Event venue system
Built: inquiries and review requests. Can be added: open dates, proposals, signing, deposits and a private event page
The problem it solves
Every booking means back-and-forth emails: is the date free, what will it cost, here's the agreement, did the deposit arrive? And you still can't tell which ads brought the bookings.
The first part is built and tested. Every event inquiry is saved with where it came from, the venue hears about it right away, and after the event the client can get one polite request for a Google review. The rest of the path is planned and scoped, and I build it when a venue wants it: open dates, a proposal, the agreement signed online, the deposit, and a private page for each event.
How it works
Where they came from
The first page they open notes the ad, post or search that brought them, for that visit only, with no cookies.
One inquiry form
Check a date, get a quote or book a tour, with the event type, dates, guests, setup, services and catering, and fix-it messages before it is sent.
Saved, and you hear right away
Saved once with its source, then an alert to you with every detail, and a short confirmation to them.
Your bookings page
Sign in with an emailed code to add bookings that came by phone or in person, change a date or cancel, and see which inquiry each booking came from.
A review request
The morning after the event, a thank-you with a one-tap link to your Google review, and one reminder. You can switch it off for any booking.
See the whole system, step by step
From an event inquiry to a Google review, and every step between
Tap a step to see what happens, and what it runs on.
- either one
- all at once
- later
- path to this step
- Built and tested
- Can be added for you
Client
Your software
You
Client
Your software
You
01found
02dates
03asks
04saved
05told
06tour
07proposal
08signed
09paid
10planning
11after
The first steps run without you.
01 · Client
They find you
Built and tested
What happens
From an ad, a social post, a search or your Google profile. The first page they open notes where they came from, kept for that visit only, with no cookies.
Under the hood
- Ad click IDs and campaign tags
- No tracking cookies
02 · Client
Open dates
Can be added for you
What happens
Before they ask, they can see which dates are open or booked, read straight from your own booking records.
Under the hood
- One record per date, so a date cannot be booked twice
- Kept in step with your calendar
03 · Client
One inquiry form
Built and tested
What happens
They choose to check a date, get a quote or book a tour, then add the event type, dates, times, guests, setup, services and catering. Fix-it messages show before anything is sent.
Under the hood
- One field list drives the form, the checks and your emails
- Cloudflare Turnstile, checked on the server
04 · Your software
Saved with its source
Built and tested
What happens
Every inquiry that passes the checks is saved with where it came from, once, even after a double click. If the database is down, your alert still goes, marked as the only copy.
Under the hood
- SQL database (Cloudflare D1)
- Duplicate and rate checks
05 · You
An alert to you
Built and tested
What happens
Every detail, and Reply goes straight to them. On a very busy day, alerts become one hourly digest, and a send that fails is tried again at 1, 6 and 24 hours.
Under the hood
- Email through Resend
- Retries that never send twice
05 · Client
Their confirmation
Built and tested
What happens
One short confirmation per inbox per day. It repeats only their first name, the kind of event and the date.
Under the hood
- Email through Resend
- Nothing else they typed is repeated
06 · Client
A tour
Can be added for you
What happens
They pick a tour time that suits you and get reminders before it. The tour shows against their inquiry.
Under the hood
- A scheduling tool such as Cal.com or Calendly
- Its bookings linked back to the inquiry
07 · You
Your proposal
Can be added for you
What happens
Start from what they asked for: the rental, a package, services and add-ons. HST, the deposit and the balance dates are worked out for you, and it goes out as a private link with a PDF.
Under the hood
- Your packages and prices in one list
- Numbered versions when something changes
- PDF made on the server
08 · Client
They accept and sign
Can be added for you
What happens
Accepting opens your rental agreement with their details filled in. They review it, tap each highlighted box and confirm, and you both get the signed copy.
Under the hood
- Typed signature, then review and confirm
- A certificate with the signed file's fingerprint
09 · Client
The deposit
Can be added for you
What happens
They pay the deposit on a secure payment page. The deposit is what holds the date, and you choose the refund window.
Under the hood
- Stripe's hosted checkout
- Payment details never touch your website
09 · Your software
Date confirmed
Can be added for you
What happens
Once the payment is confirmed, the date shows as booked on your website and your calendar, the booking joins your list, and you both get a confirmation.
Under the hood
- Payment confirmed by Stripe's signed message to the server
- A database rule that refuses a second booking for the same date
10 · Client
Their event page
Can be added for you
What happens
Details, the signed agreement, what's paid and what's left, guest count, setup and floor plan, documents, your recommended vendors, messages and a checklist. They sign in with a code sent to their email.
Under the hood
- Sign-in with emailed codes, no passwords
- Files in private storage (Cloudflare R2)
- Each client sees only their own event
10 · Your software
Reminders on time
Can be added for you
What happens
Quote follow-ups, the balance reminder with a link to pay, and a note before the event go out on schedule. Texts can join email once a texting number is approved.
Under the hood
- A scheduled job, like the review requests
- A link to pay the balance
10 · You
Your bookings page
Built and tested
What happens
Sign in with a one-time code sent by email. Add bookings that came by phone or in person, change a date or cancel, and see which inquiry each booking came from.
Under the hood
- One-time email codes, stored only as hashes
- A sign-in for each staff member
11 · Your software
A review request
Built and tested
What happens
The morning after the event, your client can get a thank-you with a one-tap link to leave a Google review, and one reminder five days later. You can switch it off for any booking.
Under the hood
- An hourly scheduled job
- Retries that never send twice
- One-click unsubscribe
11 · You
Your numbers
Can be added for you
What happens
Inquiries, tours, quotes and bookings by where they came from and by kind of event, with conversion rates and average booking value. Add each month's ad spend to see what a booking cost.
Under the hood
- The source saved with every inquiry
- Bookings matched to inquiries by email
What it connects to
- Your website
- Your Google profile's review link
- Google, Microsoft and Meta ad click IDs
Under the hood
- One Cloudflare Worker for the forms and the schedule, with an SQL database (Cloudflare D1)
- An hourly scheduled job that always uses its scheduled time, so a late run behaves like an on-time one
- Cloudflare Turnstile spam check, duplicate checks and rate limits
- Sign-in with one-time email codes, stored only as hashes; secure, same-site cookies; a sign-in for each staff member
- Unsubscribe links sealed with AES-GCM, with one-click unsubscribe in mail apps
- Email through Resend with an idempotency key on every send, so a retry never sends twice
- Spreadsheet exports on request, with formulas neutralised
Who else it suits
Event venues, banquet halls, studios, caterers, and wedding and party services.
Ready when you are.
Answer a few quick questions and I'll come back with what I'd recommend and what it would cost.
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