Never again struggle with juggling spreadsheets, emails, calendars and stand-alone apps. Our event venue software gives you and your team a centralized, organized solution to access information instantly and collaborate.
Our Web-based tools integrate with each other and allow you to create workflows that make venues like yours more efficient. In fact, we save our venue customers 62+ hours of busywork every month with features like templates and dashboards.
Always know where you stand with your venue bookings and event space availability. Deliver high-touch service to clients. Make a lasting impression with prospects. Our venue management software gives you the power to do all this and more.
SALES, BILLING AND COMMUNICATIONS
Simplify how you manage your business and make it easier to work with you
Our business tools form a smooth system for interacting with customers and creating seamless processes for your staff. Streamline email communications with a centralized inbox that works with your existing email addresses. Capture leads and online bookings via webforms and track your sales pipeline. Impress customers with branded, professional proposals, contracts and invoices. Build BEOs in minutes. Track food-and-beverage packages and catering orders. And collect electronic signatures and online payments.
VENUE BOOKING AND SCHEDULING
Manage bookings with ease and view your availability
Our drag-and-drop, color-coded bookings calendar puts all your booked events at your fingertips. Instantly add new venue bookings and track function space availability. Sync with other popular e-calendars. Temporarily reserve dates and spaces for prospects. And receive time conflict alerts so you never, ever double book your spaces.
PRODUCTIVITY AND COLLABORATION
Stay on top of every detail and keep everyone in the loop
Whether you have a staff of 1 or 101, our productivity tools keep you and your team on task and on schedule. Assign tasks and set appointments. Manage files and build timelines. Share messages and notes. Send out forms to collect input from clients. See the big picture with at-a-glance dashboards and comprehensive reports. Track one or multiple venues inside a single account. And if you offer event planning services or host your own events, inquire about our tools for managing budgets, event webpages, attendees, ticket sales and event registrations / RSVPs.
EVENT LAYOUTS AND SETUPS
Design detailed event floor plans that clarify your vision
A great way to sell your event spaces is to literally show customers what they can expect. Our event floorplan builder lets you create to-scale layouts, room diagrams and seating charts ... no design or CAD experience required. Build reusable templates for every room and setup, including room boundaries and fixtures. Create table and chair setups in minutes with auto-generated grids. Choose from hundreds of elements, customize your own and save your favorites. And share your designs with custom weblinks or via full-color PDF documents.
BRANDING AND CUSTOMIZATION
Save time plus build your brand with customizations
There are many ways to fine tune your account to give your business an edge. Brand your account, client-facing documents and emails with your logo and colors. Connect your existing email addresses to send/receive email from our communications tool. Build timesaving templates for proposals, contracts, invoices, floorplans, emails and more. Connect to other applications like Evernote, Google Drive, MailChimp, Quickbooks, Salesforce, Trello, Xero and hundreds more.
Running an event venue or facility is a labor of love, as most venue owners and managers have a deep passion for seeing events come to fruition but are faced with many challenges in running their business and managing all venue operations. This includes courting and serving clients, hiring and overseeing employees, coordinating with vendors, managing inventories and handling the hundreds of details involved in every event.
Thankfully, cloud-based venue management systems are helping event facilities address these challenges. Whatever kinds of events are hosted at your venue - from parties and weddings to classes, meetings and conferences - most facilities benefit from Web-based programs because they:
The venue management software market is a smaller and highly speciaized niche of the overall event management solution space, offering a number of tools that appeal to a wide variety of professionals working at event venues, from venue managers, sales managers, catering managers and event planners to head chefs, kitchen staff, wait staff and hosts.
So what is event venue management software and what does it do? In a nutshell, most online apps offer some combination of the following capabilities.
The number one feature most venues are looking for in a venue management platform is an event booking software system that lets them take care of all their event scheduling, including creating event reservations, tracking booked events and viewing current availability, all in real time.
Typically most venue booking software calendars let users view by date, week and month and drill down to a client’s desired date to see if the time and space are both available. Such room and space management tools also alert users to if a time or space is already booked so as to avoid double booking. A big plus is the ability to integrate with other electronic calendars like Google Calendar and Microsoft Outlook so you can view your event bookings on other calendars your venue might be using.
Keeping a handle on your leads, proposals, invoices and payments is pretty much a full-time job itself, but most venues also need for multiple people to be able to view and manage venue-wide information for group sales and banquet sales. And some venue managers also need to track this data across multiple venues.
Top event management software applications offer, for starters, CRM and lead management functions to give your business development staff the sales management tools they need. Included in this are the ability to generate proposals / quotes as well as contracts and collect electronic signatures for both. Invoicing capabilities are also part of the package, as are the ability to collect online credit card payments and schedule future payments.
Finally, it’s useful to have pricing automation features like templates for line items, menu items and food-and-beverage packages and settings for creating standard tax rates, markups, discounts, service fees and the like.
While not all venues offer full-service catering, many of them do, and many others will offer discrete food-and-beverage options or work with external food service providers. As such, venue software often includes food and beverage software tools for tracking on-premise or offsite catering orders; collecting online bookings, orders and requests; building banquet event orders (BEOs) and custom event menus on-the-fly; and managing recipes and portion sizes. It can also include proposal and invoicing features that streamline how you bill for catered items and F&B packages as well as for tracking packing lists and delivery instructions.
Most venues use some type of room layout or event floorplan design software tool, and usually for two reasons:
Many event management software solutions for venues include an event design tool as part of their product offerings to help venue staff create layouts for meeting spaces, banquets, exhibit halls, auditoriums and even restaurant setups. Often this tool integrates with guest list and registration / RSVP tools for things like assigned seating.
Typically, event planning software programs fall into their own category of tools reserved for professional event organizers and corporate planners. However, for venues that offer event management services, these features are vital for tracking client details for parties, weddings, galas, performances, seminars, workshops, small meetings or larger meetings, and they include functionality for managing budgets, tasks, timelines/schedules, checklists, files, forms and even event marketing tools for event websites and social media sharing.
Many venues offer rental items like tables, chairs, plateware/glassware, silverware and linens as well as audio/visual and other equipment as another service to their clients. With that said, some event venue software platforms provide inventory management options to track rental items allocated to events as well as any breakage and items out for cleaning or repair.
A key need of many event venue professionals is to be able to manage their staff members and keep all employees on the same page regarding their responsibilities as well as overall specifics and requirements for each event. Conveniently, most software programs for venues offer features such as collaborative/shared staff calendars, internal messaging, email communications, task management and tools for sharing files and important data such as contracts, proposals, invoices, BEOs and timelines.
Nothing can be more frustrating than having to ask a client repeatedly to sign the proposal or contract for their event. Without such signoffs, this leaves special event venues open for potential liability as well as for disagreement regarding the terms and pricing verbally agreed upon by the venue and the client. So the best venue management software includes the ability to create and email contracts to clients as well as collect e-signatures to documents that require signoff.
Having all your data in an all-in-one tool does you no good if that data isn’t presented in a way that lets you know the status of all your events at-a-glance and helps you make quick decisions. This is where dashboards and comprehensive reports are a huge asset, and you should certainly look for event management systems that include these features for reviewing and assessing key performance indicators and aggregate data points.
Although not all venues manage event attendees, some do plan and promote their own for-profit events (like wine tastings, multi-course dinners, concerts, sporting events for sports venues, and the like). For these in-house events, it is necessary to have some sort of attendee management system that collects online event registrations or event RSVPs, sells tickets, processes credit card payments and allows for day-of-event attendee check in or sign in. Check to see if the venue management system you are reviewing includes such features as well as extras like event mobile apps and virtual event tools like video conferencing.
Most venues have multiple staff members who regularly communicate with clients and prospects via email. However, tracking these communications and determining who said what to whom and when can be frustrating when lead and client emails are spread across the inboxes of multiple staff members. As such, it is critical to have a platform that offers a single, consolidated inbox for all event, client and prospect communications and lets you and your team integrate your existing email addresses into that tool for sending/receiving emails.
So how does one evaluate venue management software based on all these criteria? The process is fairly straightforward.