How to Choose the RIGHT Events Management Software and Venue Management Program for your Venue
Events Management & Calendar software can be used for marketing, selling and running a successful Functions & Events Venue. If you track all enquiries and put in all the relevant information – your CRM or database can be a real asset to the business.
Your Function Sales Team can use a variety of software to keep track of function & event enquiries & bookings.
FOUR TYPES OF EVENT VENUE SOFTWARE
There are FOUR TYPES of SOFTWARE used for Venue Events Management based on your venue’s needs and budget.
1. BASIC SPREADSHEETS – Some Venues just use common spreadsheets for tracking enquiries, prospects and events. It’s MUCH better than just using a paper based system.
2. GENERAL CRM SOFTWARE is GOOD for keeping track of event prospects and function enquiries. Event enquiries come from many different sources and need to be nurtured along the buyer journey to making a booking. But this software just doesn’t have the capabilities for organising and managing the running of events at a venue.
3. EVENT & VENUE MANAGEMENT SOFTWARE has many more features to help organise and run the whole event (see below). This is especially useful to help improve communication between management, the venue & Event teams and your customers.
4. SPECIALIST VENUE SOFTWARE is great if your venue is large and you are booking many spaces. It’s really designed for BIG convention centres, stadiums and educational facilities. This software can also be helpful for selling tickets to events, concerts and shows.
1. Basic Spreadsheets for Low Cost Tracking of Enquiries / Leads & Events
- Microsoft Excel Spreadsheets
- Google Sheets
Many new and smaller function venues & restaurants move from using a paper-based Booking Diary or MS Outlook Calendar to tracking their Function and Event enquiries & bookings on a Microsoft Excel spreadsheet or Google Sheets.
It is a great idea to keep a duplicate online backup of ANY paper booking systems in case you LOSE the booking diary through theft or venue fire (OMG!).
2. General CRM Software for Venue Prospecting & Sales
Not every venue needs a dedicated venue management platform. Smaller venues, clubs, restaurants, wineries, hotels, and function centres often begin with a general CRM to manage enquiries, sales pipelines, follow-ups, and bookings. (Especially when the Boss won’t pay!)
Modern CRM systems can integrate with websites, email marketing, social media, accounting software, and event management platforms.
Popular CRM systems for Australian venues include:
- HubSpot CRM
- Zoho CRM
- GHL – Go High Level CRM
- Salesforce Sales Cloud
- Pipedrive
- Monday CRM
- Freshsales
- Insightly CRM
- Less Annoying CRM
- Capsule CRM
- Copper CRM
Many of these platforms offer free or low-cost plans suitable for smaller venues and event businesses.
3. Leading Venue & Event Management Software in Australia
For venues that regularly host weddings, conferences, corporate events, gala dinners, social functions, and private celebrations, a dedicated venue management platform can dramatically improve efficiency and increase conversion rates.
Popular venue and event management systems used throughout Australia include:
- iVvy – One of Australia’s most widely used venue management systems for hotels, conference centres, and event venues.
- Priava – Australian-developed enterprise venue and event management software used by convention centres, stadiums, universities, and major venues.
- Function Tracker – Long-standing Australian solution designed specifically for function and event venues.
- Event Temple – Rapidly growing cloud-based platform popular with hotels, event venues, and hospitality groups.
- EventPro – Comprehensive venue and event management software suitable for larger operations.
- Momentus Technologies (formerly Ungerboeck) – Popular with convention centres, exhibition venues, and large event facilities.
- Venue360 – Australian venue management software used by clubs, sporting venues, and community facilities.
- Perfect Venue – Growing platform used by hospitality venues, restaurants, breweries, and event spaces.
- ResDiary Events & Functions – Popular among hospitality groups and restaurants.
- Easy Weddings Venue CRM – Used by venues that generate significant wedding enquiry volumes – available through Easy Weddings.
Emerging Venue & Event Management Platforms
These modern systems are becoming increasingly popular and offer excellent automation, reporting, online proposals, digital contracts, and payment integration.
- Event Temple
- Perfect Venue
- Priava
- iVvy
- Venue360
- EventPro
- Function Tracker
- Momentus Technologies
- Bizzabo
- Cvent
- MeetingPackage
- Social Tables
- Eventtia
Popular International Venue & Event Software
Many Australian venues are now evaluating international platforms that offer sophisticated sales automation, proposal management, and customer experience tools.
- Tripleseat
- Perfect Venue
- Event Temple
- Gather
- Caterease
- Cvent
- Bizzabo
- Momentus Technologies
- VenueOps
- Eventtia
- MeetingPackage
- Social Tables
What Features Should You Look For?
When evaluating venue and event software, look for:
- Enquiry and lead management
- Online proposals and digital contracts
- Function run sheets
- Wedding and event planning tools
- CRM and sales pipeline management
- Automated follow-up sequences
- Online payments and deposits
- Resource and room scheduling
- Catering and menu management
- Reporting and forecasting
- Website integration
- Email marketing integration
- Mobile access for event managers
- Multi-venue capability
The best software choice depends on your venue type, event volume, budget, and growth plans. Smaller venues may find a CRM such as HubSpot or Pipedrive sufficient, while larger venues typically benefit from specialised platforms such as iVvy, Priava, Event Temple, Function Tracker, or Momentus.
OTHER USEFUL FEATURES TO LOOK FOR IN VENUE & EVENTS SOFTWARE
When looking for software for your Function or Event Venue you should seek:
- A Web-Based Event Program that can be easily accessed via Mobile
- Booking Calendar
- Contact Management and Communications
- Event Costings to make quotes
- Facility Design Setup / Room Planner
- Menu Management
- Rostering of Event Staff
- Contracts & Invoices
- Reporting for Management, Accounts and Sales
- Integration with Venue Accounts systems like Xero, MYOB or QuickBooks
- Event Marketing Tools – e.g. event publishing to the web or social media
- 24/7 Support and Local Training would help too
4. SPECIALIST VENUE SOFTWARE – MANAGING BOOKING SPACE & ROOMS FOR BIG VENUES
for Big Halls, Convention Centres & Stadiums etc
Here are some examples of programs primarily used by bigger venues to manage their event spaces.
- Skedda
- Ungerboeck
- VenueOps
- Artifax Events
MAKING THE MOST OF THE FUNCTION SOFTWARE YOU ALREADY HAVE
ANY software can be helpful in increasing your function and event sales. Just remember it’s a database NOT a datadump.
You and the team have to collect and put in accurate & useful information and most importantly – USE that information for enquiry and event follow-up and future promotion & marketing.
The THREE most important things in converting more event enquiries to sales are
- SPEED of enquiry response – Usually via the same channel – e.g. email, phone or chat/text – It’s SPEED to LEAD that counts!
- QUALITY of the response – friendly, customised & inviting a reply
- FOLLOWING UP FOREVER – the initial enquiry, the prospect and post event – As BMW says to their staff “It’s Buy or Die!”
Using a great Function and Events Program can really help you be more effective and achieve your sales targets & venue goals.
READ THESE BEST BLOGS RECOMMENDED FOR VENUES & HOSPITALITY
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