Event And Venue Management Software

Event and venue management software streamlines the process of managing an event or venue. Event managers use this software to coordinate logistics, keep track of RSVPs, distribute badges, and assign products to attendees. This guide discusses the many different types of event and venue management software available today, including tabletop conference management software, outdoor event management software, and exhibitor management in conferences.

In this guide, we review the aspects of Event And Venue Management Software, venue management in events, wedding venue management software, and sports venue management software.

Event And Venue Management Software

Event and Venue management software can help you to manage all aspects of your event or venue. It can be used to track attendees, schedule events, and manage budgets. This type of software is becoming increasingly popular as it saves time and money for businesses in the service industry who use it to run their operations more efficiently.

Event Management Software

Event management software is a software application that helps you organize and manage events. Event management software is used by event planners, event organizers, and event managers.

There are many types of events: conferences, concerts, seminars, sporting events, conventions etc. The type of event will determine how you use your event management software. For example if you are organizing a concert then you may want to create an artist profile page where fans can keep track of all the artist’s upcoming gigs or latest album releases.

Venue Management Software

Venue management software is a type of event management software that helps you to manage the venue, including booking, managing and tracking inventory, and other tasks.

Venue management software is used for venues such as hotels and convention centers.

Event and venue management software has a number of features designed to help you organize your event, from managing the guest list to managing the budget. The table below lists some of the more common features found in this type of software:

  • Guest list: Create a guest list for your event and make sure everyone is invited. You can also use this feature to manage RSVPs.
  • Calendar: Keep track of your deadlines and other important dates related to the planning process.
  • Budgeting tools: Manage what’s spent on each aspect (venue rental, catering, etc.) so that costs stay under control throughout the planning process. This can also be helpful if you’re trying to destroy an evil overlord—it’ll keep track of every penny spent so that when it comes time for tax season they won’t be able to cheat their way out with fancy accounting tricks like “buying things.”

venue management in events

When organizing an event, you’re confronted with many decisions, but choosing the right venue and location is the one decision that will have the largest impact on your event. Everything from the date of the event, speaker lineups, catering options, and attendees experience depend on the event venue and location you select.

Does this sound a bit intimidating? You don’t have to feel that way. Here are some guidelines about when to make decision, what to consider, and how to do better.

When to Start Looking for a Venue

The earlier the better. Once you have a good understanding of the following 3 factors, you can begin your search for a venue: budget, estimated event size, and space requirements.

Book a venue at least 8 months in advance so that you will have enough time to plan other critical things, such as securing great speakers, creating an event program and website, starting ticket sales, engaging with attendees, and more.

What to Consider When Searching for a Venue

1. Location

You’ve probably already considered this. For a local event, you may be looking for a venue within a reasonable distance from most attendees’ homes or places of work. If many attendees will be traveling from out of town, a venue near the airport or their hotels will be beneficial. In whichever case, don’t forget to consider traffic, transportation, and parking options.

If you want to reduce the chance for your attendees to be late, provide them with a mobile event app, which is essentially a standard these days. With maps, driving directions, and parking/shuttle information at their fingertips, your attendees will feel confident and assured heading into the event. If the venue is within a large campus or institute, utilizing maps with pinned locations can help a lot. For events with exhibitions, posters, or parallel sessions, interactive indoor maps will help attendees conveniently navigate.

Take a look at Whova as an example. Whova won multiple awards including the People’s Choice Award in the Event Technology Awards (also known as the ‘Oscars’ of event technology).

2. Parking

Does the venue have a parking lot or valet parking? A venue with a parking lot is what dreams are made of. But if that’s not the case, see if there are parking lots nearby that attendees can access and use. If there is no parking available, you’re not completely out of luck — you have a few alternatives:

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3. Capacity and Minimums

4. Contract Flexibility and Force Majeure

“Getting an official contract with the venue provider is a must, because having to change the event venue is probably the last thing you want to see,” says the founder of SoftwareHow, who organized an industry conference with 300 attendees.

However, with the great uncertainty of the pandemic, it’s a good idea to negotiate flexible contract terms with your venue, as your event might be postponed or canceled due to unforeseen factors. For example, a lockdown order or natural disaster might prevent people from attending your event even if they registered. If the venue includes a force majeure clause, you can check if they can add COVID-related clause that protects you from losing all of your deposit.

5. Services and Amenities

Related Tips: Not a Tech Geek? Create and Manage Event Agenda on Web & Mobile without Any Tech Skills

6. Layout

Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of your team and the attendees.

While narrowing down your selection, get an illustrated floor plan of each venue, and walk through your favorites at least once, making note of important things such as where the outlets are and where AV equipment is or can be located.

The layout and floor plan will greatly affect a few different aspects of your event:

7. Insurance

According to BizBash, some venues won’t even do business with you if you don’t have insurance. Amy Hallquist-Hamric, president of Hallquist Insurance Agency agrees with BizBash. “There are several venues that require a certain amount of liability as well as them named as additional insured for the event,” states Hallquist. “Typically you can ask your general liability insurance agent for this endorsement for your event. It is also a great idea to START EARLY in planning to have this added as well as to have all of the wording required, address, etc., prior to contacting your agent.”

8. Ambiance and Accessibility

Pay special attention to the existing decor inside the venue. What style is the architecture and what does the building’s interior convey? If you’re holding a gala, you’ll likely need different venue accommodations than you would for an expo. The less the ambiance matches the desired feeling of your event (upscale, high tech, etc.) the more decorating you’ll need to do to make up for it. Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities. Before you can answer this question, you’ll need to understand who your attendees are and what their needs are. You’ll probably know whether there will be children at your venue, but you may not know if there will be individuals with other special needs. In this situation, reviewing recent events hosted by your organization may give you a sense of this. 9. Acoustics Have you ever attended an event that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night? That’s often caused by a venue’s poor acoustics, or how sound travels through the venue. A low ceiling will make the venue seem cozy, but it will make it louder if it’s packed. Alternatively, a large warehouse-style venue will result in echoes, or what architects refer to as “reverberation”. Although acoustics won’t necessarily make or break your choice in a venue, there are some ways you improve them, such as making use of patios outside the venue. In their article for the American Institute for Architects, Armstrong Ceilings suggests using acoustical clouds or canopies to improve a venue’s acoustics. 10. Flexibility on Event Date Being flexible on the event date can be a great way to negotiate with venues. They may have open dates on their calendar that they want to fill. By providing 2-3 date options, you are more likely to get discounted pricing. Related Tips: 8 Steps to Create a Great Marketing Plan for Your Event How to Search for a Venue Finding the right venue for your event can take up quite a bit of your time. Thankfully, there are a few shortcuts to help you save time: Contact the area’s local Convention & Visitors Bureau to inquire about venues that best suit your needs. On event listing websites, such as 10times, eventful, etc., find similar local events to yours and see where they host events. Use an online tool, such as Peerspace, Unique Venues, EventUp. They help you parse through the many venues to find the one right for you. As you can see, there’s a lot to consider when choosing your event’s venue. However, if you take the above into consideration when doing your research, you’ll find the perfect venue for your event. After the event date and venue is set in stone, now it’s time to create event websites and agendas, promote your event, sell the tickets and start engaging attendees. Would you like to see how to make your attendees happy while saving your time from those tedious event management tasks? See how Whova can help. Request more information or contact us at hello@whova.com. Popular Articles 8 Event Management and Planning Software That Will Save You Time Not a Tech Geek? Create and Manage Event Agenda on Web & Mobile Without Any Tech Skills How to Create Attendee Name Badges in 5 Minutes

Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities. Before you can answer this question, you’ll need to understand who your attendees are and what their needs are.

You’ll probably know whether there will be children at your venue, but you may not know if there will be individuals with other special needs. In this situation, reviewing recent events hosted by your organization may give you a sense of this.

9. Acoustics

Have you ever attended an event that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night? That’s often caused by a venue’s poor acoustics, or how sound travels through the venue. A low ceiling will make the venue seem cozy, but it will make it louder if it’s packed. Alternatively, a large warehouse-style venue will result in echoes, or what architects refer to as “reverberation”.

Although acoustics won’t necessarily make or break your choice in a venue, there are some ways you improve them, such as making use of patios outside the venue. In their article for the American Institute for Architects, Armstrong Ceilings suggests using acoustical clouds or canopies to improve a venue’s acoustics.

10. Flexibility on Event Date

Being flexible on the event date can be a great way to negotiate with venues. They may have open dates on their calendar that they want to fill. By providing 2-3 date options, you are more likely to get discounted pricing.

How to Search for a Venue

Finding the right venue for your event can take up quite a bit of your time. Thankfully, there are a few shortcuts to help you save time:

As you can see, there’s a lot to consider when choosing your event’s venue. However, if you take the above into consideration when doing your research, you’ll find the perfect venue for your event.

After the event date and venue is set in stone, now it’s time to create event websites and agendas, promote your event, sell the tickets and start engaging attendees. Would you like to see how to make your attendees happy while saving your time from those tedious event management tasks? See how Whova can help. Request more information or contact us at hello@whova.com.

wedding venue management software

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 and managing all venue operations. This includes finding 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 of all kinds – from restaurants, conference venues, banquet halls, wedding venues and golf clubs to unique venues like vineyards, museums and estates – address these challenges. In addition, these platforms help entrepreneurs who are opening a new event space get up-and-running faster and shorten the time to profitability.

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:

The venue management software market is a smaller and highly specialized niche of the overall event management solution space, offering a number of tools that appeal to a wide variety of professionals working at event venues and caterers, from venue managers, sales managers, food-and-beverage managers and event planners to head chefs, kitchen staff, wait staff and hosts.

First, let’s take a look at the best venue management software tools available today for the hospitality and events industry.

Top Venue Management Software and Event Booking Engines

Planning Pod

The only true all-in-one event management tool, Planning Pod offers 20+ tools that include event booking calendars; sales and lead management; online contracts and electronic signatures; banquet event orders + food-and-beverage management; invoicing and payments; event floor plan layouts; consolidated email communications; and much more.

It also includes event management solutions for those venues that have event organizers or managers on staff. Plus it integrates with hundreds of other applications via the Zapier platform and is mobile friendly for use on smartphones and tablets.

Event Temple

Event Temple specializes in hotels and hospitality groups and offers lead management, booking management, proposals and invoicing tools with mobile app integration.

Ivvy

Ivvy offers solutions for hotels, caterers, restaurants and stadiums with tools for lead CRM, quotes/contracts, booking calendars, invoicing and BEOs.

Priava

Based in Australia, Priava serves businesses mainly in the hospitality industry with tools for managing lead/client CRM, booking calendar, proposals and invoices.

Skedda

Skedda specializes in offering a mobile-friendly booking calendar solution for venues, studios, conference centers, classrooms and community facilities.

Tripleseat

Tripleseat focuses on hospitality clients by specializing in sales and lead management tools, including CRM, proposals, billing and payments; learn more about Tripleseat pricing and competitors .

EventPro

EventPro offers a cross-section of tools for both venues and caterers, including booking management, sales and lead management, invoicing and payments.

Thundertix

Ideal for concert and music venues, Thundertix provides tools for managing event ticketing, online event registrations, reserved seating, box offices and subscribers / patrons.

Ungerboeck

Based in Germany, Ungerboeck offers large-scale, enterprise solutions for arenas, convention centers, universities and performing arts centers.

Artifax Event

Focused on serving museums and galleries, Artifax Event provides tools for room bookings, event management, resource management and customer/attendee/artist CRM.

sports venue management software

Arenas and venues are large, maze-like facilities packed with expensive assets and equipment.

Hippo CMMS delivers the features you need to keep organized and stay in constant communication with your team from anywhere, at any time. Interactive floor plans get techs directly where they need to be, even in hard-to-find spots. Barcodes ensure they’re working on the right assets while data-packed work orders with customizable instructions and checklists ensure techs handle tasks consistently and correctly.

Leading arenas and venues think alike

Stay Connected with Arena Management Software for Stadiums and Arenas

The Hippo Mobile app means you and your team can use your maintenance management software on any Internet-connected mobile device. Access everything from comprehensive asset data to current work orders and PMs.

Interactive site maps and floor plans make it easy to assign resource-related maintenance tasks or locate assets and equipment in hard-to-find areas. All repair and maintenance history and equipment downtime is tracked, and auto-generated reports make it easy to dig deep into facility data, including work order histories or staff and vendor performance.

Work Order Management

Generate and track work orders with asset histories, associated parts, manuals, and custom checklists

Preventive Maintenance

Schedule time- and meter-based PMs to avoid the stress and costs of on-demand, failure-based maintenance

Vendor Management

Outsource maintenance tasks to third-party vendors through work orders. Manage all resources and suppliers directly through the CMMS

Maintenance Request Portal

Control ticket submission, approve or dismiss requests, generate, prioritize, and assign data-rich work orders

Interactive Site Maps and Plans

Locate assets instantly and access room and space information. No more running in circles

Mobile Sync

Keep everyone in the loop and working from the same data with real-time updates on the go

Automated Reports

Get the big picture with customizable reports. The first step to cutting costs is following the money

Equipment and Asset Management

Monitor performance associated labor and parts to make informed repair-or-replace decisions

Testimonials

Quick estimate

Find out what price to expect when you implement sports and recreation software at your facility in a few simple steps.

Featured Maintenance Management Resources

From dedicated training and ongoing customer support to articles, e-books, webinars, and podcasts, we’re here to help you succeed.

A quick recovery starts long before disaster strikes. CMMS software helps hotels and resorts come back strong from earthquakes, fires, floods, and storms.

On average, 20-25% of an organization’s budget goes to finding and fixing issues. If the cost of repairing and replacing flawed products is added, that number rises to 30%. Learn about this and more in this e-book.

See how simple maintenance can be as we walk you through the user-friendly features of Hippo CMMS, step by step.

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