The Venue Hold System Explained: What "First Option" Really Means.

When booking an event venue, you may hear terms like "first option," "joint first," or "provisional hold." But what do they actually mean? More importantly, how much security do they offer when securing a venue for your event?

In this guide, we’ll break down the venue hold system, explain why 14 days is the industry standard, and outline the best way to shortlist and secure the perfect venue without losing out.

What Is a Venue Hold?

A venue hold is a temporary reservation placed on a venue while final details are confirmed. It gives event planners time to:

✔ Check availability and compare venues

✔ Confirm budgets and event details

✔ Get internal approvals or client sign-off

Holds do not require payment but ensure that no other booking can take your preferred date while you finalise arrangements.

How Long Does a Venue Hold Last?

The standard industry hold period is 14 days (although there is no official guidance on this and it may vary from venue to venue), allowing planners to organise details before committing. If more time is needed, most venues offer extensions in additional 14-day periods—but only if requested and agreed upon.

However, not all venues or agents follow this automatically. Many do not place a hold unless specifically asked, meaning you could lose the space to another booking if you assume it's secured. This is so that venues diaries do not get clogged up with bookings holding space for clients who are not potentially interested or have not yet looked at the venue.

First Option, Joint First & Provisional Holds—What’s the Difference?

✅ First Option Hold

A first option hold means you have priority over the date, but you must confirm before a set deadline. If another client expresses interest, you will be given the chance to confirm or release the space.

Key takeaway: A first option hold secures your priority, but if someone else challenges it, you must act quickly.

✅ Joint First Option

Some venues may offer a "joint first" hold, meaning two or more clients are holding the same date. This can cause uncertainty, as there is no clear priority unless one party is ready to confirm first.

Key takeaway: If a venue offers "joint first" instead of a standard first option, ask for clarification—does this mean you’re on equal standing with others, or does another client have priority?

✅ Provisional Hold

A provisional hold is a soft booking, often without a clear confirmation deadline. It does not always guarantee exclusivity, and another client could book over you if they’re ready to confirm.

Key takeaway: If a venue gives you a provisional hold, ask: Will I be given notice before another booking confirms? Is there a deadline for my decision?

Why You Should Shortlist & Hold Venues Accordingly

Rather than assuming venues will automatically hold your date, it’s best to:

• Shortlist 2-3 venues that meet your criteria

• Request a first option hold for your preferred choice

• Confirm if additional time can be granted after 14 days

• Avoid holding too many venues at once, as some may not offer flexibility if they know you’re undecided

What Happens After the 14-Day Hold Period?

At the end of the 14-day period, you typically have three options:

1️⃣ Confirm & Contract – Proceed with booking the venue and sign the contract.

2️⃣ Extend the Hold – Request a further 14-day extension (if allowed).

3️⃣ Release the Hold – Let the venue know you won’t proceed, freeing up the date for others.

Does Holding a Venue Mean My Date is Secure?

Many clients assume that once a venue is on hold, they have plenty of time to decide—but this is not always the case.

• Your hold can be challenged at any time if another client expresses interest in the same date.

• When this happens, the venue will give you a challenge period of 24-48 hours (venue-dependent) to confirm your booking or release the space.

• If you fail to confirm within this timeframe, the venue will offer the date to the other client, and you risk losing it.

Pro Tip: Never assume your hold guarantees the venue indefinitely. If it’s your top choice, be prepared to confirm quickly if challenged.

Key Takeaways for Event Planners

✔ Always request a first option hold explicitly – don’t assume it's automatic.

✔ Understand the venue’s hold policy – some follow the 14-day standard, others don’t.

✔ If given a "joint first" or "provisional hold," ask for clarity on what it really means.

✔ Keep track of hold deadlines so you don’t lose your preferred venue.

By understanding the hold system, you can navigate the booking process with confidence and ensure you secure the best venue for your event.

Need expert venue-finding support? Match My Venue helps you secure the perfect space—get in touch today

Q&A: Your Venue Hold & Booking Questions Answered

Need clarity on venue holds and bookings? Here are answers to common event planning challenges:

1️⃣ If I need to make changes to my event, what should I do?

• If your event details change (guest numbers, timings, catering needs), inform the venue as soon as possible.

• Minor adjustments may be accommodated easily, but major changes (e.g., date shifts or different room layouts) might require a new hold or renegotiation.

• If you're close to the contract signing stage, ensure any changes are reflected before finalising.

Pro Tip: Keep a clear record of all communications with the venue to avoid confusion later.

2️⃣ One of my suppliers is being slow—what should I do?

• If a supplier (AV, catering, décor) is slow to respond, check their contractual deadlines for confirming requirements.

• Let the venue know there’s a delay—they may have a preferred supplier list or flexibility to work around it.

• If the delay risks missing the hold period, consider asking the venue to extend your option while finalising details.

Pro Tip: Always have a backup supplier in mind for critical services.

3️⃣ We are reviewing the venue contract—what should we do?

• Read the contract carefully, paying attention to cancellation policies, payment terms, and included services.

• If anything is unclear, ask the venue for clarification or amendments before signing.

• If legal or procurement teams are involved, let the venue know early—this process can take longer than expected.

Pro Tip: Match My Venue offers contract review support to flag any hidden costs or restrictive terms. If you are being challenged whilst reviewing the contract, explain to the venue how much time you require for your legal team to review and come to an arrangement that suits both sides.

4️⃣ The venue has given us a "joint first" hold—should I be concerned?

• Ask the venue what this means. Does it mean you and another client have equal priority? Or is it first-come, first-served?

• If another client is interested, find out how much notice you’ll get to confirm before losing the date.

• If the event is crucial, consider moving to contract sooner or holding an alternative venue as a backup.

Pro Tip: Avoid false security with "joint first" options—always clarify priority.

5️⃣ We need more time before making a decision—can we extend our hold?

• Standard hold periods are 14 days, but many venues allow extensions upon request.

• If your hold is expiring, speak to the venue before the deadline to negotiate an extension.

• Some venues may extend for another 14 days, while others may require firm commitment to continue holding the space.

Pro Tip: If unsure, shortlist an alternative venue in case your first option isn’t extended.

6️⃣ What happens if someone else challenges my first option hold?

• If another client wants to book your held date, most venues will give you first right to confirm within a set timeframe (often 24-48 hours).

• If you’re not ready to commit, you may have to release the hold or risk losing the venue.

Pro Tip: If you’re likely to confirm, don’t wait until someone else challenges your hold—finalise sooner. You can always secure the venue and then work on your suppliers afterwards.