Lots can fall through the cracks when you’re bouncing between spreadsheets, emails and multiple apps. Our wedding and banquet hall management system provides two dozen integrated tools, including intuitive venue booking and scheduling functionality, so you are on top of every event space reservation.
From handling leads and proposals to tracking contracts, food-&-beverage orders, invoicing and payments, our platform lets you manage the entire lifecycle of every event and create automations and workflows that will save you and your staff lots of time.
Make it easy for customers to do business with you from Day One and make a big impression on them with our tools for centralized email communications, branded electronic documents with e-signatures, shared event planning tools and client portals with online payment processing.
Manage event spaces / rooms with flexible booking calendars
Now you and your team can easily manage event space and room reservations with our easy-to-use, color-coded event booking system.
Eliminate double bookings with our time/space conflict alerts and create holds for prospects who need time to decide. Track multiple venues and spaces and use a timeline view to see your venue’s availability. Sync with other popular electronic calendars like Google Calendar, iCal and Outlook. Add appointments for client meetings, calls, walkthroughs and tours. Display an availability calendar on your website so visitors know what dates/times are open.
Collaborate online with staff and clients
With our Web-based banquet and wedding venue management software, you and your staff can access information and share tools in real-time plus communicate with clients and prospects.
Our event email software tool lets you integrate with your existing email addresses/platform so you can send, receive and track all event-related communications from one centralized inbox. Let clients easily view and sign e-documents, make payments, fill out forms and complete tasks with online client portals. At-a-glance event dashboards, downloadable reports and timely reminders keep you and your team on the same page. Invite unlimited users into your account and control their access permissions.
Manage your sales, billings and event orders
Track every customer detail from first inquiry through final payment and automate tasks and processes with our event CRM and business tools for events.
Collect inquiries with webforms you can embed on your website and manage your sales pipeline. Create itemized event proposals and send out electronic contracts to collect signatures online. Use our food-&-beverage tools to set up food items and packages; manage orders and menus; and generate detailed banquet event orders (BEOs). Manage all your client invoicing and online payments / credit card processing, including payment reminders and auto-payments for installments. Set up automations, workflows and templates to save time and improve processes.
Stay on top of event details with ease
Effortlessly store and organize thousands of event details like dates, headcounts, event timelines, staff/vendor task assignments and much more with our wedding and banquet hall management system.
Track menus and food/beverage items (including pricing, portions, ingredients, recipes) and generate BEOs to share with catering, kitchen and front-of-house staff. Create to-scale event floor plans and room setup layouts. Store and share files and notes. And even manage attendees with event registration and ticketing tools, online RSVPs and guest list and check-in tools.
Easy to use and to integrate with other apps
Because our banquet and wedding venue software is Web based and mobile friendly, you and your team can access it anywhere, anytime and on any device, including iPhones, iPads, Android devices, PCs and Macs.
All packages include comprehensive email/phone support plus training. You can customize your account with your brand plus create templates for proposals, invoices, task lists and more. And our platform integrates with thousands of other applications like Google/Gmail, Outlook, Quickbooks, Xero and Salesforce via the Zapier platform.
Whether you run a banquet hall or wedding venue or manage banquet sales for a hotel, restaurant or club, you are in the business of creating unforgettable experiences for your customers and their guests. And a big part of creating these experiences is to be able to take their input and ideas and turn them into a unique event that is the realization of their vision.
To do this, at some point you must address a critical challenge ... how to collect and organize all the data regarding your events (including customer input) and establish processes for you and your team to manage and implement this information effectively.
Many wedding and banquet venues start out by using spreadsheets and off-the-shelf e-calendars to track this information, but eventually they outgrow these tools because they simply were not built to 1) handle larger event loads, 2) work together seamlessly and 3) respond to the very specific needs of venue managers and in-house event planners.
Thankfully, with the boom of Web-based software and mobile apps in recent years, there are now a handful of excellent online banquet and wedding venue management software options available to both large and small businesses in the hospitality industry. These include online booking and event management software solutions like Planning Pod, Event Temple, EventPro, Tripleseat, Function Tracker, Priava, Skedda and Ungerboeck.
First off, why use online wedding and banquet hall software? Well, the benefits of using such tools are myriad (which is why thousands of event venues have starting using them over the last several years) and they include:
Second, where do you start in evaluating wedding venue booking software? Before you dive into searching for applications on Google, I would advise that you first create a list of jobs or tasks that you want a piece of software to help you accomplish or a “wish list” of desired functionality. . Examples could be "help me manage my event bookings" or "streamline our sales funnel."
This list can be as long or as short as you need it to be, but what you will do is take this list and then compare it to the list of features of the banquet and wedding venue CRM software platforms you are assessing. This way you will find a solution that fits your specific needs - whether it’s an all-in-one type application or a more specialized platform that focuses on particular functions that you need. Note: If your venue has a particular focus or purpose (like a convention center with corporate meeting rooms, a wedding venue with banquet and food services, or a wedding barn with pre-set packages), you should consider how you want software to help you serve those particular customer bases.
With that said, what should you expect a reception or wedding venue software to do for you? Here are nine must-have features you should expect every platform to contain.
Any banquet or wedding venue event management solution that you consider MUST have some sort of user-friendly event booking engine at its core. At the least, this tool should allow you to add event bookings easily as well as track prospective event dates, sales appointments, food tastings, walkthroughs and the like. It should also alert you when you are about to double book a particular room or time so that you aren't double-booking events. And it should be able to sync in real-time with other electronic calendars like Google, Outlook and Apple (especially if you are using one currently for your business).
FYI … a solid event booking calendar should offer more functionality than just tracking event bookings in your spaces and rooms. It should also integrate with your lead management and task management tools to display task due dates and prospective lead event dates; allow you to schedule appointments as well as provide scheduling links to clients so they can set their own appointments; and track due dates for invoice payments and budget payments.
Not only should all-in-one wedding venue management software enable you to easily store and retrieve event information, but it should also arrange this information in a way to give you key insights so you can make better decisions for your hospitality business based on actual data. Such tools include flexible reporting on financials, open invoices, revenues/sales, event bookings and facility usage. They also include overview dashboards for providing up-to-the-minute status on events plus reminders and notifications so nothing slips through the cracks.
Whether you run a single venue or a multi-venue business, you most likely have various staff members - from venue and sales managers to chefs and event planners - with whom you need to work closely in order to deliver amazing experiences. As such, your software solution needs to facilitate collaboration with both team members as well as contractors, vendors and clients.
This would first entail the ability to add additional users to your account and set their access permissions. However, this can also include event email communications and text messaging tools from inside the application as well as task management capabilities. It can also include client portals for sharing e-documents like online contracts, proposals and invoices; collecting online payments; and collaborating with clients via online forms, file sharing and task management. Some platforms may even offer staff scheduling tools (although other stand-alone applications may handle these functions better).
How and when you get paid can make a big difference when it comes to your facility’s cash flow, so you want to make sure your wedding and banquet hall booking software enables you to establish fluid processes for creating and sending invoices and collecting payments. Helpful features here include the ability to create custom packages; charge for things like taxes, gratuities and service charges; and establish automated payment schedules and auto-payments for invoices. In addition, online credit card payment processing can expedite how fast you get paid (but make sure your provider is PCI compliant). Finally, budgeting tools can help you keep track of costs and profits.
This can entail a wide variety of functions, but generally it includes event CRM tools for tracking contact information and communications, lead pipeline management tools, and online booking forms or inquiry widgets. In addition, you should look for platforms that offer quote and proposal builder tools, online contracts management and electronic signature capture abilities.
Whether you run your own kitchen or catering service or contract out your food-and-beverage services, you will probably still need some kind of banquet and wedding venue booking software tool to either manage catering orders placed by your customers or to manage external caterers.
Not only should the tool be able to store basic details (headcounts, setup/teardown times, packing lists, delivery instructions, etc.) but it should also be able to track your food-and-beverage items and packages (including descriptions, pricing, images, recipes, portion sizes, unit costs) and food-&-beverage orders as well as produce documents like BEOs, chef sheets or run sheets.
In addition, it’s helpful to be able to create banquet hall floor plans and/or wedding venue floor plans to show your staff which attendees should be delivered which meals. Inventory management and resource / rental management tools aren’t usually included in these banquet and wedding venue software solutions, but it’s a plus if they are.
Many venues keep their lights on thanks to repeat customers, so making a big impression with customers is a big deal if you want them to rent again. This means having a banquet hall or wedding venue CRM software that simplifies how your customers do business with you. This can include online customer portals or account logins; the ability to share value-add tools like attendee management, event website and registration/ticketing tools with social media integrations; mobile apps for events; and streamlined document sharing (like contracts and proposals) for quick reviews and approvals.
In this day and age, there’s no reason why you should be double-entering data into multiple applications, and so your all-in-one wedding venue management software platform should be able to integrate with other applications and share data with them.
Most venues typically use between 5-15 separate pieces of software at any given time (including tools like Quickbooks, Xero, Google Drive, MailChimp and Dropbox as well as point-of-sale programs and social media apps like Hootsuite as well as ticketing apps like Eventbrite), and so it is a huge timesaver if your venue software can share data with these other apps.
Although not technically a "feature," user friendliness is a big factor in whether you and your staff will actualy use the application on a daily basis. As such, you should look for wedding and banquet hall management software that has an intuitive user interface; logical navigation structure; and offers support and training.
In addition, companies that offer demos and free trials let you see for yourself how the tool will work before buying it and whether you will see value in it in the long run. Finally, you should consider your budget for software and if a tool is affordable based on your needs and what you have set aside to spend.
Not every venue has the same focus or offerings ... wedding barns differ from performing arts centers which differ from banquet halls which differ from off-site caterers which differ from event planning firms that partner with venues. So you should make sure that the software you choose is flexible enough to accommodate your specific needs, whether they be booking calendars or catering tools or event planning functionality.
If you are just starting out your search for banquet and wedding venue software, you should consider Planning Pod along with platforms like Event Temple, EventPro, Tripleseat, Ungerboeck, Skedda, Priava and Function Tracker.