever have to enter them once.

How do I request quotes from venues?

First you’ll have to create an event (see details above). Once you’ve done this, find the venues you’re interested in and then click the “Request Quote” button for each venue you want to receive a quote from. The system will automatically send them all your saved event details and ask them for a quote.

Where will I see the quotes that I receive?

You will receive an email notifying you that you have received a quote. A link to each quote will also appear on your dashboard under “My Events", next to the event to which it relates.

Can I negotiate on a quote?

Yes, if the quote is slightly out of your budget you can reply to the venue using the messaging system and ask for a reduction or a cheaper package.

Once I have accepted a quote for a specific event, what happens to all the other quotes I requested/ received?

Once you’ve accepted a quote from a venue, all the other quotes you received for that event become inactive. The unsuccessful venues will also receive an email informing them that their quotes haven’t been accepted, and that the event has been planned at another venue. It’s all automated, so you don’t have to worry about a thing.

Wouldn’t it be cheaper for me to book directly with the venue?

No. All venues have signed terms and conditions which prohibit them from charging EventRoom customers a higher-than-normal rate for venue hire.

How do I pay for the venue hire?

Once you have accepted a quote and confirmed your booking, the venue will contact you directly to arrange payment. Depending on the venue, there may be a deposit amount payable to confirm the booking. Refundable deposits may also be required to cover any breakages or other damage that may be caused by your event.

How and when do I, as the event planner, pay EventRoom?

Never! Our website is absolutely free for all event planners. You get free reign to use our website to make your event unique and easy to plan. Happy searching!