Venue Management Software

Venue Management Software

Explore the best venue management software to manage your event space optimally:

Clear communication with the clients, transparent services, accurate budgeting, and operational excellence are the critical aspects for successful venue management. Venue Management Software makes managing venue business a breeze by delivering a number of quality services. With the right venue management software, you can increase your productivity and efficiency while dodging any humane mishaps. 

What is a Venue Management Software? 

Venue management software is an application that provides users with all tools to run their venue business smoothly.  A venue management software lets venue managers centralize and manage all bookings, event day floor plans, billings, client communication, and many more. It comes with hundreds of prebuilt templates consisting of emails, notifications, spreadsheets, forms, and formats that are used in the event management industry.

What is the Use of a Venue Management Software?

Venue management platforms provide unified solutions for everything that matters to your event venue business. Venue management software helps in; 

  • Making optimal use of the venue space
  • Creating floor plans, and room allocations 
  • Tracking inventory and assets present at the facility 
  • Efficiently communicating with clients, team, and vendors on a single platform
  • Planning overall budget requirements and estimating expenses
  • Preventing double booking of any space, room, or part of the facility
  • Making informed decisions based on the analytical reports by venue planning software
  • Keeping track of invoices, advance payments, e-payments, and bills
  • Building CRM database to find prospective clients in future
  • Handling multiple venue locations for businesses with venue chains

How to Select the Best Venue Management Software for Your Business?

Finding the top venue management software that you can bank upon is a difficult task. GoodFirms, the top software research firm, is the get-to-go platform for software seekers and B2B buyers who need authentic information about various types of software applications and services. Find the curated list of the top venue booking management software solutions below to take your business to the next level. Check out the list of the top venue management software along with their authenticated user reviews, pricing plans, and ratings. 

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List of Best Venue Management System | Best Venue Booking Software

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List of Best Venue Management System | Best Venue Booking Software

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Buyer’s Guide

Introduction To Buyer’s Guide For Venue Management Software

This buyer’s guide for Venue Management Software includes venue management tips that can help venue managers and event professionals to efficiently manage venues and work collaboratively without any 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.

What Is Venue Management?

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, planning and executing all bookings. Until recent times, event organizers, corporates, marketers, and other venue organizing agents were under pressure to demonstrate value for the investment that 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 to the attendees, and how it contributes to revenue and profit growth.

Why Is It Critical To Choose The Right Venue For The Success Of An Event?

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

  • 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 event 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 one 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 the 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 performance or live music festivals, the venue should have essential power supplies, generators, food courts, sound absorbers, etc. With necessary amenities in place, the event planner can focus on more important tasks than managing the event’s basic necessities.
  • Costing: Venue cost may include venue rental, staffing charges, food and beverages, etc.  If the venue owner is providing flexibility in the pricing and option on services they are offering, it can help the host to reduce the event’s overall cost.
  • Support for technologies: The trend of the live telecasting event through virtual tools is taking the world by storm, especially corporate meetings and conferences.  The venue that is backed by high tech devices has more reasons to successfully host virtual events.
  • Visually appealing:  Unique venues generally have stunning interior elements and outstanding architecture. For successful events, the venue should be appealing; if there is any component that makes the appearance dull, it can spoil the event mood. 

What Are The Different Types Of Venues Used By Event Planners?

  • 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

What Are The Common Factors That Influence Venue Selection Decisions?

  • Price Negotiation:  One of the key factors that influence 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 revenue and assist event hosts in finalizing the event venue.
  • Recommendation:  People rely on word of mouth to make an important decision; the decision becomes even firm if the recommendation comes from a peer.  In the digital world, social media marketing has a strong presence, and so, it is important for the Venue owners 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 venue that has been already used. There is a prior understanding of the venue facilities and policies.
  • 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 equipment readily available, the event host can save the cost on transportation.
  • Reviews and Ratings: The review and rating system gives a complete overview of the facility and what the customer thinks 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 have a strong influence in the decision-making of the venue's finalization. 

What Are The Challenges Associated With Manual Venue Management?

  • Messy registration:  The venue managers managing the venue booking details manually often struggle to keep a record of the past and forthcoming events. It becomes even messier 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.
  • Assessing the risk factors:  Lack of risk analysis and irregular maintenance records makes it difficult for venue managers to avoid accidents like sudden fire breakout or electrocution.
  • Unable to track expenses:  The manual venue management can lead to rogue spending and can often create confusion while tracking the expenses.  
  • 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 on policy renewable date or losing the important document.
  • Assigning and tracking task:  The assigning and tracking of concierge services is 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 on 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 different events.  
  • Data theft: The venue register holds personal information about the event attendees or event host; if someone with malicious intention gets access to this information, they can exploit it for their personal benefits.   

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

What Is Venue Management Software?

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 venue, billing and invoicing, etc. Many of the top venue management software also allows users to create proposals, track employee’s tasks, manage catering services, manage customer contacts, organize documents, etc., all in real-time. 

The venue management software adds great value to almost any kind of event, particularly to 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 great 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 sitting arrangement. This is where wedding venue software comes in handy. The best wedding venue management software are laced with features that take a lot of stress out of planning. Some event planners prefer in-housing the wedding venue software, while those who don't have a dedicated team to manage software or have limited use like booking venue settles down with online venue booking software.

Benefits Of Venue Management Software

  • Manage venue booking:  The venue booking platform gives a complete view to 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 in case 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, number of tickets sold, the number of sales made with discounts, etc.
  • Mobile App: The venue management solutions with mobile apps have the capacity to enhance the customer base. It allows visitors to access event details from anywhere and even use the app to order or pay for the food. The online venue booking software having mobile app support could prove very productive for event planners. 
  • Customer relationship management:  The venue management system manages the customer information, and the 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 tools like accounting or HR software. It allows event organizers to run their entire business operations within a single integrated system.
  • Automation:  With event venue management software, the event planners can 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, the user can schedule the events and avoid double-booking issues. There are also online venue booking systems available that allow event guests to register for the events on the go or even make payment 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.

Essential Features For Venue Management Software

  • 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

Is Venue Management Software Ideal For Small Event Planners?

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 it as a stranger. 

Unlike the large event planners, the small event planners have to survive on a thinner budget. They have to be very frugal on 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 of them consider software as an extra cost to the organization and prefer managing tasks manually. But with human intervention, the possibilities of errors cannot be denied. The event planner can commit simple errors like overlapping one event with other or forgetting the event date. In fact, with more number of events to host, the frequency of the error rate could be unaccountable. 

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

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

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

How Will Technology Change Venue Management Processes In The Future?

The venues have to gear up for future trends and adopt new ways to manage their facilities.  It is essential for the venue owners 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. From their mobile phone or laptops itself they can explore the venue space. It is also beneficial for venue owners as they can build a huge customer base. The technology is already implemented by a few venue owners, but it is expected to grow at lightning speed in the near future.
  • Image mapping projection: To feel the real vibes of the event, it is essential that the venue matches the event theme, and the event planners decorate the venue 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 main 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 event's check-in and make sure their record is clean.  The software immediately sends a notification if a person sneaks into an event un-scanned.
  • 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 that have emerged 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, the exhibitors, event planners, and venues can work on the event plan together over the internet, so any requested changes can be made expeditiously. The technology not only helps increase attendance but also facilitates cost-cutting for event planners as well. There are many venue management solutions that provide the service for free. The wedding venue software with event diagramming capabilities could make wedding decor much more appealing than traditional methods. 

What Is The Average Price Of Venue Management Software?

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 with $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 with a starting price of $49/month is an ideal solution. Even the basic version of the software offers some exceptional features like unlimited bookings, liability waiver, customize auto-emails, etc. The venue management solutions also have a separate package if the venue owner is managing venues on multi-location. However, if the venue owners are seeking enterprise-level features like sales CRM, task management, automated workflows, etc., then premium level venue management tools like EventTemple is ideal. The software can be accessed with a basic price of $99, and it may exceed $199 or more as per the features. 

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

Why Refer To GoodFirms' List Of Venue Management Software?

GoodFirms is a well-known review and rating platform for IT products. These many years, it has been listing many software products and helping enterprises to find the right software solution.  The growing list of software on GoodFirms widens the scope of selecting the right kind of software for your business. Consumers can narrow down the software search by comparing the price, 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 now started realizing the significance of well-managed venues, and they are getting their hands on various technologies like venue management systems and venue reservation systems to make events much better. 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. 

Frequently Asked Questions

  • Who Can Use Venue Management Software?

    Venue management software caters to various industries and all types of facilities. Some of the industries and businesses that frequently require venue management services are hotels, catering, museums, sports clubs, wedding halls, amusement parks, recreational facilities, exhibition centers, event management, etc. The venue management system can assist Event coordinators, Venue Managers, Sales teams, Venue owners, Marketing teams, and Event Staff in effectively managing their workflows.

  • Which is the Best Venue Management Software?

    'Venue' 'is one of the highest sources of revenue in the event and hospitality industry. However, efficiently managing it takes a lot of time, cost, and resources. . The best venue management systems help businesses capture the full potential of their venue space.  It eases the workflows and saves your team's time. With the best venue management software, businesses can easily manage even multi-location and multi-day events. GoodFirms has listed the best venue management platforms such as Skedda, Planning Pod, EventPro, Priava, MeetingPackage, and many more.

  • Why Should You Deploy a Venue Management Software?

    Managing an event venue is not easy. A number of back-office activities, servicing, and robust organization are required for operating a venue business successfully. However, with the right strategy, technological assistance, and proper implementation of software tools, venue owners can excel in managing their business. One should deploy a venue booking software as: 

    • Manually booking venue registrations and managing without a venue management system can increase your challenges and reduce efficiency in servicing clients. Disorganized activities and manual processes can lead to chaos, especially on the event day. Venue management software frees you up from a lot of redundant activities and creates a systematic procedure for all workflows.
    • It acts as an anchor between you and your clients, teams, leads, stakeholders, and vendors. It provides everyone venue-related information with just a click.
    • Automated registrations, online bookings, space management, venue resource management, expense tracking, KPI tools, and reporting features help you to run a seamless and profitable venue business.
  • How Do You Manage an Event Venue?

    The best venue booking management system will assist you in:

    • Getting all venues and their real-time occupancy information on a single screen
    • Planning the venue space, layout, and timings
    • Organizing venue inventory, assets, and equipment
    • Forecasting budget, revenue, and peak days
    • Automating back-office functions, bookings, and scheduling
    • Finding new leads and retention of existing clients
    • Integrating marketing tools for venue promotion, and advertising
    • Standardizing venue scheduling procedures (particularly helpful during consecutive events on the same day)
  • How to Create and Design a Floor Plan for Your Venue Space?

    Venue management software has inbuilt tools to create professional floor plans, customized room setups, seating charts, etc., with an intuitive interface. You can use drag and drop functionality, table grids, reusable templates, dozens of inbuilt graphic designs, and discrete layouts to come up with the most optimum floor plan design for your venue.

  • What is the Cost of Venue Management Software?

    A standard venue management software comes in the price range of $5-20 per month per user or per available space. However, industry-grade venue management platforms with multi-location management capabilities, high-end integrations, and sleek interfaces can go upto $99 per user/space. Venue businesses having limited spaces and budget constraints can choose to deploy a free and open source venue management software or web-based free venue management software that provide free trials and a free demo of their services such as Function Tracker, ThunderTix, etc.

  • What Types of Integrations are Available With Venue Management Software?

    Integrations such as calendar, website plugins, MailChimp, Quickbooks, Paypal, Dropbox, ticketing systems, reservation software, event management software, CRM software, etc., are available with the venue management software.

Resources for Venue Management Software