Best Venue Management Software

This buyer’s guide for Venue Management Software includes venue management tips to help venue managers and event professionals efficiently manage venues and work collaboratively without friction. The guide also discusses some of the best venue management software, average costs, etc., to help event planners, event managers, and venue managers to make informed decisions on the software selection.

Venue management is a process that involves tracking and measuring events in real-time, handling the registration and attendance, providing a better experience, improving the facilities, matching the expectations of the attendees, and planning and executing all bookings. Until recently, event organizers, corporates, marketers, and other venue organizing agents were under pressure to demonstrate value for the investment they made in any venue for any event. Today, with venue management software, companies can easily track how their events translate into an exceptional experience for the attendees and how it contributes to revenue and profit growth.

Choosing the right venue is very critical for the success of any event. The following factors play a more significant role in identifying the right platform.

• Audience Capacity:  The choice of the event venue can make or break the event. If the event venue is too spacious compared to the number of attendees, it may look bizarre, and the host may find paying for the facilities they haven’t used. Similarly, if the venue space is less in the area, the attendees may not fully enjoy the event, and the risk of the undesired event remains high.
• Matching event theme:  The event trends in the last decade have completely changed. The events are no more about celebrating the occasion but making the celebration memorable and unique. It has made event planners think and ideate a new concept that emotionally connects guests to the event, and theme events are rapidly becoming popular in this category. For the theme-based event, venues are becoming critical to uplift the event vibes.
• Venue services and amenities: To qualify as a full-fledged event venue, it must possess all the necessary services and amenities. For instance, if an event venue is used for stage performances or live music festivals, the platform should have essential power supplies, generators, food courts, sound absorbers, etc. With the necessary amenities, the event planner can focus on more critical tasks than managing the event’s necessities.
• Costing: Venue costs may include venue rental, staffing charges, food, beverages, etc. If the venue owner provides flexibility in the pricing and option of services, it can help the host reduce the event’s overall cost.
• Support for technologies: The trend of live telecasting events through virtual tools is taking the world by storm, especially corporate meetings and conferences. A venue backed by high-tech devices has more reasons to host virtual events successfully.
• Visually appealing:  Unique venues generally have stunning interior elements and outstanding architecture. For successful events, the platform should be appealing; if there is any component that makes the appearance dull, it can spoil the event mood. 

• Conference rooms
• Hotels and banquet
• Outdoor spaces (Resorts/ Gardens)
• Exhibition centers
• Community centers
• Sports clubs, stadiums, and arenas
• Public hall and auditorium
• Castles and palaces
• Museums
• Clubs and Bars

• Price Negotiation:  One key factor influencing the venue selection decision is freedom for price negotiation. The venue owner who is flexible on the venue rental has more chances to win the client and business. 
• Relationship with sales team: Motivated sales teams can double the business revenue and customer base. The sales team can go the extra mile to see a continuous flow of income and assist event hosts in finalizing the event venue.
• Recommendation:  People rely on word of mouth to make an important decisions; the decision becomes even more firm if the request comes from a peer. In the digital world, social media marketing has a strong presence. So, Venue owners need to be active and reach a wider audience through social media platforms.
• Used the venue before:  For event hosts, it is easier to decide on the already used platform. There is a prior understanding of the venue facilities and policies.
• The technology offered: The event host would consider those venues first that are equipped with the latest technologies like free Wifi, projection mapping, team communication tools, 360-degree LED screens, surrounding sound system, etc. With all the available equipment, the event host can save on the cost of transportation.
• Reviews and Ratings: The study and rating system gives a complete overview of the facility and the customer's thoughts about the service. In the digital era, review and rating platforms are becoming the first preference for consumers to filter the right product for their events.
• Special offer: Offers are always lucrative in driving profits and customer acquisition. Any special offers extended by the venue owners to the corporate clients or any individuals can strongly influence the decision-making of the venue's finalization. 

• Messy registration:  The venue managers managing the booking details manually often struggle to record past and forthcoming events. It becomes even more confusing when there is a change in the event schedule. Not having clarity on the venue booking details, sometimes the venue managers can double-book the place without realizing it.
• Assessing the risk factors:  Lack of risk analysis and irregular maintenance records makes it difficult for venue managers to avoid accidents like sudden fire breakouts or electrocution.
• Unable to track expenses: Manual venue management can lead to rogue spending and often create confusion while monitoring the costs.  
• Venue insurance: Venue insurance is the responsibility of venue owners, and any lapse in renewing the plan may put their reputation at risk. Managing venue insurance manually often leads to missing renewable policy dates or losing the vital document.
• Assigning and tracking tasks:  The assigning and tracking concierge services are challenging for venue owners. The venue owners often supply concierge services, but lack of staff availability sometimes leads to staff mismanagement and spoiled events.
• Directing guests to event spots: When multiple events are hosted at the same venue, it becomes difficult for the venue staff to manage the fleet of event attendees. The venue staff has to manually guide the guests to the right event spot, which may not be a good idea when different attendees want to attend other events.  
• Data theft: The venue register holds personal information about the event attendees or hosts; if someone with malicious intentions gets access to this information, they can exploit it for their unique benefit.   

To overcome these challenges associated with manual venue management, we recommend you invest in the best venue management software or wedding venue management software and make the right decisions.

Venue Management Software is a tool that helps in the efficient management of venue space and activities related to the event. The software allows users to perform many tasks, including marketing the venue space to the event planners, scheduling events, tracking expenses, booking a venue, billing, invoicing, etc. Many of the top venue management software also allow users to create proposals, track employees' tasks, manage catering services, manage customer contacts, organize documents, etc., all in real-time. 

The venue management software adds value to almost any event, particularly wedding events. The host spending an enormous amount of money to make a wedding splendid expects that their event planners make good use of it. The wedding planners have to work under tremendous pressure. They have to manage multiple tasks like organizing the decorations, keeping track of the guests, ordering the food, managing the fluctuating guest list, or planning the seating arrangement. This is where wedding venue software comes in handy. The best wedding venue management software is laced with features that take a lot of stress out of planning. Some event planners prefer in-housing wedding venue software. In contrast, those who don't have a dedicated team to manage software or have limited use, like booking the venue, settle down with online venue booking software.

• Manage venue booking:  The venue booking platform gives a complete view of the venue facilities and helps venue planners to check the availability. The venue booking platform will automatically free the reserved room and update the system’s status if the events get canceled or shifted to another place. 
• Reporting: The event organizers can extract valuable insights from the reporting features; they can have detailed reports on the number of attendees, the number of tickets sold, the number of sales made with discounts, etc.
• Mobile App: The venue management solutions with mobile apps can enhance the customer base. Visitors can access event details from anywhere and even use the app to order or pay for food. The online venue booking software with mobile app support could be very productive for event planners. 
• Customer relationship management:  The venue management system manages customer information, and event planners can use this information in the future to enhance the customer experience.
• Supporting other tools:  Some of the top venue management software vendors provide inbuilt support for devices like accounting or HR software. It allows event organizers to run business operations within a single integrated system.
• Automation: Event venue management software allows event planners to automate repetitive tasks like sending emails or notifications on important events.
• Collect real-time:  The venue management system allows event organizers to collect real-time data about the events. For instance, the venue booking platform will show how many events are still open for registration in real time.  
• No double booking: Double booking is a common issue when the venue owner does not have a clear picture of which of their facilities are open for booking and which one is closed. With venue scheduling software, users can schedule events and avoid double-booking issues. There are also online venue booking systems that allow event guests to register for the events on the go or even pay at the end of the online registrations.
• Logistic planning: The venue management tools allow event planners to keep watch on all the logistics used in the venue, and this helps them for better logistic planning.

• Robust ticketing
• Support mobile devices
• Staff management
• Quick venue reservations
• Guest lists
• View customer history
• View payment details
• Tag servers to reservations
• Reporting
• Promoter payouts
• Customizable
• Sales CRM
• Automated workflow
• Data retention

Yes, event venue management software is ideal for small event planners too.

Venue management tools are rapidly becoming a household name among event planners, but some small event planners still see them as strangers. 

Unlike prominent event planners, small event planners must survive on a thinner budget. They have to be very frugal with their expenses and cannot afford to overspend. As part of their cost-cutting strategy, they don’t invest in any asset that adds unnecessary cost. Some consider software an extra cost to the organization and prefer managing tasks manually. But with human intervention, the possibility of errors cannot be denied. The event planner can commit simple mistakes like overlapping one event with another or forgetting the event date. In fact, with more number events to host, the frequency of the error rate could be unaccountable. 

While some small event planners are hesitant to use the venue management software because of software pricing, others are reluctant to use it because they already use one or more software dedicated to particular tasks like booking tickets or registering guests for the event. Again managing multiple software for a single event could be a cumbersome task and may lead to errors.   

A holistic event venue management software could be an ideal solution in both scenarios. The top venue management software fulfills various functions like budget tracking, task assignment, online payments, email marketing, etc. Small event planners can shift their stress of managing mundane tasks by using the right venue scheduling software.

Also, if the price is a factor, the tiny event planners can try free venue management software.

The venues must gear up for future trends and adopt new facility management methods. The venue owners need to expand the support through the usage of technologies like;

• Virtual venue tour:  With a virtual venue tour, there’s no need for the event host to rush from place to place. They can explore the venue space from their mobile phone or laptops. It also benefits venue owners as they can build a vast customer base. A few venue owners already implement the technology, but it is expected to grow at lightning speed shortly.
• Image mapping projection: To feel the natural vibes of the event, the venue must match the event theme, and the event planners decorate the platform accordingly. Technologies like image mapping projection are set to replace the traditional décor trend. The technology uses optical illusion that is cost-effective and easy to set up and can dramatically transform any dull venue into a vibrant space.  
• Facial recognition: One of the primary responsibilities of the venue owner is to secure their perimeters from unauthorized access. Usually, they hire a security agency to do this task, but modern technology like face recognition will strengthen security measures. It can scan each person and their ID at the check-in event and ensure their record is clean. The software immediately sends a notification if someone sneaks into an un-scanned event.
• IoT video intelligence:  The IoT – Video Intelligence solution can help enhance customer experiences and operations for stadiums, venues, hotels, and more. There is a wide range of applications of IoT video intelligence, and venue owners or venue managers can use this technology to automatically count people passing a defined area, detect occupied parking spots, report how customers engage with products, etc.
• Event Diagramming: One of the most impressive technologies in the last decade to help event planners is event diagramming. The event diagramming software makes it much easier to plan the geographic setup of an event. With event diagramming software, exhibitors, event planners, and venues can work on the event plan together over the Internet, making any requested changes expeditiously. The technology helps increase attendance and facilitates cost-cutting for event planners. Many venue management solutions provide the service for free. Wedd venue software with event diagramming capabilities could make wedding decor more appealing than traditional methods. 

The price of Venue Management Software may vary based on the features list and venue owner requirements. The event venue owners looking to manage their venue facilities with basic features like venue booking, security, data retention, etc., can settle with a venue reservation system like Skedda; the software pricing starts from $5 onwards. This venue management tool offers a free version forever and may end the event planners’ search for free venue management software. There are also venue management software vendors that offer free trial versions to test their product usability.  

If venue owners are seeking a holistic tool that costs them a minimum, then Omnify is an ideal solution with a starting price of $49/month. Even the basic version of the software offers exceptional features like unlimited bookings, liability waivers, customized auto-emails, etc. The venue management solutions also have a separate package if the venue owner manages venues on multi-location. However, if venue owners seek enterprise-level features like sales CRM, task management, automated workflows, etc., excellent venue management tools like EventTemple are ideal. Thesoftware can be accessed at an introductory price of $99, which may exceed $199 or more per the features. 

If you are looking for venue management software that will allow you to customize the venue management features, tap on the free and open-source venue management software. The free venue management software list covers events of all sizes (SME).

GoodFirms is a well-known review and rating platform for IT products. These years, it has listed many software products and helped enterprises find the right software solution. The growing list of software on GoodFirms widens the scope of selecting the right software for your business. Consumers can narrow the software search by comparing prices, features, and ratings. 

On a global scale, the event industry is a massive industry hosting events in all shapes and sizes. But, until a few years back, it was one of the disorganized industries due to its nature of operation and structure. Interestingly, event organizers have started realizing the significance of well-managed venues. They are getting their hands on various technologies like venue management and reservation systems to improve events. To make the right software decision on venue management software solutions, do not forget to check Goodfirm’s list of the best venue management software or venue management software vendors.