Handling Booking Requests
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When an organiser wants to rent your venue, they submit a booking request with their dates, expected guest count, and optionally a package or individual services. You review it from the venue's Booking Requests page and approve, decline, or later mark it completed. There is no separate global inbox for this across venues — open the venue from My Venues first, then its Booking Requests button.
The lifecycle
| Status | Meaning | Who can move it |
|---|---|---|
| Pending | Submitted, awaiting your response | You: approve or decline |
| Approved | You accepted the request and set a price | You: mark completed. Organiser: cancel |
| Declined | You turned it down | Final — no further action |
| Cancelled | The organiser withdrew a pending or approved request | Organiser only |
| Completed | You marked an approved booking as finished | Final — enables an organiser review |
Note the gap: once you approve a request, you cannot decline or reject it yourself afterwards — the only options left are marking it Completed, or the organiser cancelling it. Approve carefully.
Receiving a request
An organiser fills in requested dates (the start date must be today or later), an optional link to one of their own upcoming events, an optional package or a pick-list of your individual services with quantities, and a free-text message. Submitting still does not check your calendar or block the request — a request can land for a date you have already blocked or already confirmed to someone else — but if those dates already clash with a block, an already-scheduled event, or another approved booking, the organiser is shown a warning naming the clash right after submitting, so they usually know before you do.
There is also no email or notification sent to you when a request arrives. The only signals are the pending count on your venue owner Dashboard and the request itself sitting in that venue's Booking Requests list — check both regularly rather than waiting to be told.
Reviewing and responding
- Open the venue's Booking Requests list; filter by status if you need to.
- Open a request to see the organiser's name and email, requested dates, linked event (if any), expected guests, their message, and the requested services with a running total.
- Check both your availability calendars for the same dates as a matter of habit — approval itself is guarded (see below), but seeing the full picture helps you decide between two requests you could otherwise both approve individually.
- Approve Request — edit the Total Price (pre-filled from the requested services, but freely editable), optionally set a Deposit Amount, add a Response Message, and submit.
- Decline Request — optionally explain why; this is only available while the request is still Pending.
- Once Approved, a Mark as Completed button appears — there is no date check behind it, so you can use it any time after approval, including before the booked dates have actually passed.
Double-booking: what EventMann does and does not prevent
- Does not block a submission for a date you've blocked or already committed elsewhere — the organiser can still send it, though they're warned about the clash when they do.
- Does check for a clash the moment you click Approve — against your manual blocks, against any event already scheduled at the venue, and against every other booking request you've already approved. If the dates overlap, approval is refused and you're told what it clashes with, so you can decline this request or resolve the other side first.
- Does not automatically decline or flag other pending requests for the same dates once you approve one of them — you'll only find out when you try to approve one of the others, since that's where the check runs.
- Does give you the raw material to check by hand ahead of time too: the per-venue calendar (your own hosted events and manual blocks) and the sidebar Calendar (every pending, approved, and completed request across all your venues, plus blocks).
What approving actually commits you to
Approving a request does not trigger a charge, an invoice, or any Stripe transaction — EventMann does not process payment for venue bookings. The Total Price and Deposit Amount you enter are figures both sides can see, not a payment instruction; you and the organiser arrange and confirm actual payment between yourselves. A deposit can be shown as Paid once recorded, but nothing on these screens currently lets you set that yourself, so treat it as informational rather than a live payment tracker.
Good to know
- Only the organiser can cancel a request, and only while it is Pending or Approved; you have no equivalent “withdraw my approval” action.
- Once a booking reaches Completed, the organiser can leave a review; if one exists, you can post a single reply to it from the same request detail screen.
- Deleting the venue permanently deletes every booking request tied to it — pending, approved, or completed — along with its reviews, with no way to recover them. Do this only once you are certain, and never as a way to “clear” an unwanted request; decline it instead.
Troubleshooting
- I approved a request but the organiser has not paid anything — expected; approving records a price, it does not collect one. Arrange payment directly with the organiser.
- Two overlapping requests for the same weekend are both sitting in Pending — expected; nothing stops two people requesting the same dates. Approve the one you want, then decline the other — approving it too will now be refused as a clash.
- Approve Request refuses with a clash message — the venue is already committed for those dates, against a manual block, a scheduled event, or another approved booking; the message names which one. Decline this request, or free up the other side first (cancel/complete it), then retry.
- The Approve / Decline buttons have disappeared from a request — it is no longer Pending; once Approved, only Mark as Completed remains available to you.
- I never got notified about a new request — there is no email or alert for this; check the pending count on your Dashboard or the venue's Booking Requests list directly.