Software package

Wedding venue package

One calendar for every date and space, holds that expire on their own, viewings in the coordinator's diary, packages by season with your prices, contracts with instalments paid online, a planning area each couple fills in, and a function sheet the kitchen can trust.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Wedding venues of every kind: country houses, barns, converted mills, hotels with function rooms, restaurants with a private dining floor and gardens with a marquee licence recorded by the owner, from a venue hosting twenty weddings a year to one hosting a hundred and twenty. Daily users are the wedding coordinator who answers enquiries, shows couples round and holds dates, the general manager who approves quotes and watches conversion, the head chef and front of house who run from the function sheet, and couples who plan their day in the portal and pay their instalments.

Not the right fit

It is not for wedding planners who manage weddings at other people's venues, which is the wedding planner package, nor for hotels whose main need is selling bedrooms night by night, which is the hotel package. Multi-venue groups with a shared sales team, or venues needing holds to transfer between houses, should look at a custom build.

The operational problem it solves

How it runs, step by step

Monday morning, and the coordinator opens the calendar for the next two years: confirmed weddings in one colour, provisional holds in another with the days left on each, and the Saturdays still open in peak season.

Four enquiries came in over the weekend.
One asks for a Saturday in July next year that is already confirmed, so she offers the Friday and the Sunday from the same screen with the packages for those days attached.
Another asks for a date under a provisional hold that expires on Thursday; the system has already sent that couple their reminder, so she places the new couple on a waiting hold and tells them when they will hear.
Two couples book viewings into her Thursday afternoon slots from the link in her reply.

After Thursday's viewing a couple asks to hold a Saturday in May.

She places a fourteen-day hold, and the quote is built from the peak Saturday package the venue priced, exclusive use, and a hundred and twenty guests against the barn's round-table figure she recorded.
The couple accepts, the contract is generated with three instalments and signed online, the first deposit is paid through the connected provider and the hold becomes a confirmed wedding.
Over the following year the couple fill in the planning area: ceremony time, menu choices by course, final numbers eight weeks out, the band and the florist.
Each deadline nudges them and the coordinator sees what is late.
Ten days before the day, the function sheet is generated: timings, numbers by table, dietary requirements by course, supplier arrival times and the bedroom list for the wedding party linked from the hotel system.
The chef reads it on Friday and the vegan top table is no surprise.

Features

What the package does

The package ships as modules that mirror the venue year: the calendar with holds and enquiries, viewings and packages, quotes and contracts with deposits, the couple planning area with suppliers, and the function sheet with accommodation. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Availability calendar across spacesConfirmed weddings, provisional holds and blocked dates across every space in one calendar, answering enquiries from what is really free.
Provisional holds with expiryHold a date for a couple with an expiry, reminders and the option to extend or release, with waiting holds queued behind it.
Enquiry form with dates and guest numbersCouples enter dates, guest numbers, ceremony type and exclusive use, and the venue replies from the calendar.
Viewing appointmentsViewings booked into coordinator diaries with reminders and a follow-up task afterwards.
Packages by season and dayPackages priced by season and day of the week, with the venue's own prices and inclusions.

Billing and payments

Quotes and contracts with deposit scheduleA quote and contract produced from the chosen package and date, with a deposit schedule the couple pays online.

Portal and access

Couple planning areaCouples enter timings, menus, numbers and supplier details against deadlines, checked against the layout figures recorded for the space.
Function sheetA sheet generated for the kitchen, bar, housekeeping and front of house from what the couple has entered, kept up to date as numbers change.
Preferred supplier listPreferred suppliers with profiles that couples can browse while they plan.
Accommodation linkageBedroom blocks shown against the wedding so the couple and coordinator see accommodation beside the date.
E-signature for contractsContracts and terms signed electronically instead of being printed and posted.

Reporting and insights

Enquiries, holds and conversion reportingEnquiries by source, viewings, holds and deposits due in one view for the venue manager.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Availability calendar across spaces	Included	Included
Provisional holds with expiry	Not in this variant	Included
Enquiry form with dates and guest numbers	Included	Included
Viewing appointments	Included	Included
Packages by season and day	Included	Included
Quotes and contracts with deposit schedule	Optional	Included
Couple planning area	Not in this variant	Included
Function sheet	Not in this variant	Included
Enquiries, holds and conversion reporting	Not in this variant	Included
Preferred supplier list	Optional	Optional
Accommodation linkage	Not in this variant	Optional
E-signature for contracts	Not in this variant	Optional

Roles and permissions

Who does what

Venue manager
- Define spaces, layouts and the capacity figures recorded for each
- Set packages by season and day of week with the venue's prices and inclusions
- Set hold expiry rules, the deposit schedule and contract terms
- See enquiries by source, viewings, holds, conversions and deposits due
Wedding coordinator
- Answer enquiries from the calendar and offer alternative dates
- Book viewings into their own diary and record the outcome
- Place, extend, transfer and release provisional holds
- Build quotes, issue contracts and track the couple's planning deadlines
Kitchen and front of house
- Read the function sheet for upcoming weddings
- See numbers, dietary requirements and timings as they change
- Add operational notes for the day
Couple
- Enquire with dates, guest numbers and ceremony type and book a viewing
- Accept a quote, sign the contract and pay instalments online
- Fill in the planning area: timings, menus, numbers and suppliers against deadlines
- See the preferred supplier list and their bedroom allocation

Example screen

Concept demo

Concept demo of a wedding venue availability calendar showing confirmed dates, provisional holds with expiry countdowns, a waiting hold and alternative date suggestions for an enquiry.

The two-year availability calendar on Monday morning: confirmed weddings and provisional holds with days remaining, a waiting hold queued behind one expiring Thursday, open peak Saturdays highlighted, and the enquiry panel offering a Friday and Sunday alternative with their packages attached.

Scope and options

What is included and what is extra

In the base package

Availability calendar across spaces with confirmed weddings, provisional holds and blocked dates
Provisional holds with expiry, reminders, extension, release and waiting holds
Enquiry form with dates, guest numbers, ceremony type and exclusive use, answered from the calendar
Viewing appointments in coordinator diaries with reminders and follow-up tasks
Packages by season and day of week with the venue's own prices and inclusions
Quotes and contracts generated from the package and date, with a deposit schedule paid online
Couple planning area with deadlines, menus, numbers and supplier details, checked against layout figures
Function sheet generated for the kitchen, bar, housekeeping and front of house

Common add-ons

Preferred supplier list with profiles the couple can browse
Accommodation linkage showing bedroom blocks against the wedding
E-signature for contracts and terms

Needs custom work

Multi-venue groups with one calendar and holds transferable between venues
Deep hotel system integration with bedroom allocation rules
Function sheets in several formats per department
Conversion reporting by enquiry source across a group

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Enquiries, holds, contracts, payment records, planning details and function sheets can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, hold expiry processing and reminder sending, backups, and a monthly window for small changes such as a new season of packages, a revised deposit schedule or a change to the function sheet layout. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of spaces and layouts, whether the supplier list, accommodation and e-signature add-ons are included, the payment provider and the weddings and holds migrated from the current diary. The proposal itemises each line so recurring costs are never hidden in the build.

Also used in

Software package

Custom build Concept demo

Variants

Availability calendar across spaces with confirmed weddings, provisional holds and blocked dates
Provisional holds with expiry, reminders, extension, release and waiting holds
Enquiry form with dates, guest numbers, ceremony type and exclusive use, answered from the calendar
Viewing appointments in coordinator diaries with reminders and follow-up tasks

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can we hold a date for a couple while they decide?

Yes. A provisional hold takes the date for the period you set and the couple is reminded before it expires. You can extend it, convert it to a contract or release it, and a second couple can wait behind it. Expired holds release automatically with a note on the enquiry.

How do seasonal packages and prices work?

The venue defines packages with its own prices and inclusions for each season and day type, such as peak Saturday, off-peak Friday or midweek winter. When a date is chosen the matching package is attached automatically, and extras are added to build the quote. The system never suggests a price.

What does the function sheet contain?

Everything the couple and coordinator recorded in the planning area, laid out for the day: timings, ceremony details, numbers by table, menus and dietary requirements by course, bar arrangements, supplier arrival times and contacts, and the bedroom list where accommodation is linked. It regenerates whenever details change.

Can couples see other couples' details?

No. Each couple sees only their own wedding, their contract, their payments and their planning area. Coordinators and managers see all weddings; kitchen and front of house see function sheets only.

We have several venues. Does the package cover that?

The package runs one venue with several spaces. A group with a shared sales team, one calendar across venues and holds that move between them is custom work scoped through custom wedding venue booking development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our bookings, capacity, orders and documents modules for each venue, and the calendar on this page is a labelled concept demo rather than a live client system.

Get a quote for Wedding venue package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.