The venue enquiry email venues answer

A busy venue reads a lot of enquiries. The ones that get a price back say the date, the numbers and the budget in the first few lines. Here’s one to copy.

Updated 19 October 2026 · 4 minute read

The email

Subject: 21st birthday for about 60 on Saturday 14 March: is the room free?

Hi venue name team,

I’m planning a 21st birthday for about 60 guests on Saturday 14 March, roughly 7pm to midnight. Our budget for the room, food and drinks is around 2,500.

Could you let me know:

  1. Is the room free that night, and until what time?
  2. What would the total be for 60 guests: room hire, a minimum spend or a price per head?
  3. What’s included (tables, music, a bar)?
  4. Can we bring a cake and decorations?
  5. What deposit do you need, and when is it refunded?

If that date’s taken, Saturday 21 March works too.

Thanks,
Your name
Your phone number

The marked parts are yours to change. The copy button keeps each one in square brackets, so none is missed.

Why it works

The subject says the event, the size and the date. Whoever opens the inbox can check the calendar before they open the email.

The budget is in the first lines. A venue can tell straight away whether it’s in range, and you won’t get a quote for a package you can’t afford.

Numbered questions get numbered answers. Five short questions are easy to answer in one reply, and easy to compare between venues afterwards.

A second date. Popular nights go first. Offering another night can turn a “no” into a “yes, but”.

Change it for your event

  • A work event: name the company, say whether you need an invoice, and ask about a screen and a microphone.
  • A wedding or engagement: say whether it’s the ceremony, the reception or both, and ask how long you can have the room.
  • A big party or a late night: ask whether they need security, and what time the music has to stop.
  • A small group: ask whether they have a private area, or a room that suits fewer people.

What to leave out

The long story of the event, a list of twenty questions and attachments. Ask the five that decide whether a venue is right; the rest can wait until it’s on your shortlist. The full list of questions to ask a venue is for then.

If they don’t reply

Wait three working days, then reply to your own email so it stays in the same thread:

Hi, just following up on my enquiry about hiring your venue on Saturday 14 March. Happy to give more detail if it helps.

One more follow-up after that is fine. After two, move on: a quick no is better than waiting. More in when a venue doesn’t reply.

Questions

How many venues should I email?

Enough that a few can say yes: some will be booked on your date, and some won’t reply. Start with the ones that fit best, and write to more if the first answers are no.

Should I phone instead?

Email first: you get prices in writing, and they’re easier to compare. Phone the one you choose, or one that hasn’t answered after two emails.

Can Eventier send this for me?

Yes. It writes one to each venue you pick, from an Eventier address of your own, and sends only the ones you approve. When a venue goes quiet it writes a follow-up for you to send, and it lays the replies side by side.