Venue management software for independent event and wedding venues
Venue management software runs the business side of an event space: inquiries, one calendar, proposals, contracts and invoices, plus the tools around them: forms, floor plans, menus and the sheet the kitchen works from. MyVenueHQ keeps all of it in one dashboard, and adds HQ, an AI assistant that drafts replies and answers questions from your own records.
MyVenueHQ is venue management software for independent event and wedding venues: barns, estates, halls and gardens with a small team. Inquiries, bookings, proposals, e-signed contracts and invoices live in one dashboard, with forms, floor plans, menus, BEOs and HQ, an AI assistant. It is free for one venue and 10 events a month, then $49 a month or $490 a year, and each extra venue is $15 a month.
What venue management software covers
Eight jobs run a venue. Each row says what MyVenueHQ does and links to the page that goes through it in detail.
| Job | What MyVenueHQ does | In detail |
|---|---|---|
| Win the inquiry | Requests from your booking page, your forms and your tour page land in Inquiries with a clock on how long each has waited. You reply, then turn the inquiry into an event in one window. | Event venue CRM |
| Keep the calendar honest | One calendar per venue. Rooms are your saved layouts, tentative holds block a date, and an event that clashes with another in the same room is refused before it saves. | Venue booking software |
| Agree terms and get paid | Proposals the client accepts from a link, contracts signed on a phone, and deposit and final invoices paid by card into your own Stripe or Square account. | Venue contracts and payments |
| Plan the room and the day | Floor plans drawn to scale in 2D and 3D, shared with the client for approval, and a banquet event order the kitchen works from. | Event floor plan software |
| Follow up without chasing | Seven one-click email automations: an instant reply, a nudge when an inquiry goes quiet, a welcome, hold warnings, payment reminders and a review request. | Venue marketing automation |
| Ask your own records | HQ, the AI assistant, writes a daily briefing, answers questions from your bookings and drafts replies. Nothing is sent or saved until you click. | AI venue management software |
| Run more than one venue | One login for several venues, a different role in each, one bill. Each extra venue is $15 a month. | Multi-location venue management |
| Host weddings | The couple, the planner and the date in one dashboard, from the first tour to the bar tab. | Wedding venue software |
One booking, from the first message to the day
This is the order a booking usually moves in. The last column says who does the step, because most of them wait for a person.
| Stage | What happens | Who |
|---|---|---|
| Inquiry | A request arrives from your booking page, a form, the tour page or the API, or you type one in. It waits in Inquiries as New. If you turned the recipe on, an instant reply goes out. | Automatic |
| Reply | Reply opens your own email app. Mark the inquiry replied so the speed numbers stay true. | You |
| Booking | Convert to event opens a Confirm booking window. You choose Confirmed, Tentative or Quoted, and the date is checked against closed dates and against other events in the room. | You |
| Proposal | Send a proposal from the event. The client accepts or declines from a link with no account, and you get an email. | You and the client |
| Contract | Your template fills in the client and the date. They sign on a phone, drawn or typed. The signed contract is locked. Venue plan. | You and the client |
| Deposit | Split the event into deposit, second and final payments with dates, then send a deposit invoice. Card payments go into your own Stripe or Square account. | You and the client |
| Planning | Share the floor plan for approval. Keep the guest count, menu and timings on one BEO. | You and the client |
| The day | Your team works from the event, the BEO and the plan. Sync POS sales afterwards. | You |
Also included
Money
What you have won, what is coming in and what is at risk: late payments, overdue invoices, holds ending, proposals with no answer and contracts not yet signed.
Lead sources
Which listing or ad booked events, with the cost per booking worked out from what you tell it you spent.
Ticketing
Sell tickets to your own nights from a page on your site. On Free the buyer pays a 5% service fee on card sales taken through Stripe Connect; on the Venue plan there is none.
POS sales
Connect Square, Clover, Toast or Lightspeed and press Sync to bring bar and kitchen sales into your revenue report. Venue plan.
Client portal
Clients see their events, invoices and payment schedule, upload documents and message you.
Tours
A public page where visitors pick a tour time, with a confirmation and a reminder email. Off until you switch it on.
What it costs
One venue is free. The Venue plan is $49 a month, or $490 a year for two months free, with a 14-day trial and a 30-day money-back guarantee. There is no setup fee and no per-seat charge. Each extra venue adds $15 a month.
- Free, $0. 1 venue, 2 staff seats, 10 events a month, 250 contacts, BEOs, floorplans, menus, Proposals, invoices, deposits, Ticketing, 5% buyer fee. No POS sync or contracts.
- Venue, $49 a month, or $490 a year. Unlimited events and contacts, Unlimited staff seats, POS sync: Square, Clover, Toast, Lightspeed, Contracts with e-signature, Ticketing, no per-ticket cut.
The full table, with what each plan includes line by line, is on the pricing page. For how the price compares, see MyVenueHQ vs Tripleseat and MyVenueHQ vs Perfect Venue.
What it connects to
Card payments settle in your own Stripe or Square account. Square, Clover, Toast and Lightspeed sales come into your revenue report when you press Sync on the Venue plan. Your calendar leaves as a read-only subscription link for Google Calendar, Apple Calendar or Outlook. An API key and webhooks for inquiries, bookings and contacts connect it to your website or to a tool such as Zapier or Make.
There is no two-way calendar sync and no inbox connection. Replies to clients are sent from your own email app.
What it does not do
Each one is a limit of the product today.
- The public booking page takes requests, not bookings. A visitor asks about a date and it arrives as an inquiry. It does not check the calendar for clashes, and a date taken by a private event looks open there.
- A tentative hold blocks the date, and you are warned two days before it ends. Nothing releases it for you.
- The calendar and the money screens show one venue at a time. There is no combined view of several venues.
- There are no recurring events, no stored room capacity and no week or day grid on the calendar.
- Contacts have no tags or segments, and there is no bulk email or text messaging. Email goes out from hello@myvenuehq.com with your account email as the reply address.
- Accepting a proposal or signing a contract does not confirm the event or create the next document for you. You do that step.
- Contracts and POS sync need the Venue plan. Free also stops at 10 events a month, 250 contacts and 2 staff seats.
Venue management software questions.
What is venue management software?
Venue management software runs the business side of an event space: inquiries, a calendar for each room, proposals, contracts, deposits, floor plans and the event sheets staff work from on the day. MyVenueHQ does this in one dashboard, so each event’s details are typed once.
What does venue management software cost?
MyVenueHQ is free for one venue with up to 10 events a month, 250 contacts and 2 staff seats. The Venue plan is $49 a month or $490 a year for unlimited events, contacts and staff seats. Each extra venue is $15 a month or $150 a year. Invoices carry no MyVenueHQ fee.
Who is MyVenueHQ for?
Independent event and wedding venues with a small team: a barn, an estate, a hall or a garden with a few rooms. It is built for owners who run the bookings themselves, not for hotel chains with a sales department.
Can it replace my spreadsheet and my signing app?
For most small venues, yes. Inquiries, the calendar, proposals, e-signed contracts, invoices and floor plans are in one place. It does not do bulk email, text messages or recurring events, so keep a separate tool if you rely on those.
Do clients need an account?
No, not to accept a proposal or sign a contract. They open a link from their email. A client account is only for the portal, where they see invoices and the payment schedule.
Does MyVenueHQ take a cut of my payments?
No, not on invoices. Card payments settle in your own Stripe or Square account, and their processing fees still apply. The one MyVenueHQ fee is a 5% service fee paid by ticket buyers on the Free plan, charged only when you take card payments through Stripe Connect.
Can I run more than one venue?
Yes. Add each extra venue to your account for $15 a month. Each venue has its own calendar, contacts, templates and settings, and you switch between them from the menu at the top of the sidebar. See multi-location venue management for what is and is not shared.
Can I get my data out?
Yes. Settings has an export that downloads a zip of CSV files with your events, inquiries, contacts, invoices, proposals and contracts. Managers and owners can run it.