The Golden Rule: Locations vs. Spaces
Before you begin, it is critical to understand how lo:live is structured. You do not book or option a location. You book or option a space within a location.
Location: The overarching venue (e.g., Somerset House or Battersea Power Station).
Space: A specific, individually bookable area within that venue (e.g., the Embankment Galleries within Somerset House). Each space has its own dimensions, rules, availability, and pricing.
What is the difference between an option and a booking?
Option: A request to temporarily hold a space, subject to approval. It is completely free and carries no financial commitment. In simple terms: "Please hold this space for me if approved."
Booking: The formal, legally binding next step when you are ready to financially commit. In simple terms: "I am ready to formally proceed with this space."
Step 1: Search for Locations
Your journey begins on the lo:live search page.
Use the Where, What, and When fields to filter by city, space type, and your desired dates.
Browse the search results, which will display matching Locations. Each location card shows the venue name, city, starting daily rate, weekly footfall, and the number of bookable spaces within it.
Click on a location card that fits your campaign to open the Location Page.
Step 2: Explore the Location Page
Once you click into a location, you are viewing the parent venue. Here, you can review the venue's description, browse the photo gallery, and check the Demographics tab to ensure the venue's natural footfall matches your target audience. To progress toward an option, you need to find a specific space:
Navigate to the Spaces tab (this is the default active tab).
Browse the available spaces, which are grouped into Activation spaces (for brand experiences/pop-ups) and Media spaces (for digital displays/advertising).
Use the filters at the top of the tab (Get dates, Use of Space) to narrow down the options.
Click on a specific space's name or photo to open the Space Page.
Step 3: Evaluate the Space Page
The space page is the most important in the optioning process. It contains everything you need to assess the specific area. Because an option should only be used for a space you are seriously considering, read through the detail tabs carefully:
General: Review the opening times, physical dimensions, approved uses (e.g., sampling, retail), specific rules, and applicable VAT.
Additional cost: Check for any extra fees set by the venue, such as council ground fees, parking suspension, or production costs.
Rules of space: Read the full acceptable use policies before proceeding.
Utilities & Operations: Confirm available services (power, water, Wi-Fi) and review setup/derig protocols.
If you have questions at this stage, use the Message button to contact the location provider directly.
Step 4: Select Your Dates, Check Availability, and Get Pricing
On the right side of the space page (or sticky as you scroll on desktop) is the Get availability and price panel. This is where you lock in your desired dates and determine your total cost. First, review the calendar. The colours indicate the current status of the space:
Red (Booked) / Amber (Optioned): These dates are taken or currently held.
Grey (Unavailable) / Closed indicator: The space is blocked by the provider or not operating.
Note marker: The provider has left a specific message about these dates.
Click your preferred start date and end date. Depending on how the location provider manages that specific space, the system will adapt to one of the following capabilities to confirm your dates and provide your pricing:
Live Availability & Pricing: The calendar shows real-time availability. The panel immediately calculates your exact total cost for those dates (including VAT).
Pricing Confirmed, Availability on Request: The system knows the daily rate and calculates your exact cost immediately, but the availability isn't live on the calendar. Selecting dates prepares an availability request for the provider.
Price on Application (POA): Neither pricing nor availability is live. Selecting dates prepares a combined request asking the provider for both a custom quote and availability confirmation.
Waitlist (Registered Interest): If your selected dates overlap with existing bookings or holds, the system allows you to register an interest. If the dates free up, the provider can offer them to you.
Step 5: Choose How to Proceed
How you proceed next depends entirely on the specific capabilities of the space:
If Availability and Pricing are Live: You have full immediate control. You can choose to Add to Campaign, Book, or click Option directly from the space page to submit a free 14-day hold request.
If Availability or Pricing is Missing: You will need to request them. Important Note: To send a request, you will be required to add the space to a Campaign. Your Campaign acts as your central workspace. Once the request is sent, the Location Provider (LP) will get back to you with the confirmed available dates and/or pricing. Once confirmed, you will then have the ability to click Option.
Step 6: Wait for Approval
Clicking "Option" submits an option request to the location provider. At this stage, the space is not yet held for you. The request must first be reviewed and approved.
The location provider may:
Approve the option.
Decline the option.
Come back with further clarification or updated terms.
Step 7: Your 14-Day Option Period Begins
If your option request is approved, the space is then held exclusively for you for 14 days. During those 14 days, you can choose to:
Book it: if you have internal sign-off and are ready to move forward.
Release it: if your plans change and you no longer need the space.
Cancel it.
Extend it: by 2 days if you need a little more time to finalize your decision.
This gives you a short, protected period to finalize your budget, finish operational planning, and gather internal signatures without risking someone else taking the space.
Step 8: Manage Your Option via the Campaign Workspace
Your Campaign is your live planning board and workspace. This is where you track your requests and manage your active options.
Progressing Your Requests
If you had to request availability or pricing, monitor your Campaign. As soon as the Location Provider responds with the approved dates and costs, your activity status will update. From within your Campaign, you will now have the option to "Option" or "Book" the space.
Tracking Option Statuses
Common statuses you may see in your Campaign workspace include:
Optioned pending approval: You have submitted an option request, but the location provider has not yet accepted it.
Optioned: The option is approved. The 14-day hold is active.
Option declined: The location provider declined your hold request.
Option released: You released your active hold back to the public market.
Campaign Communications & Sharing
Messaging: Click the message icon on any activity to chat with the provider directly within the context of that specific campaign.
Sharing: Use the Share button to invite team members, download a PowerPoint deck for clients, or export your entire activity list to Excel.
Frequently Asked Questions
What is an option on lo:live?
An option is a request to hold a space for your chosen dates before committing to a booking. The request must first be approved by the location provider.
Does an option start immediately after I submit it?
No. The option request must first be approved. Only then does the option become active.
How long does an option last?
Once approved, an option lasts for exactly 14 days.
Is optioning a space free?
Yes. Optioning a space on lo:live is completely free and requires no deposit or financial commitment.
Why should I option a space instead of booking it straight away?
You should option a space when you want to secure the dates but still need time for client approvals, budget sign-off, or final planning. Choose "Book" when you are fully ready to commit.
What happens if a space does not have live pricing or availability?
You will need to request it. You do this by selecting your dates and adding the space to a Campaign. This sends a request to the Location Provider. Once they respond with approved dates and costs, the status in your Campaign will update, and the "Option" button will unlock.
Can an option request be declined?
Yes. The location provider must review and approve the request first.
Can I extend an option?
Yes. Once approved, an option can be extended by 2 days.
Can I cancel or release an option?
Yes. If your plans change, you can cancel or release it from your Campaign workspace to free up the dates for others.
Can I message a location provider?
Yes. You can message them directly from the Location Page, the Space Page, or by clicking the message icon next to any Activity in your Campaign. All conversations are logged in your account's Messages section.