Venue Management Software for when you’re in the weeds

Planning Pod is at the core of a smooth-running facility, giving you and your team a single place to stay organized and track bookings while lightening your load

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Our online software streamlines your backroom so you can focus on filling your front rooms

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Easily keep tabs on your data and people

Never again struggle with juggling spreadsheets, emails, calendars and stand-alone apps. Our venue software gives you and your team a centralized, organized solution to access information instantly and collaborate.

Planning Pod Dashboard with Alerts

Introduce processes that save time and effort

Our Web-based tools integrate with each other and allow you to create workflows that make venues like yours more efficient. And features like templates and dashboards will dramatically cut down on busywork, duplicated efforts and missed opportunities.

Planning Pod Event Listing

Simplify how you manage bookings and clients

Always know where you stand with your bookings and 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.

FOR VENUES BIG, SMALL AND IN BETWEEN

Created for all types of event venues and facilities

Caterers & Food Services

Corporate Facilities

Golf & Country Clubs

Hotels & B&Bs

Meeting & Event Centers

Museums & Public Facilities

Non-Profit Venues

Reception Halls

Restaurants & Bars

Schools & Universities

Wedding Venues

Wineries & Breweries


4.81 out of 5 stars

See why more event venues rely on our tools to build their businesses!

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All the tools a venue needs to thrive

Contract Signatures
BILLING AND LEAD MANAGEMENT

Conduct business seamlessly with clients and prospects

Our business tools form a smooth system for interacting with clients and making working with you seamless. Capture leads using our webform and track them as they move through the sales funnel. Create proposals and contracts. Build invoices. Collect electronic signatures and online payments. Fully brand everything you send out.

  • Contacts / CRM
  • Contracts
  • Credit Card Processing
  • e-Signatures
  • Invoicing
  • Lead Tracking + Forms
  • Proposals

"Does everything from coordination of proposals to contracts and invoicing ... it’s pretty amazing!"
- Tim Paradise, Villa Del Paraiso

Tim Paradise, Villa Del Paraiso
EVENT BOOKING AND SCHEDULING

Manage bookings with ease and view your availability

Our drag-and-drop, color-coded event booking calendar puts all your booked events at your fingertips. Instantly add new event bookings and track 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.

  • Electronic Bookings Calendar
  • Venue/Space Manager
  • Booking Conflict Alerts
  • Sync with E-Calendars
  • Hold Date/Space for Leads
Abbey Brown, The Brownstone Topeka

"Perfect for scheduling our events and verifying that we do not overbook."
- Abbey Brown, The Brownstone Topeka

Calendar Event View
Planning Pod To-Do Tool
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 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.

  • Checklists
  • Dashboards
  • File Sharing
  • Forms/Surveys
  • Itineraries/Timelines
  • Message Boards
  • Notes
  • Permissions / User Groups
  • Reports
  • Shared Calendars
  • Task Management
  • Unlimited Users
  • Worksheets

"I love that me and my team can access many tools in one place to stay on track."
- Laura Motes, Barber Museum

Laura Motes, Barber Museum
EVENT LAYOUTS AND SETUPS

Design detailed event floorplans that clarify your vision

A great way to sell your event spaces is to literally show clients 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. Plus use vision boards to share ideas with your team and clients.

  • Event Layouts and Floorplans
  • Seating Arrangements
  • Vision Boards
Polly Zel, Vista Hills Vineyard

"The floorplans tool is so helpful, both for clients and for our staff."
- Polly Zel, Vista Hills Vineyard

Floorplan Layout
Planning Pod Layout Options
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 and client-facing documents with your logo and colors. Build timesaving templates for proposals, contracts, invoices, floorplans and more. Connect to other applications like Evernote, Google Drive, MailChimp, Quickbooks, Salesforce, Trello, Xero and hundreds more.

  • Brand Customization
  • API Integrations (via Zapier)
  • Reusable Templates

"Planning Pod makes us look great while keeping our events organized."
- Roxanne Kopelcheck, Rusty Rail Brewing

Roxanne Kopelcheck, Rusty Rail Brewing
MAKING IT EASY TO USE OUR TOOLS

Everything you need to get up and running fast

Mobile-friendly version that is fully responsive so it works great via the Web browser on any tablet or mobile device

White-glove onboarding that includes adding your logo, brand color and existing data to your account *

Customized live training over the Web so you and your team can get up to speed quickly and start getting things done *

Mobile phone displaying Planning Pod contacts list

Comprehensive help center with hundreds of articles and how-to videos that walk you through every function and feature

Customer support to answer your questions quickly - includes live chat, email and phone support

Secure data transmission and storage including Secure Socket Layer encryption, server-side firewall protection, daily remote backups and PCI compliance for online payments*

*Included with all yearly subscription packages; inquire about data porting details

Ready to take control of your events?

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RECENT POST
Jeff Kear · Owner, Planning Pod

What is venue management software and how to evaluate it


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. 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:

  • Create efficiencies by helping them establish new processes.
  • Centralize their information into one place so it isn’t scattered across multiple apps and spreadsheets.
  • Provide instant access to big-picture data so they can make informed decisions on-the-fly.
  • Simplify how they communicate and collaborate with staff, clients and vendors.
  • Increase their revenues and bookings through all the above.

What is venue management software and what does it do? In a nutshell, most online apps offer some combination of the following capabilities.

Event Scheduling and Booking


The number one feature most venues are looking for is an event booking software system that lets them create event reservations, track their booked events and view their current availability. Typically most venue booking 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 bookings.

Event Sales, Invoicing and Billing


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 this information.

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 and settings for creating standard tax rates, markups, discounts, service fees and the like.

Catering and Food-and-Beverage Management


While not all venues offer full-service catering, many of them do, and many others will offer discrete food-and-beverage options. As such, venue software often includes tools for recipe and menu management and for creating banquet event orders or BEOs that can be used internally or with external vendors. It can also include proposal and invoicing features that streamline how you bill for catered items as well as delivery billing options.

Event Design and Layout


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 this information.

Most venues use some type of room layout or event floorplan design software tool, and usually for two reasons:
To help prospects and clients visualize what they can expect regarding their proposed event, including how their event would be laid out and where their attendees would sit, dine and interact.
To guide staff members as to how to set up the event (tables, chairs, floors, stages, A/V equipment, etc.) and how to direct attendees during the event.

Many event venue management software solutions include a layout tool as part of their product offerings, and often this tool integrates with guest list and registration/RSVP tools for things like assigned seating.

Resource and Inventory Management


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. As such, some venue software platforms provide inventory management options to track rental items allocated to events as well as any breakage as well as items out for cleaning or repair.

Staff and Operations Management


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.

Contracts and Electronic Signatures


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 disagreement as to the terms and pricing verbally agreed upon by the venue and the client. So the best event management software includes the ability to create and email contracts to clients as well as collect e-signatures to documents that require signoff.

Reporting, Dashboards and KPIs


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 systems that include these features for reviewing and assessing key performance indicators and aggregate data points.

Attendee Management and Ticketing


Although not all venues manage event attendees, some do plan and promote their own for-profit events (like wine tastings, multi-course dinners, concerts and the like). For these in-house events, it is necessary to have some sort of attendee management system that collects registrations or RSVPs, sells tickets, processes credit card payments and allows for day-of-event attendee check in or sign in.

So how does one evaluate venue management software based on all these criteria? The process is fairly straightforward.

  1. Assess your needs - You probably don’t need all of the features mentioned above, so create a list of the must-have features you require and prioritize them.
  2. Research the platforms that align with your needs - Use Google and industry sources like directories (like Capterra) and online reviews to compile a list of potential candidates that you can compare, including Planning Pod as well as tools like Skedda, Priava, EventPro, Ungerboeck.
  3. Get a demo or free trial of the software - You must see and experience the software before you commit to it, so have the company provide you with a guided online demonstration and even provide a free trial if possible.
  4. Consider solutions that grow with you - Even though most platforms will have features you don’t currently need, make sure the ones you are considering can expand and provide additional features as your needs grow.
  5. Make sure onboarding and training is included - Most venue managers don’t have tons of time to import their data into a new platform or self-train themselves so they can then train their employees. So look for solutions that will help you get onboarded as well as train you as well as your staff.

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