Venue and resource availability
Reserve rooms, equipment and setup windows together. A booking can consume space before guests arrive and after they leave. Provisional holds need expiry and a clear conversion to confirmed inventory.
Industry
Software for Events and Venues
A venue sells time in a space. We build the systems that stop it being sold twice.
Operations
Operational problems to solve
Common situations to examine during discovery with the people who do the work.
Two enquiries hold the same room.
Provisional bookings live in a calendar with no hold expiry, so space is blocked by enquiries that never convert.
Ticketing fees are a significant cost.
Per ticket platform fees scale with volume and take the customer relationship with them.
On the day is run on a printed list.
Check in, capacity and access control are managed on paper, so nobody knows the live count until afterwards.
Event build sheets are assembled by hand.
Staffing, catering, equipment and layout for each booking are written into a document per event and rebuilt each time.
Deposits are chased from a diary.
Payment schedules for events booked months ahead are tracked manually, and balances are chased late.
Post event reporting takes a week.
Attendance, spend and staffing cost live in separate systems, so the profitability of an event is a slow question.
Software capabilities
Capacity, suppliers and the run of show
Registration and entry
Connect ticket purchase, attendee changes and check-in. Duplicate scans, canceled tickets and offline entry require explicit outcomes. Keep payment confirmation separate from a browser success screen.
Operational coordination
Assign supplier tasks and run-sheet milestones with accountable contacts. Publish a controlled schedule revision to the teams affected. Post-event reports should reconcile attendance and payments without exposing the entire attendee database.
Related solutions
Build on the right operational foundation
- Booking and SchedulingAvailability, rules and reservations that hold under concurrency, with the buffers, resources and cancellation policies your business actually uses.
- Ecommerce PlatformsStorefronts built for the catalogue and the fulfilment model you actually have, with checkout through a processor and orders that reach fulfilment without manual steps.
- Payment IntegrationWe integrate your software with processors such as Stripe, Square and Adyen using hosted fields, tokenization and processor managed checkout, which keeps card data out of your systems and reduces your PCI scope.
- Customer and Client PortalsA logged in area where your customers see their own status, documents, invoices and history, which removes the phone calls that only exist because they cannot.
- POS IntegrationWe connect point of sale to the rest of your business so sales, stock, customers and loyalty stay consistent across the counter, the website and the back office.
- BI Dashboards and ReportingAgreed metric definitions, modelled tables and a small number of views tied to decisions, so a meeting argues about the action rather than the number.
- Mobile Apps and PWAsInstallable applications for staff in the field and customers on the move, with a local store, a sync queue and interfaces designed for one hand and poor light.
Integration
Systems we connect to
Identify the system of record, available interfaces and vendor access before defining the integration scope.
| Space and resource booking | Rooms, equipment and staff as separate resources, with holds that expire so an enquiry cannot block a space indefinitely. |
|---|---|
| Ticketing | Allocations, tiers, promotion codes, transfers and refunds, with payment through your own processor account. |
| Access control | Scan based check in with a live count, offline capable so a signal failure does not stop the door. |
| Event operations | Build sheets generated from the booking: staffing, catering, equipment, layout and timings. |
| Payment schedules | Deposits and balances with automatic reminders and a defined policy for late payment. |
| Event reporting | Attendance, ticket revenue, bar and catering spend and staffing cost in one view per event. |
Security and implementation
Access rules belong in the architecture.
Separate attendee, organizer, supplier and venue access. Make exported lists traceable and limit offline check-in data. Use hosted payment interfaces and controlled refund permissions.
Relevant technology choices
The final stack depends on existing systems, device requirements and data access.
Your team
Who you actually work with
Every engagement has a dedicated project manager and a team lead with years of industry experience. Onshore and offshore engineering teams are both available, and the mix is agreed with you.
| Project manager | Dedicated to your engagement, responsible for scope, cadence and delivery |
|---|---|
| Team lead | Years of industry experience, accountable for technical decisions |
| Engineers | Onshore and offshore, sized to the scope agreed in writing |
| Quality assurance | Testing against the specification rather than against the code |
| Coverage | Time zone coverage for North America and Europe |
| Support | Support in English, French, Spanish and Filipino |
FAQ
Events and Venues questions
Can a provisional booking expire automatically?
Yes. Holds carry an expiry, and the space returns to availability when it lapses, with a reminder to the enquirer beforehand.
Is running our own ticketing worth it?
It becomes worth it when platform fees are material or when the attendee relationship matters. Below that volume, an existing platform is usually the cheaper answer and we will say so.
Does check in work without a network connection?
The scanning app can hold the guest list locally and reconcile entries when connectivity returns. Separate offline scanners cannot reliably detect each other’s admissions. We define gate allocation, local connectivity and conflict handling before promising duplicate entry prevention.
Can build sheets be generated automatically?
Yes, from the booking, with staffing, equipment, catering and timings assembled rather than retyped per event.
Can we take a deposit now and the balance later?
Yes, with a payment schedule per booking, automatic reminders and a defined late payment policy.
Can it handle recurring and multi day events?
Yes, as series with shared configuration and per occurrence differences.
Let’s talk about the system you need.
Tell us where the current process breaks down. We can map the workflow, examine the integration requirements and define a practical scope for the build.
- A mutual NDA is signed before project details are shared.
- Scope is fixed in writing before any build starts.
- You own the source code, the IP and the documentation at delivery.
- Support plans are available and tailored on a discovery or technical call.