Live date calendar
Free, held and booked dates on your website with peak, off-peak and weekday pricing. No more "is it free?" emails.
Wedding venue software: dates, packages & tours
Wedding venues: every date, package and couple in one place. More "I do", less "is it free?"
Couples email to ask if their date is free. Packages go out as a 20-page PDF. Tours get booked after three rounds of phone tag and final payments get chased the week of the wedding. We build date availability, package, tour, couple portal and run sheet systems for wedding venues that all talk to each other. Then we host them and look after them.
Looking for wedding venue software that handles dates, packages and the big day itself?
A wedding venue sells the same thing over and over: a date. The trouble is that every couple asks about it differently. Some email, some DM, some come through Easy Weddings and some ring on a Sunday night. The diary lives in one place, the packages in a PDF, the payment schedule in a spreadsheet and the run sheet gets retyped for the kitchen, the bar and the coordinator. One wrong pencil mark and two couples think they've got the same Saturday in October.
Wollopit builds custom wedding venue software around how your venue actually runs. Couples see which dates are free and roughly what their day costs before they ever email you. They book their own tour and tasting, hold a date, sign and pay a deposit online, then plan everything in their own portal. Final numbers, dietaries and timings flow into one run sheet for your team and suppliers. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from wedding venues
Does your wedding venue have these problems? Here's how we'd fix them.
Most venues we talk to put on beautiful weddings and run the business on a diary, an inbox and a coordinator's memory. It works fine until peak season hits.
- The problem"Is our date free?" all day longThe same Saturday in October gets asked about forty times. You check the diary, reply with prices and half the couples never write back.How we fix itA live availability calendar on your website with peak and off-peak pricing. Enquiries arrive with the date, guest count and package already filled in.
- The problemTwo couples, one SaturdayA date gets pencilled in for one couple, then someone else on the team tells another couple it's still open.How we fix itDate holds with an expiry, automatic release if no deposit lands and a waitlist that gets told the moment a date frees up.
- The problemPDF packages nobody readsCouples scroll a 20-page PDF, can't work out what 120 guests on a Friday would cost and email to ask anyway.How we fix itAn online package builder: pick the day, guest count, menu and extras and see a live estimate, with minimum spends handled for you.
- The problemTours booked by phone tagCouples want a Saturday tour, Saturday is when you've got a wedding on and it takes three calls to find a time.How we fix itSelf-booked tour slots that work around your events, open day registrations and SMS reminders so fewer couples no-show.
- The problemEnquiries in six different inboxesWebsite forms, Easy Weddings, Instagram DMs, Facebook, email and voicemail. Good leads go cold because nobody followed up.How we fix itOne enquiry pipeline for every channel with follow-up reminders, templated replies and a clear view of who's toured, held or booked.
- The problemContracts and deposits chasedPrint the contract, scan it back, send bank details and wait to see if the deposit actually lands.How we fix itOnline proposals with e-signing and card or bank deposits. The date locks itself the moment it's paid and the invoice goes to Xero or MYOB.
- The problemPayment schedules on a spreadsheetSecond instalments forgotten and final payments chased the week of the wedding when everyone's stressed.How we fix itAutomatic payment schedules with reminders, card retries and a balance couples can see any time in their portal.
- The problemTastings arranged by emailBooking tasting sessions, collecting menu choices and telling the chef who's coming is all done by hand.How we fix itTasting session bookings with set capacities, menu picks made ahead and a prep list sent straight to the kitchen.
- The problemFinal numbers and dietaries everywhereGuest counts change weekly, dietaries arrive in five emails and the seating plan is a photo of a napkin.How we fix itA couple portal for guest numbers, dietaries, seating plans and song choices, with lock-in deadlines that remind them for you.
- The problemThe run sheet gets retyped three timesThe coordinator writes it, the kitchen gets a different version and the bar finds out about the cocktail hour on the day.How we fix itOne run sheet built from the couple's choices, shared to kitchen, bar and floor staff on their phones and always the latest version.
- The problemSuppliers wander in at the wrong timeThe florist turns up during another ceremony, the band doesn't know where to load in and nobody's seen their insurance.How we fix itA supplier portal with bump-in and bump-out times, venue rules, contacts and public liability certificates collected before the day.
02What we build
Solutions
What we build for wedding 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.
Date holds & waitlists
Holds that expire on their own, deposit deadlines and a waitlist per date that's told when a date opens up.
Package builder
Couples pick day, guest count, menu, drinks and extras and see a live estimate before they enquire.
Tour & open day bookings
Self-booked tour slots around your event calendar, open day registrations and SMS reminders.
Tasting bookings
Tasting sessions with capacities, menu choices made ahead and a prep list for the kitchen.
Enquiry pipeline
Website, Easy Weddings, socials and email enquiries in one place with follow-ups that don't get forgotten.
Proposals & e-sign contracts
Tailored quotes, terms and contracts signed online, with the deposit paid in the same step.
Payment schedules
Deposits, instalments and final payments billed automatically, reminders sent and everything in Xero or MYOB.
Couple portal
Their package, payments, timeline, guest numbers, dietaries, song choices and documents in one login.
Seating & floor plans
Drag-and-drop table plans for each space, with guest names, dietaries and high chairs flagged.
Run sheets & kitchen orders
One run sheet from the couple's choices, with kitchen and bar orders for every wedding on staff phones.
Supplier portal
Bump-in times, venue rules, load-in maps, contacts and insurance certificates collected and checked.
Accommodation & extras
On-site cabins, getting-ready rooms, recovery brunches and add-ons booked alongside the wedding.
Reviews & follow-ups
Thank-you emails, review requests and anniversary offers sent at the right time after the big day.
A website that says yes
Hand-built, quick on mobile, gallery-heavy and showing live dates, built to rank for "wedding venues near me".
03The systems
The big ones
Your whole venue, on one system.
These are the systems wedding venues ask us about most. Each one works on its own and they get properly clever when they're joined up.
Date availability
Show couples their date is free. Before they even ask.
Your venue diary becomes the single source of truth. Couples see which dates are open, held or gone and what that day roughly costs. Holds expire on their own and the date locks the second a deposit lands, so double bookings stop happening.
- Live calendar on your website
- Peak, off-peak and weekday pricing
- Multiple spaces and ceremony sites
- Date holds with automatic expiry
- Waitlist alerts when a date frees up
- Ceremony-only and elopement slots
- Blocked dates for maintenance or private use
- Syncs with Google Calendar
- Popular date reports for pricing
- Staff see the same diary everywhere
Packages & proposals
Packages couples can actually understand.
Swap the PDF for a package builder couples can play with. They choose a day, guest count, menu and extras and see a live estimate. When they're ready, the proposal, contract and deposit happen online in one go.
- Interactive package builder
- Per-head and minimum spend pricing
- Menus, drinks packages and add-ons
- Live estimates while they choose
- Tailored proposals from the estimate
- Contracts signed online
- Deposits by card or bank transfer
- Automatic instalment schedules
- Payment reminders and card retries
- Invoices into Xero or MYOB
Tours & tastings
Tours and tastings that book themselves.
Couples pick a tour time that suits them from slots that work around your weddings. Tastings fill up with menu choices already made, so the kitchen knows exactly what to prep.
- Self-booked tour slots
- Slots blocked around live weddings
- Open day registrations
- Virtual tour bookings for interstate couples
- Tasting sessions with set capacities
- Menu choices made ahead
- Kitchen prep lists for each tasting
- SMS and email reminders
- Follow-ups after every tour
- Tour to booking conversion reports
Couple portal
All the planning, out of your inbox.
Every couple gets their own login with their package, payments and planning timeline. Guest numbers, dietaries, seating and song choices go in there instead of in endless emails, with deadlines that chase themselves.
- Package and payments at a glance
- Planning timeline with due dates
- Final guest numbers with lock-in dates
- Dietaries and allergies per guest
- Drag-and-drop seating plans
- Ceremony and reception song choices
- Supplier details from the couple
- Wet weather plan sign-off
- Documents and contracts in one place
- Messages with their coordinator
Run sheets & suppliers
One run sheet. Everyone on the same page.
The couple's choices build the run sheet for you. Kitchen, bar and floor staff see the latest version on their phones and suppliers know exactly when to arrive, where to load in and what the venue rules are.
- Run sheets built from couple choices
- Kitchen and bar orders per wedding
- Staff view on any phone
- Last-minute changes flagged
- Supplier portal with bump-in times
- Load-in maps and venue rules
- Public liability certificates collected
- Supplier contacts for the day
- Wet weather plan switch
- Post-wedding checklist and notes
04How it changes
Before and after
A Saturday in October, wolloped.
Here's how one enquiry could change. Every venue is different, so we map yours first.
Before
- Couple emails to ask if 14 March is free
- Check the paper diary and the coordinator's calendar
- Email back a 20-page PDF package
- Three days of phone tag to book a tour
- Pencil the date in and forget to follow up
- Another couple gets told the same date is free
After
- Couple sees 14 March is free on your website
- They build a package and see a rough price
- They book a Saturday tour themselves
- The date is held for seven days with reminders
- Contract signed and deposit paid online
- The date locks and the waitlist gets told
05Services
Everything under one roof
Software, websites and systems for wedding 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 wedding venues
Built around how your wedding venue actually runs: live date calendar, date holds & waitlists and the admin in between, in one system you own.
Websites for wedding venues
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Wedding 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 wedding venues
Package builder and tour & open day bookings: 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 wedding venue, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside venue platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Square
- Lightspeed
- Tripleseat
- HoneyBook
- Planning Pod
- Perfect Venue
- Easy Weddings
- Google Calendar
- Calendly
- Mailchimp
- Twilio SMS
- DocuSign
- Google Business Profile
- Deputy
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 wedding 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 coordinator, walk the venue on a wedding day and follow a couple from first enquiry to bump-out to find what's slowing you down.
- 02
Archi-tech
We plan it before writing code: your spaces, dates, packages, payments, couple portal, run sheets, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the date calendar or package builder first, so you get a win before peak 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 wedding venues ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can couples place a hold on a date?
Yes. Holds can be placed for a set time before a deposit is required. If the deposit doesn't land the hold releases on its own and anyone on the waitlist for that date gets told.
Will it show our prices publicly?
Only if you want it to. You can show exact prices, "from" prices or a rough estimate. You can also keep pricing behind a quick enquiry form so you still capture the couple's details.
Can it handle more than one space or ceremony site?
Yes. Lawn ceremonies, chapels, reception rooms and elopement spots can each have their own availability and pricing, all on one calendar.
What about enquiries from Easy Weddings and Instagram?
We pull enquiries from your website, email and directory listings into one pipeline. Socials can be linked in too, so nothing sits unanswered.
We already use venue software. Do we have to switch?
No. If Tripleseat, HoneyBook or another platform is doing its job, we build around it: the live calendar, package builder, couple portal and website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a wedding 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 a live date calendar or tour bookings 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 wedding 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 a wedding 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.