For renters

How booking works

Booking a facility on VenueSpree is a three-step process: search for availability, submit a request, and pay once it's approved. Here's exactly what happens at each stage.

1. Search

Browse an organization's facilities — gyms, fields, auditoriums, pavilions, and more — filtered by date, capacity, and location. Each department publishes a single live calendar, so what you see is what's actually available.

2. Request

Submit your requested date, time, expected headcount, and purpose. If your headcount triggers an insurance or on-site officer requirement, you'll see the exact cost before you submit — never as a surprise afterward.

3. Pay & get your permit

Once staff approve your request, pay according to the facility's policy — a deposit, the full amount, or after a free hold window — and your permit becomes available immediately.

Reservation status guide

Every reservation moves through a clear, visible status. You can check your status at any time from your renter dashboard.

PENDING

Your request has been submitted and is waiting for review by the organization's staff. Nothing is charged yet.

APPROVED

Staff have approved your request. Depending on the facility's payment policy, payment is now due — either in full, as a deposit, or after a free hold period.

PAID

Payment has been received (in full, or the required deposit). Your reservation is confirmed and your permit is available.

COMPLETED

The reservation date has passed. Any balance due before the event should already be settled at this point.

CANCELLED / DECLINED

CANCELLED means you or staff withdrew the request. DECLINED means staff reviewed it and could not approve it — you'll see a reason if one was provided.

Cancellation and change policies vary by organization

Each organization sets its own cancellation window and refund policy for its facilities. You'll see the applicable policy on the facility listing and again before you submit a request.