Wedding venue management softwareRun every wedding from one record.
The couple’s inquiry, proposal, signed contract, deposit, floorplan and the kitchen’s BEO live on one record, so you type their details once instead of five times. Free for your first 20 events a month.
MyVenueHQ is wedding venue management software and CRM for independent wedding and event venues. Each wedding lives on one record, from the couple’s inquiry to the proposal, e-signed contract, deposit invoice, 2D and 3D floorplan, BEO and bar sales. It is free for up to 20 events a month, then $100 a month with no per-seat charge.
A wedding, start to finish
Here’s one wedding moving through MyVenueHQ, using the sample couple from our demos: 120 guests in the Garden Room on October 17.
| Stage | What happens in MyVenueHQ |
|---|---|
| Inquiry | The couple fills in the form on your website. They arrive as a contact and an event marked Inquiry, with what your form asks, such as the date, guest count and budget, and the calendar already shows whether that Saturday is free. |
| Proposal | Send a proposal from the event with your room hire, packages and add-ons. The couple opens it from a link and accepts it online. |
| Contract | The contract starts from your own template with their details filled in. They sign on their phone, no account needed, and the signed, dated copy stays on the event. |
| Deposit | The invoice carries the deposit and the balance with its due date. They pay by card, the event shows paid the moment they do, and the money settles in your own Stripe, Square or PayPal account. |
| Planning | The couple and their planner see their documents, invoices and messages in the client portal, and you share the reception layout so they can see the room before they arrive. |
| Final numbers | When the guest count is final, the menu counts, table count and floorplan are updated on the same record and the BEO goes to the kitchen. |
| The day | Your team runs the day from the event. Afterwards, sync bar sales from Square, Clover, Toast or Lightspeed into the revenue report. |
| After | The balance and the bar takings sit on the same event, and revenue reporting shows what the wedding earned. |
What to look for in wedding venue software
Whatever you end up buying, check these six. They decide whether it saves your coordinators time or becomes one more tab to keep in sync.
- A calendar that will not double book. Saturdays are the product. One calendar for every room, and a clashing booking is stopped before it saves.
- Inquiry to booking without retyping. The couple’s details should flow from the inquiry into the proposal, contract, invoice and BEO.
- Contracts signed on a phone. Couples sign at 9 pm from the sofa, not at a printer. No account for them to create.
- Deposits paid into your account. Card payments should settle with your own processor, not be held by the software.
- Floorplans and BEOs. Ceremony and reception layouts and the kitchen’s BEO, built from the booking, not a separate drawing.
- A price you can see. Wedding venues are seasonal. Look for a plan that is free or cheap in the quiet months and does not charge per coordinator.
More on the business side: how wedding venues set their prices, the questions couples ask on a tour, a wedding run of show template, and a free wedding timeline template couples can fill in themselves.
Built for wedding venues, not hotels
Much of the venue software you will find is built for hotels, arenas and conference centers, and priced for them. MyVenueHQ is for the independent venue: a barn, an estate, a garden, a hall with two or three spaces and a small team. So there’s a free plan, one flat price with no per-seat billing, and payments that go straight to your account.
It’s built by a team you can reach, and we set up every founding venue’s first event with them.
Weighing it against bigger names? We compared published terms in MyVenueHQ vs Tripleseat and MyVenueHQ vs Perfect Venue.
What wedding venue software costs
Published starting prices for one venue, checked on October 10, 2026. Add-ons, card fees and contract terms differ; the comparison pages go through them.
| Software | Starting price, one venue | Free plan |
|---|---|---|
| MyVenueHQ | $0 up to 20 events a month, then $100 a month | Yes |
| Perfect Venue | $199 a month billed annually, $239 monthly (full comparison) | Yes, with higher card fees |
| Tripleseat | $375 a month, add-ons quoted (full comparison) | None listed |
Everything a wedding venue runs on
Inquiries and a clash-proof calendar
Website inquiries become events on a calendar that holds every room, and double bookings are stopped before they save.
Proposals, packages and add-ons
Price your packages once and send a proposal the couple accepts online.
Contracts with e-signature
Your own template, filled in from the event, signed on the couple’s phone.
Invoices and deposits
Deposit and balance on one invoice, paid by card into your own account.
Floorplans in 2D and 3D
Ceremony and reception layouts to scale, with guests seated by table, shared with the couple. Event floor plan software, the free floor plan maker and wedding seating chart software
BEOs for the kitchen
Timeline, menu counts and dietary needs on one sheet. Banquet event order guide and a free BEO template
Client portal
Couples and planners find their documents, invoices and messages in one place.
Automations
Send the contract, the invoice or a follow-up when a wedding changes status.
Bar and POS sales
Sync Square, Clover, Toast or Lightspeed sales into your revenue report, next to deposits and tickets. Couples planning their own bar can start with the wedding alcohol calculator.
Revenue reporting
Revenue by day or month across bookings, tickets and the bar.
Wedding venue questions.
What is the best CRM for managing a wedding venue?
Pick one that holds the whole wedding and not only the lead: inquiry, proposal, contract, deposit, floorplan and BEO on one record. MyVenueHQ does that for $0 up to 20 events a month, then $100 a month with no per-seat charge.
How much does wedding venue software cost?
MyVenueHQ is free for one venue with up to 20 events a month, and $100 a month for unlimited events, contacts and staff. Each extra venue is $20 a month. There is a 14-day trial on the paid plan and no setup fee.
Do I need wedding venue software, or will a spreadsheet and a CRM do?
A spreadsheet and a general CRM work for a few weddings a year. They stop working when the guest count changes and has to be retyped into the proposal, contract, invoice, floorplan and BEO. Venue software keeps those on one record, so a change made once reaches all of them.
Can couples sign the contract on their phone?
Yes. They open a link from their email and sign on their phone. They do not need an account. The signed, dated contract stays on the event.
Where do wedding deposits go?
Into your own Stripe, Square or PayPal account, the one you connect. MyVenueHQ does not hold the money or take a percentage of it.
We host the ceremony and reception in different spaces. Does that work?
Yes. The calendar holds every room, and a booking that clashes with another in the same room is stopped before it saves, so the lawn and the ballroom can each be booked on their own.
Can our planners and couples see the details?
Yes. Couples and planners see their documents, invoices and messages in the client portal, instead of emailing you to ask for them.