How it works
From booking to event day,
keep the details moving.
Here’s how an event moves through VenueCommand, from the first hold to close-out, with each step recorded on the event.
Illustrative example. The event shown is fictional.
1
Book
Hold a space, check for conflicts and confirm.
- Create the event across one or more spaces, with a category and linked contacts.
- Set the event window separately from load-in and load-out.
- Place a hold with an expiry date. Reminder emails go out, expired holds are released automatically, and you get a nudge when a hold is ready to confirm.
- Conflicts are checked for each space. Going ahead despite a conflict requires a written reason.
- Confirm the event and see it on the calendar by space, in month, week, agenda or list view.
- Rebooking a repeat client? Copy Event starts from their earlier booking.
2
Prepare
Price the event, issue the contract, record the deposit and collect documents.
- Price the event from your service catalog and line items, or a rental package priced flat or hourly by weekday and time of day. Nonprofit pricing and your venue’s tax rate apply.
- Generate the Rental Agreement PDF from your venue’s versioned template, with an approval step for contract wording.
- When the contract is issued, its terms and pricing are frozen. If details change, Reissue it.
- Store the signed copy on the event.
- Record the deposit and other payments in the payments ledger.
- Track the documents you need with the catering checklist, and keep event documents with their versions.
3
Run the day
Bar, catering and security modules, staff, and documents by role.
- Use the Bar, Catering and Security modules each venue has turned on.
- Bar: staffing, bar totals and an OK-to-bill lock.
- Security: none, in-house or outsourced.
- Draw on a staff pool with positions, shared across your venues.
- Share event documents by role, so each person sees what’s meant for them.
4
Close out
Record payments, settle the damage deposit and mark the event completed.
- Record final payments, refunds and voids, with an audit trail.
- Settle the damage deposit.
- Mark the event Completed. If an event doesn’t go ahead, mark it Cancelled.
Take command
Spend less time chasing details. More time running your venue.
See how VenueCommand could fit the way your team manages events, people and properties.