Wedding and event venues

A venue runs on a calendar, a pipeline and a payment schedule

That is most of what venue software does for you. It is sold per user, in tiers that rise with the number of enquiries or events, alongside separate subscriptions for proposals, signatures and floor plans.

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What a venue tends to have on subscription

Few venues chose this stack in one go. It accumulated, one tool per problem, each with its own login and its own renewal date.

Venue booking and CRM systemPer user, with tiers set by the number of leads, events or spaces you manage.

Proposals and e-signaturePer user or per document sent, often a separate product from the booking system.

Invoicing and payment schedulesA module or a separate tool that takes a share of payments collected through it.

Floor plans and seatingA design tool on its own subscription, used heavily in the weeks before each event.

Email marketing and enquiry formsPriced by contacts, most of whom enquired once about a date that has passed.

Per-user pricing decides who gets to see the diary

The people who most need the event details are often the ones without a login: the weekend duty manager, the head chef, the person who opens up for suppliers. Per-user pricing makes each of those a purchasing decision, so the details get copied into a document or a group chat instead, and that copy is out of date by Friday.

Tiers based on enquiry volume have a similar effect. A strong engagement season pushes you into a higher band because more couples asked about dates, long before any of them has paid a deposit.

None of this is unreasonable pricing for a software company. It is simply priced on things that do not match how a venue earns its money, which is per event, a modest number of times a year.

What we rebuild for a venue

An availability calendar with holdsProvisional holds, first and second options on a date, expiry reminders, and a clear view for anyone answering the phone.
An enquiry pipelineFrom first message to viewing, to hold, to signed, with the source of each enquiry recorded.
Proposals and contracts in your wordingYour packages, your terms, sent and signed without retyping the couple's details.
Deposit and instalment schedulesWhat is due when, reminders before each date, and a plain list of who is behind.
The event sheetTimings, suppliers, dietary needs, access and room layouts, visible to everyone working the day.

What we keep as it is

Card processingDeposits and instalments are charged through your payment processor, at the processor's rate.
Listing directoriesDirectories and marketplaces that send you enquiries are an audience you cannot rebuild. We bring their enquiries into your pipeline.
Your accounting packageThe books stay where your accountant wants them. Invoices and payments are passed across.
A signing service your solicitor insists onIf your legal adviser wants contracts signed through a particular service, we send documents to it rather than replacing it.

The day itself lives outside the software

Ask a coordinator where the truth about Saturday's wedding is, and the honest answer is usually a document, a printed run sheet and their own memory. The booking system knows the date and the balance. It rarely knows that the florist needs access at seven or that table nine has a nut allergy.

That gap is the strongest argument for software shaped around one venue. The event sheet can be the centre of the system rather than an attachment to it, and because access is not priced per person, everyone working the day can open it.

Questions venue owners ask

We host a modest number of events a year. Does this make sense for us?

Possibly not, and it is worth being honest about that. If you are on a low tier with two users and it covers what you need, stay. It starts to make sense when you are paying for several tools, several users and a tier set by enquiry volume. Add them up over a year before deciding.

Can couples see their own payment schedule?

Yes. A simple client page showing what has been paid, what is due next and the documents they have signed is a common part of what we build for venues.

Do enquiries from directories still reach us?

Yes. Listings stay live and their enquiries are captured into the same pipeline as your website form, with the source recorded so you can see which listings earn their fee.

Can weekend staff have access without it costing more?

Yes. The price is one flat monthly figure regardless of how many people use the system, so access is decided by who needs it.

From the blog, for wedding and event venues

When not to build custom softwareSeptember 29, 2026 · An honest list of when custom software is the wrong call: a small flat bill, a product you use fully, network vendors, mandated systems, unsettled processes.
How to read a SaaS invoice line by lineSeptember 23, 2026 · Read a SaaS invoice by asking what each line scales with: base plan, seats, add-ons, usage, payment processing, taxes, credits and billing period.

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Tell us what your venue software costs

The tools, the number of users, and the parts your team opens every week.

Hiro costs about a tenth of what you pay now, quoted against your own bill. Hosting, fixes and changes included, and no per-seat fees.