Understanding the Booking and Invoicing Process on lo:live
Once your location scouting is complete and you have found the perfect event space for your brand activation, the next step is officially securing the site.
To ensure a smooth transition from campaign planning to execution, it is important to understand exactly how bookings, approvals, and payments are handled. Here is a detailed, step-by-step guide to the booking and invoicing workflow on the lo:live platform.
The Standard Booking and Payment Process
When you are ready to secure a space for your campaign, the platform follows a structured sequence to keep you, the location provider, and your finance team fully aligned.
1. Initiate Your Booking and Provide Billing Details
Once you have finalised on the space you will love to book, you can initiate a booking request directly through the lo:live platform. This signals to the location provider that you are ready to commit to the dates and terms discussed during your messaging phase.
As part of this initial booking step, you will be required to create a billing details record. You will be prompted to fill out a secure form capturing your primary billing contact details, your full company address, and your company's tax information (such as VAT or GST).
2. Receive Your Booking Request Confirmation
Immediately after submitting your request, a booking request confirmation email is sent to you. This email serves as an automated receipt acknowledging that your request has been received, though it is still subject to the location provider's final approval.
This initial email outlines the required health and safety documentation (like your RAMS and public liability insurance) that our team will need to get your booking approved. Importantly, this email also includes a direct download link and a PDF attachment of the official Booking Terms so you can review the legal conditions of your hire right away.
3. Booking Approval and Official Confirmation
Once the location provider officially approves your request, you will receive a second email: your official booking confirmation. This email provides a summary of your finalised booking—including the campaign name, dates of hire, duration, total cost, and applicable VAT—along with direct download links for your official Booking Confirmation PDF and your install pack.
The downloadable Booking Confirmation document acts as your formal agreement and contains vital information, including:
Your unique booking confirmation number, hirer details, and campaign summary.
A complete breakdown of the costs, including the total cost of the space and any applied VAT.
The "Specifics of Hire" for your chosen space, which details specific rules around sampling age limits, health and safety procedures, contractor approvals, and the cancellation fee structure.
The full, legally binding Booking Terms govern your use of the space.
Note: As stated in the confirmation email, your final permission to access the space on the day of the event remains contingent on the location approving all of your required health and safety documentation within the specified timescales.
4. Invoice Generation and Delivery
Following the approval and the issuance of your booking confirmation, the platform automatically generates your invoice.
This invoice is built using the exact billing details you provided during step one and is generated for your billing address. To expedite the payment process:
The invoice is immediately available and sent to the person who requested the booking.
Our office team will also email the generated invoice directly to your company's finance team from accounts@locationlive.com. (We always advise asking your finance department to check their spam or junk folders). * The invoice contains all necessary payment instructions and our official banking information.
5. Client Sends Payment
Using the banking information provided on the invoice, your finance team processes the payment. Once the funds are cleared, the space is fully secured for your activation. Please note that other paperwork, such as Health and Safety documents and Public liability Insurance maybe required by the location provider before you can activate at the space
Handling Additional Operational Invoices
For many experiential marketing activations, the baseline location hire is just the beginning. There may be extra operational costs associated with the site, such as power access, overnight security, or specific delivery and logistics requirements.
These costs are handled slightly differently but follow the same secure financial path:
Out of Platform Calculation: Because these requirements vary heavily by project, our specialised delivery team will calculate and issue these specific operational costs outside of the main platform workflow.
Client Approval: You will be sent these costs to thoroughly review. Nothing moves forward until you explicitly approve the operational quote.
The Process Continues: Once you approve the operational costs, an additional invoice is generated. This follows the exact same process as your initial booking: it will be emailed to you, and our team will email it directly to your designated finance contact for payment.
Payment Queries and Support
If you or your finance team experience any issues relating to payments, or if you have specific questions about your generated invoices, please reach out directly to our accounts team at accounts@locationlive.com. They are fully equipped to assist with remittance advice, billing updates, and payment confirmations to keep your campaign on track.