Online enquiry & instant quotes
Date, guest numbers, room and package in, a priced quote out in seconds, with a link to hold the date.
Event venue software: functions, run sheets & deposits
Event venues: enquiry to event day in one system. Book more, chase less.
Enquiries pile up in the inbox, packages live in a PDF from 2022, the diary sits in someone's Outlook and every run sheet gets rebuilt from scratch at 10pm the night before. We build function and event management systems for venues that carry a booking from the first enquiry to the last invoice. Then we host them and look after them.
Looking for event venue booking software that actually fits how your functions run?
An event venue sells the same rooms over and over, but no two functions are the same. A 40th in the terrace room, a corporate conference across three spaces, a long lunch with dietaries for days. Each one starts as an email, turns into a quote, bounces around for changes and ends up as a run sheet the kitchen, bar and floor staff all need to read. Most venues hold it together with a shared inbox, a diary, a folder of PDFs and the function manager's memory.
Wollopit builds custom event venue software around how your venue really works. Enquiries get an instant package quote with live date availability. Dates get held, deposits get paid on schedule and clients update numbers and menus in their own portal before the cut-off. Run sheets build themselves from the booking and land on staff phones. We connect the tools you already use, replace the ones getting in the way and look after the lot on our own servers.
01The problems
What we hear from event venues
Does your event venue have these problems? Here's how we'd fix them.
Most venues we talk to run brilliant events. It's everything around the event, the emails, the PDFs and the chasing, that eats the week.
- The problemEnquiries sit in the inboxSomeone asks about a Saturday in March for 80 people. By the time you've checked the diary and replied, they've booked somewhere else.How we fix itAn enquiry form that checks live availability and sends an instant package quote, with follow-ups that go out on their own.
- The problemPackages trapped in PDFsFive PDFs for five packages, all slightly out of date. Clients can't compare them and pricing changes mean re-exporting the lot.How we fix itPackages online with rooms, menus, beverage options and add-ons. Change a price once and every quote uses it.
- The problemChecking the diary for every dateIs the terrace free that Friday? Is the room flip possible after the lunch? Nobody knows without asking the function manager.How we fix itLive availability across every room and space, with turnaround buffers and tentative holds that expire on their own.
- The problemDouble-booked spacesA tentative hold in one diary and a confirmed booking in another. Two groups turn up for the same room.How we fix itOne calendar for every space with clear statuses: enquiry, held, confirmed and paid.
- The problemRun sheets rebuilt every timeCopy last week's run sheet, change the names, miss a timing. The kitchen still has the old numbers.How we fix itRun sheets generated from the booking: timings, menus, dietaries, AV and bar tabs, updated the moment anything changes.
- The problemChasing depositsDeposit due, balance due, final numbers due. All tracked in someone's head and chased by awkward phone calls.How we fix itPayment schedules that send invoices and reminders automatically, with card payments and Xero kept in sync.
- The problemChanges by endless emailNumbers go up, then down. Three dietaries arrive by text. The final menu is somewhere in a 40-email thread.How we fix itA client portal where they update numbers, menus, dietaries and timings themselves, locked at your cut-offs.
- The problemDietaries lost on the way to the kitchenTwo coeliacs and a nut allergy mentioned in an email never make it to the pass.How we fix itDietaries captured per guest or per table and printed on the kitchen sheet and table plan.
- The problemSuppliers all over the placeFlorists, DJs, photographers and hire companies all calling to ask about bump-in times.How we fix itSupplier details, bump-in and bump-out times and venue rules sent to each supplier from the booking.
- The problemStaffing guessed on the dayNobody worked out how many floor staff and bar staff a 150-person cocktail party needs until Thursday.How we fix itStaffing needs worked out from guest numbers and event type, shared with your rostering tool.
- The problemNo idea what's actually profitablePlenty of events, but which rooms, packages and days make money is a guess.How we fix itReports on enquiries, conversion, revenue per room, beverage spend and lead sources.
02What we build
Solutions
What we build for event venues. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Live availability calendar
Every room and space on one calendar with holds, confirmed bookings, turnarounds and blackout dates.
Package & menu builder
Packages, canape lists, set menus, beverage packages and add-ons, priced per head or flat.
Quotes & proposals
Branded proposals with floor plans and photos, accepted and signed online.
Deposits & payment schedules
Deposit, progress payments and final balance invoiced and reminded automatically, synced to Xero or MYOB.
Client portal
Clients update numbers, menus, dietaries and timings themselves within your cut-offs, with documents in one place.
Run sheet generator
Minute-by-minute run sheets for floor, kitchen, bar and AV, built from the booking and always current.
Kitchen & bar sheets
Final numbers, courses, dietaries and bar tab limits printed or on a screen in the kitchen.
Floor plans & table seating
Drag-and-drop room layouts, table plans and guest lists with dietaries on each seat.
Supplier management
Preferred supplier lists, bump-in schedules, insurance certificates and venue rules sent automatically.
Bar tabs & on-the-night extras
Bar tab limits, alerts as they approach the cap and extras added straight to the final invoice.
Staffing & rosters
Staff numbers calculated per event and pushed to Deputy or Tanda.
Follow-ups & reviews
Thank-you emails, feedback forms and Google review requests after every event.
Reports & dashboards
Enquiry conversion, room utilisation, revenue per head and where your bookings come from.
A website that books functions
Fast on mobile, with spaces, capacities, packages and live availability, built to rank for 'function venue near me'.
03The systems
The big ones
Your whole venue, on one system.
These are the systems venues ask us about most. Each one works on its own and they get properly clever once they're joined up.
Enquiries & quotes
Reply in seconds, not days.
Enquiries come in through your website with the date, numbers and the vibe they're after. The system checks live availability, picks the right packages and sends a priced quote straight back. Your team sees every lead and what it's worth.
- Enquiry form on your website
- Live date and room availability
- Instant priced package quotes
- Tentative holds that expire
- Automatic follow-up emails
- Lead pipeline by stage
- Branded proposals with photos
- Online acceptance and signing
- Lead source tracking
Availability & spaces
Every room, every date, one calendar.
All your spaces on one live calendar, from the main ballroom to the courtyard. Holds, confirmed bookings and turnarounds sit side by side so nobody double books and your team can answer 'is it free?' without asking around.
- All rooms and spaces in one view
- Enquiry, held, confirmed and paid statuses
- Turnaround and set-up buffers
- Combined and split room setups
- Blackout and minimum spend dates
- Synced to Google Calendar or Outlook
- Live availability on your website
- Room utilisation reports
Client portal & payments
Clients sort their own changes. Deposits pay themselves.
Every booking gets a portal where clients update numbers, choose menus, add dietaries and see their run sheet. Payment schedules invoice and remind on their own, so you stop chasing balances the week of the event.
- Numbers, menus and dietaries online
- Change cut-offs you control
- Deposit and balance schedules
- Card payments via Stripe or Square
- Automatic payment reminders
- Invoices synced to Xero or MYOB
- Contracts and terms in one place
- Change history so nothing gets lost
- Messages kept with the booking
Run sheets & operations
Run sheets that write themselves.
The booking already knows the times, numbers, menus, dietaries and suppliers. So the run sheet builds itself and updates when anything changes. Floor, kitchen, bar and AV each get the version they need on their phones.
- Run sheets generated from the booking
- Separate views for kitchen, bar and floor
- Dietaries by table or by guest
- Floor plans and table seating
- AV and room set-up notes
- Supplier bump-in and bump-out times
- Bar tab limits and alerts
- Staffing numbers per event
- Updates pushed to staff phones
Reports & follow-up
Know which events actually make money.
See where enquiries come from, how many turn into bookings and what each room, package and day earns. After every event a thank-you, feedback form and review request go out on their own.
- Enquiry to booking conversion
- Revenue per room and per head
- Beverage and extras spend
- Busy and quiet dates at a glance
- Lead sources that convert
- Post-event feedback forms
- Google review requests
- Rebooking reminders for annual events
04How it changes
Before and after
A corporate event, wolloped.
Here's how an end-of-year corporate booking could change. Every venue runs differently, so we map yours first.
Before
- Enquiry sits in the inbox over the weekend
- Check the diary then email back a PDF package
- Final numbers and dietaries arrive across 30 emails
- Run sheet typed up the night before
- Deposit and balance chased by phone
- Kitchen still has last week's numbers
After
- Instant quote with live availability
- Date held online while they get sign-off
- Client updates numbers and dietaries in their portal
- Run sheet generated and on staff phones
- Deposit and balance paid on schedule
- Kitchen sheet updated the second numbers change
05Services
Everything under one roof
Software, websites and systems for event venues.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for event venues
Built around how your event venue actually runs: online enquiry & instant quotes, live availability calendar and the admin in between, in one system you own.
Websites for event venues
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Event venue system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for event venues
Package & menu builder and quotes & proposals: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your event venue, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your venue relies on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Square
- Lightspeed
- Tripleseat
- Perfect Venue
- SevenRooms
- Google Calendar
- Microsoft Outlook
- Eventbrite
- Humanitix
- Mailchimp
- HubSpot
- Deputy
- Tanda
- DocuSign
- Twilio SMS
- Google Business Profile
- Canva
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your event venue: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your function manager, walk the rooms and follow a booking from enquiry to pack-down to find where the time really goes.
- 02
Archi-tech
We plan it before writing code: your spaces, packages, menus, payment rules, run sheets, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually enquiries and quotes first, so you win bookings before the next busy season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things event venues ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients make changes themselves?
Yes, within your cut-offs. Numbers, menus, dietaries and timings can be updated in their portal. After the cut-off it's locked and changes come to you.
Can it quote packages instantly?
Yes. Your packages, menus, room hire and minimum spends are set up once. An enquiry gets a priced quote straight away based on the date, numbers and space.
Will the run sheet update if numbers change?
Yes. The run sheet, kitchen sheet and bar sheet are built from the booking, so a change in the portal flows through to every version your staff see.
We already use Tripleseat or Perfect Venue. Do we have to switch?
No. If your platform is doing its job we build around it, like a better enquiry form, client portal or run sheets. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can deposits go straight into Xero?
Yes. Payments taken by card through Stripe or Square are matched to the booking and synced to Xero or MYOB, with reminders sent before each payment is due.
How much does an event venue system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like an enquiry form with instant quotes can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most event venues we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an event venue problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.