The verdict in three sentences
For a town of 30,000 residents, a booking web app for halls, gyms and equipment costs EUR 15,000 to 40,000 excl. VAT in 2026 and ships in 3 months. Staying under EUR 40,000 excl. VAT lets the town buy without prior advertising or competitive tender, while respecting sound public spending principles, which shortens the timeline considerably. PayFiP online payment, RGAA accessibility and the end of paper diaries free roughly 2 days a week for the community associations team.
What the app manages
The chief executive sees the same problems every season: double bookings, associations calling to check whether a hall is free, lost rental cheques, equipment (tables, gazebos, sound systems) returned incomplete, and no statistics to allocate time slots.
| Facility or resource | Users | Management rule | Payment |
|---|---|---|---|
| Multi-purpose halls | Residents, associations | Associations first, deposit EUR 300 to 800 | PayFiP or free |
| Gyms and pitches | Sports clubs, schools | Annual and one-off slots | Agreement, free |
| Meeting rooms | Associations, departments | Hourly booking | Free |
| Event equipment | Associations, committees | Stock, condition on return | Deposit |
| Municipal minibus | Associations | Licence checked, mileage | PayFiP flat fee |
| Function hall | Residents, non-residents | Resident / non-resident rates | PayFiP |
Key features: a public availability calendar, online requests with supporting documents (insurance certificate), an approval workflow (officer, councillor), PDF agreements, PayFiP payment by card or direct debit, deposit management, tablet check-in/check-out inspections, and an occupancy dashboard per facility.
2026 cost and public procurement rules
| Scope | Content | 2026 price (excl. VAT) | Timeline |
|---|---|---|---|
| Core | Calendar, requests, approval, staff back office | EUR 15,000 to 20,000 | 2 months |
| Standard | Core + PayFiP, deposits, PDF agreements, association accounts | EUR 22,000 to 30,000 | 3 months |
| Full | Standard + equipment and minibus, tablet inspections, statistics, finance software connector | EUR 32,000 to 40,000 | 3 to 4 months |
| RGAA audit | Compliance audit and accessibility statement | EUR 2,500 to 5,000 | 2 weeks |
| Hosting and maintenance | Hosting in France, fixes, support | EUR 2,500 to 6,000 per year | Annual |
| Estimated value (excl. VAT) | Procurement procedure | Indicative admin time | |
| Under EUR 40,000 | No prior advertising or competition (3 quotes recommended) | 2 to 4 weeks | |
| EUR 40,000 to 90,000 | Adapted procedure (MAPA), free-form advertising or buyer profile | 1 to 2 months | |
| EUR 90,000 to EU threshold | MAPA advertised in BOAMP or legal gazette | 2 to 3 months | |
| Above EU threshold | Formal procedure | 4 to 6 months |
Watch the estimated value calculation: it includes maintenance over the whole contract term. A EUR 28,000 build plus EUR 4,000 annual maintenance over 3 years totals EUR 40,000, so either split build and maintenance or run a MAPA.
Public sector specific obligations
- RGAA 4.1: local authority online services must be accessible, with a published accessibility statement and multi-year plan. A non-compliant app exposes the authority to an administrative penalty.
- PayFiP: the DGFiP payment service, free to join, with reduced card fees (order of magnitude 0.25 to 0.5% plus a few cents per transaction) and free one-off SEPA debit.
- GDPR: processing register, retention periods for supporting documents, information notice on the form.
- Hosting in France, ideally with a qualified host or at least within the EU.
Mini case study
Sylvie, chief executive of a 30,000-resident town near Rennes, manages 14 halls, 4 gyms and an equipment pool for 180 associations. Two officers spend the equivalent of 2 days a week on bookings, calls and cheque follow-ups, about 16 hours at EUR 28 loaded = EUR 448 a week, or EUR 20,600 a year over 46 weeks.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
The town chooses a EUR 27,000 Standard version plus a EUR 3,500 RGAA audit, EUR 30,500 in total (purchase without competition, 3 quotes compared, maintenance on a separate purchase order). The 2 weekly days are redeployed to supporting associations, and unpaid rentals drop by EUR 4,000 a year thanks to PayFiP. Payback in about 15 months (2026 order of magnitude).
FAQ
How much does a hall booking app cost for a town?
EUR 15,000 to 40,000 excl. VAT depending on scope, plus EUR 2,500 to 6,000 a year for hosting and maintenance. A Standard version with PayFiP and deposits is around EUR 25,000.
Do we need a public tender?
Not if the estimated value, maintenance included, stays under EUR 40,000 excl. VAT: the purchase can be made without advertising or competition, with 3 quotes recommended to justify the choice. Above that, an adapted procedure applies.
How does PayFiP payment work?
The authority joins through the DGFiP, the app generates a reference and redirects the user to the secure payment page. Funds go straight to the public accountant, with no extra cash office.
Is RGAA accessibility mandatory?
Yes, for any local authority online service. Plan an audit at EUR 2,500 to 5,000 excl. VAT and a published accessibility statement, aiming for over 75% criteria compliance at launch.
Can associations book without an account?
Residents can make a one-off request without an account, but the 180 associations get a dedicated space with annual slots, certificates and history. Accounts are imported from the existing file in 1 day.
Let's scope your project. Tell us your number of facilities, associations and current payment method, and we will price your app between EUR 15,000 and 40,000 excl. VAT with a 3-month plan that fits your procurement procedure. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
