Room rental at your community center: how to do it professionally
Why online space rental pays off
Visitors nowadays expect to be able to reserve a space 24/7, just as they would book a hotel room or a restaurant. If your community centre is only available by phone or during office hours, you're missing out on customers. An online booking system ensures that:
- Customers can book at any time
- Double bookings are impossible
- Invoices are automatically generated and sent
- You spend less time on administration
The right pricing strategy for your spaces
Many community centres charge a single fixed price per day. But there are smarter ways that work better for both you and the renter:
Hourly rate
Ideal for meetings, training sessions and short gatherings. An hourly rate attracts more customers who do not need the whole day. Charge on average €15 to €40 per hour for a meeting room, depending on location and facilities.
Day parts
Divide the day into morning (08:00–12:00), afternoon (12:00–17:00) and evening (17:00–22:00). This allows you to rent the same space three times a day to different renters.
Daily rate
Suitable for larger events, weddings and birthday parties where the space is occupied for the whole day. Includes set-up and take-down time.
What you need to arrange before you start?
Before you start renting out, there are a number of things you should have in order:
- Rental regulations: What are the house rules? Is alcoholic beverages allowed? Until what time may music be played?
- Liability: Ensure that hirers sign a statement about damages. Some organisations require a deposit.
- Insurance: Check whether your association's insurance provides cover when renting to external parties.
- BTW: The letting of real estate is, in principle, exempt from BTW, but there are exceptions. Consult with an accountant.
How to make your space attractive?
A good photo works wonders. Ensure professional photos of your space in daylight. Mention the capacity, available equipment (projector, sound system, whiteboard) and the ambience. Also indicate what is not present, so renters are not surprised.
Also describe the location: is there free parking? Is the space wheelchair accessible? Is there public transport nearby?
Automated invoicing saves hours per month
A good system automatically sends an invoice after booking confirmation. Ensure that your invoice includes your IBAN, KvK-number and any BTW information. With software such as Verenigingsplanner, invoices are generated as PDFs and sent directly by e-mail. This way you don't have to do anything yourself.
Tips for a smooth start
- Start with two or three spaces, not all of them at once
- Set clear cancellation terms
- Promote your spaces via social media and the local newspaper
- Provide a confirmation email with practical information (parking, keys, Wi‑Fi code)
Space rental is a sustainable way to generate income that you can reinvest in community activities, maintenance and volunteers. With the right approach and the right software, it's easier than you think.