Event Space Booking Software

Keep conference room bookings in one shared schedule.

A training group needs the main hall, a workshop needs a breakout room, and your team needs to know what it can confirm. When requests come through different channels, it’s easy to offer the same room twice.

Choose a space, check real-time availability, and pick a time that works. See opening hours and available times in one place to help prevent double bookings.

Time selection with opening hours, a 60-minute duration and selected 12:00–13:00 slot, overlapped by a guest booking form with email, phone number and Book action

Flat-floor conference hall with rows of chairs facing a wall-mounted whiteboard

“10 shared spaces. 1,000+ bookings a year. From endless emails to self-service bookings in just a few clicks.”

10shared spaces 1,000+bookings per year 3operating modes

Jakub Šandera, rental manager Community Space Smíchov

Read the case study Community Space Smíchov during a community event

Make event space booking easy from day one.

Start with one space and a small group of people. Expand at your own pace.

Keep calendars in sync.

Connect Microsoft or Google calendars so booking fits into familiar workflows.

Put booking where people already are.

Embed booking on your website or share a direct link with members and visitors.

Public website booking form for a bookable shared space

Book from mobile or QR.

Let people open booking from their phone or scan a code directly at the space.

Available in 18 languages

Give members and visitors the same familiar booking flow in their own language.

Whatspot speaks 18 languages

GDPR compliant Hosted in Germany

The booking features you need, at a glance.

Recurring bookings

Schedule regular bookings without creating each one separately.
Booking quotas

Limit bookings per person, per day, week or month.
Booking approval

Review booking requests before confirming use of the space.
Booking rules

Set allowed booking days, times and maximum booking length.
Operating hours

Define when spaces are normally available for booking.
Public booking links

Let visitors request a space through a shared link, without signing in.
Automatic no-show release

Free up spaces automatically when a required check-in is missed.

Event space booking software pricing

Choose a plan based on the number of spaces you make bookable. Count each independently bookable hall, conference room or breakout room as one spot.

Bookable spots

3

Included

Unlimited bookings
Public booking form
Booking schedules
Booking approval
Recurring bookings
Statistics
Calendar sync

What teams managing shared spaces say

Read feedback from Whatspot users who coordinate rooms and other bookable spaces.

★★★★★

A Gamechanger for My Tutoring Office I absolutely love Whatspot! It’s super easy to use, visually appealing, and a perfect fit for my small tutoring business. The free option is a huge plus, and the ability to book recurring meetings makes scheduling effortless. It’s become more than just a room reservation tool—it’s an essential part of how we organize our sessions!

Tina J., Capterra

★★★★★

Effortless Workspace Management Whatspot makes managing meeting rooms and workspaces incredibly simple. It's intuitive, efficient, and saves us time. Plus, their support is always quick to help when needed. Highly recommended!

Fariñas L., Capterra

★★★★★

Efficient, Smart, and Multilingual A really effective tool that helps companies increase the efficient use of their shared resources. Very easy to use tool with some excellent features, like allowing non-registered users to have access, plus many different language versions. There are regular improvements too, often based on customer feedback.

Mark H., Capterra

★★★★★

Simple and Effective Meeting Room Management We are very pleased with Whatspot for managing meeting room reservations and other spaces in our organization. It has significantly streamlined and improved the process. The application is highly intuitive, easy to manage, and simple to operate.

Armando V., Capterra

★★★★★

Fast and Easy Conference Room Booking Whatspot has saved us time by replacing manual booking with a quick and efficient online system. Now, everyone can easily choose a time and reserve a conference room hassle-free!

Jerry W., Capterra

★★★★★

Great for Managing a Shared Room We use Whatspot to manage a single room for meetings, lessons, and departmental functions, and it works exactly as we need. The free version is perfect for a shared space used by different groups, making it easy for everyone to see availability and book. No other free products offered the ease of use that Whatspot did.

Bronwyn M., Capterra

Translated from the original language.

Booking for the other spaces you share

Manage more than event spaces? Explore Shared Spaces booking software for rooms and facilities used by members, visitors and communities.

Modern office with shared desks and meeting rooms

Offices & meeting rooms Help teams share meeting rooms, desks, parking and workplace resources without conflicts. Explore use case

Coworking spaces Coordinate desks, rooms, members and visitors from one booking system. Explore use case

Education & universities Share classrooms, study areas and specialist facilities across different groups. Explore use case

Community members sharing a local activity space

Community centers Balance recurring programs, public access and manager approval. Explore use case

Guests at a celebration in a shared community hall

Churches & nonprofits Open rooms to ministries, volunteers and local groups while administrators stay in control. Explore use case

Libraries Make study rooms, meeting areas and community facilities easy to reserve. Explore use case

Outdoor tennis courts beside a modest clubhouse

Tennis courts Make court time clear for players, coaches and visiting guests. Explore use case

Quiet consultation room prepared for visitors

Consulting & therapy centers Keep consultation rooms available with the right access and booking windows. Explore use case

Spacious dance hall with mirrors, ballet barres and wooden flooring

Dance studios & performing arts Share dance halls and rehearsal studios across lessons, practice and outside hire. Explore use case

Rehearsal room with a drum kit, amplifiers and microphone stands

Music studios & rehearsal rooms Coordinate regular rehearsals, recording-room requests and private practice spaces. Explore use case

Community sports centre with an indoor hall and outdoor games court

Multi-sport facilities Coordinate independently bookable sports halls, courts and pitches in one schedule. Explore use case

Wedding venues Keep venue visits, event spaces and bookings in one place. Explore use case

Event venue booking software FAQs

How does event venue booking software work for conference centers?

Set up each hall, conference room or breakout room as a bookable space with its own availability. At a conference center, for example, an organizer can check when the main hall is free and send a request online. Your team reviews it alongside its own bookings and confirms the space when it fits the schedule.

Can external visitors book without an account?

Yes. You can publish availability and a booking flow for selected spaces without requiring visitors to create an account. Internal users can continue booking through their own accounts, and both flows stay in one calendar.

Can hotels use Whatspot for meeting and conference rooms?

Yes. A hotel can list its meeting rooms and function spaces, show available times and review requests from outside organizers. Use Whatspot to coordinate the room and time. Keep accommodation, group room blocks and catering in your existing hotel workflows.

Can staff book privately while external organizers request selected spaces?

Yes. Give staff access to private categories and use a public category for spaces you want to offer to outside organizers. Public requests require approval. Private categories can also require approval if your team needs it.

Can we schedule a main hall and breakout rooms separately?

Yes. Add each independently bookable room as its own spot and set its availability. For a conference that uses a hall in the morning and two breakout rooms in the afternoon, your team can check and reserve each space for the time it is needed.

What does a room booking cover?

It reserves use of the room for the agreed time. Handle quotes, venue hire contracts, catering, and attendee registration through your existing processes.

When is Google or Outlook Calendar not enough for shared-space booking?

Google or Outlook Calendar can work for straightforward scheduling. When several groups share spaces and visitors need to request time, a calendar alone may leave your team coordinating access, booking rules and approvals manually. Whatspot provides a booking flow for invited users and public requests, with space availability and control over confirmation. You can keep using connected Google and Outlook calendars alongside it. Read why Google or Microsoft Calendar may not be enough for room booking.

Event space booking software

Give organizers a clear way to request your event spaces

Keep conference room bookings in one shared schedule.