Platform · Community centers and halls
Community centers, halls and the rooms your city rents out most.
The first business area most cities put on OptimoGov, because it is where the volume is. Halls, meeting rooms, kitchens, studios and multipurpose spaces, booked by residents on your own portal against your adopted fee schedule.
Works for single-site community centers and for cities running dozens of buildings on one diary.
What this business area covers
- Bookable
- Halls, function rooms, meeting rooms, commercial kitchens, studios, multipurpose spaces
- Booking types
- One-time rental, recurring series, seasonal, internal use, permitted events
- Rate classes
- Resident, non-resident, nonprofit, commercial, co-sponsored, internal
- Conditions
- Deposits, insurance, waivers, after-hours surcharges, capacity limits
- Booking types
- Casual, recurring, seasonal and internal
- Approval
- Auto-approve or staff review, per room
- Payment
- Deposit at booking, balance before the date
- Portal
- Your brand, your domain, WCAG 2.1 AA
What it books
Every space in the building, described once.
Each room is set up with its capacity, its equipment, its amenities and its own rules. Residents see what a room actually is before they request it, which is most of the reason booking staff get fewer phone calls after go-live.
- 01
Rooms and halls
Capacity, layout options, equipment, accessibility features and photographs, shown on the portal so a resident can judge a room without calling.
- 02
Setup and teardown
Buffer time held either side of a booking so two renters are never scheduled back to back in a room that needs resetting.
- 03
Equipment and resources
Projectors, chairs, tables, AV and staff attached to the booking, so a room is never confirmed without what the event needs.
- 04
Kitchens and licensed spaces
Commercial kitchens, bars and licensed areas with their own conditions, food handling requirements and additional insurance limits.
The rules it enforces
Your rental policy, applied to every request.
Wyndham City Council
Community learning centers and multipurpose halls went live in the first phase, replacing a mix of online forms, paper forms and basic diaries across separate business units, with the finance system connected so rental revenue reconciles without re-keying.
- Your adopted fee schedule. Hourly, half-day, daily and per-session rates, minimum durations, after-hours and holiday surcharges, with effective dates so a rate adopted in October can start on January 1.
- Residency and organization tests. The applicant's address is checked against your jurisdiction boundary, and organization type sets the tier: private, commercial, nonprofit, co-sponsored or another department.
- Deposits and damage. Held at booking, released or partially retained after inspection, with the reason recorded against the booking and reconciled to your ledger.
- Certificates of insurance. Required limits per room class, additional insured verification, expiry tracking and a hard block on a rental with lapsed coverage.
- Approval routing. A meeting room auto-approves, a hall with alcohol routes to the reviewer your delegation names, and reminders stop a request sitting on one desk.
- Conflict detection. Across the whole portfolio, including maintenance closures, city holidays and adjacent spaces where a divider is open.
Questions
Asked on most calls.
If your panel needs an answer that is not here, send the question and we will publish it.
Can different rooms have completely different rules?
Yes. Hours, minimum and maximum durations, advance booking windows, buffer times, rate classes and approval routing are set per room, not per building. A studio can auto-approve at two hours while the main hall routes to a supervisor.
What happens with recurring renters?
A regular renter books a series once, it is reviewed once, and it applies to every date. You can invoice monthly or per date, and roll the series forward to the next term without rebuilding it.
Can we keep taking counter and phone bookings?
Yes. Staff enter those in the same diary, on the same customer record and the same ledger, so your reports cover every booking rather than only the online ones.
Bring this business area to the demo.
Forty-five minutes against your own facilities, your own fee schedule and your own approval rules. No slides.