Event venue CRM that answers inquiries and shows which leads book
Every inquiry from your booking page, forms, tour page or API lands in one list with a clock on how long it has waited. You reply, then turn it into an event in one window. A report shows which listing or ad booked events.
MyVenueHQ works as a CRM for event and wedding venues. Inquiries queue by how long they have waited, in four stages: New, Replied, Ready to book and Declined. Convert to event puts one on the calendar, and clients are kept in a Clients list. Seven one-click email automations follow up, and the Lead sources report shows cost per booking. It has no inquiry board, no contact tags and no bulk email.
How leads come in
Six ways an inquiry gets into MyVenueHQ. All of them start as New.
| From | What happens |
|---|---|
| Your booking page | A visitor presses Ask about a date on your public calendar page. The request arrives in Inquiries as New, with their date, event, guests, name, email and phone. The fields are fixed. |
| A form on your website | Build the form in Forms and embed it. It makes an inquiry when Create Inquiry on Submission is on and its fields are mapped. Every submission is saved either way. |
| Your tour page | A visitor books a tour time. The booking attaches to their open inquiry, or creates one titled Tour with their name. Tours are off until you switch them on. |
| Your own site or a tool | Send inquiries to the API with your venue’s API key. It works with Zapier or Make through that key. There is no Zapier app. |
| A phone call or a walk-in | Add an inquiry by hand from the New menu. |
| A pasted email | In a new inquiry, press Paste an email to fill this in. The assistant reads the text and fills the form. Nothing is saved until you press create. It uses AI credits. |
From first message to booked
The steps on one inquiry. You do the replying and the booking. The app keeps the clock.
| Step | What happens |
|---|---|
| It arrives | New inquiries show in the Inquiries list and as a count on the sidebar. Today lists the ones nobody has answered. |
| You see the wait | The list is oldest first, with waiting 5 hours or waiting 2 days on each row. A wait of two days turns red. |
| You reply | Reply opens your own email app. Mark it replied, or Ready to book, so the reply-speed numbers stay true. |
| You book it or let it go | Convert to event opens Confirm booking. Choose Confirmed, Tentative or Quoted. The date is checked against closed dates and other events in the room. Decline moves it out of the queue. |
Above the list, a reply-speed strip shows how long you take to answer new inquiries over the last 90 days, how long your instant reply takes, and how many inquiries became bookings. It compares inquiries answered within an hour with slower ones once there are five of each.
Clients, in one list
The Clients screen holds each person or company with their phone numbers, email addresses, website and notes. Open one for a profile that shows what is coming up, what they owe, their inquiries, what they booked and past events. Search by name, company, email or phone, and sort by recently added, A to Z, company or recently changed.
A client is added when you book an event for them, when a website form comes in with an email, or by hand.
Follow-up that runs on its own
Under Settings, Workflows, seven ready-made automations switch on with one click. Each sends an email you can edit.
- Reply to every new inquiry right away
- Check back with inquiries that go quiet, after 2 days
- Welcome a couple the moment they book
- Warn a couple before their hold ends
- Ask for final details two weeks out
- Thank them and ask for a review the day after
- Remind clients about payments
None is on until you turn it on. The instant reply goes out as the inquiry arrives. Timed ones, such as the nudge after two days, are checked every six hours, so they can land a few hours late. Emails that a free-text automation sends carry an unsubscribe link, and anyone who unsubscribed is skipped. Free sends up to 100 automation emails a day and the Venue plan up to 1,000. See venue marketing automation for the full list of triggers and steps.
Which leads book, and what they cost
Money has a Lead sources tab, for owners and managers. For this month or the last three, six or twelve, it lists each source with its inquiries, tours, bookings, booking rate, booked value, what you spent and the cost per booking.
Sources are tagged for you from tracking links, the page the visitor came from, or the channel (booking page, form, embed, tour), and you can change a tag from the inquiry. The tab gives you copy-ready links to tag your listings and ads. You type in what you spent on each source each month. Nothing is imported from an ad account, and The Knot and WeddingWire are labels, not connections. Cost per booking shows n/a until a source has both spend and a booking.
What it connects to
An API key sends inquiries in from your own website or a tool such as Zapier or Make. Webhooks send inquiry, booking and contact events out to a URL you set. Your calendar leaves as a read-only subscription link. Payments settle in your own Stripe or Square account.
It does not connect to Facebook or Instagram lead ads, to The Knot or WeddingWire feeds, or to Gmail or Outlook.
What it does not do
What a general-purpose CRM does that this does not.
- Inquiries are a queue, not a board. Stages are New, Replied, Ready to book and Declined, and they cannot be renamed or added to. The drag-and-drop Pipeline is for events, not inquiries.
- There are no lost reasons. Declined only moves the inquiry out of the queue.
- Clients have no tags, segments or merge. Duplicates are not detected, and there is no screen for importing a contact file.
- Converting an inquiry does not create a client record. A client is added by hand, from the New event form, or from a website form submission that has an email.
- There is no inbox sync, no text messaging and no log of sent email on the client. Replies go from your own email app, so reply time is only as accurate as the times you mark replied.
- An inquiry cannot be assigned to a staff member. Events can.
- There is no bulk email or campaign tool. Automations email the person a booking or inquiry belongs to.
- Spam protection on the booking page and forms is rate limiting. We do not call it captcha protection.
- The embedded calendar is view only. Visitors ask about a date from the booking page, not from the embed.
- There is no sales forecast report.
Event venue CRM questions.
What is an event venue CRM?
An event venue CRM keeps track of who asked about a date, who you replied to, who toured and who booked. In MyVenueHQ that is the Inquiries queue, the Clients list and the Lead sources report, all joined to the event once an inquiry is booked.
Is MyVenueHQ a CRM for wedding venues?
Yes. It holds each couple from the first inquiry through the tour, proposal, contract and deposit in one dashboard. It is built for venues, so it has no deal stages, forecasts or marketing campaigns like a general-purpose CRM.
How does it capture leads?
From your booking page, forms on your site, your tour page, an API key, a pasted email or by hand. Facebook and Instagram lead ads and The Knot and WeddingWire feeds are not connected. Those names are only lead-source labels.
Can it follow up automatically?
Yes, by email. Seven one-click automations cover an instant reply, a nudge after two days of silence, a welcome, a hold warning, final details, a thank-you with a review request and payment reminders. None is on until you turn it on, and timed ones are checked every six hours.
Does it show which marketing works?
Yes. Money has a Lead sources tab with inquiries, tours, bookings, the booked value and the cost per booking for each source. You type in what you spent on each source each month. The cost per booking shows n/a until there is both spend and a booking.
How many contacts can I keep?
250 on the Free plan and no limit on the Venue plan. Inquiries do not count toward the 10 events a month on Free.
Can I get my contacts out?
Yes. Settings has an export that downloads a zip of CSV files including your contacts and inquiries. Managers and owners can run it.
Is it a replacement for HubSpot or a spreadsheet?
For a venue, usually yes. It does what a venue needs from a CRM and ties it to the calendar and the paperwork. It does not do email marketing or sales sequences across a list.