Revenue & Finance

Venue Rentals & Private Events

Corporate buyouts, weddings, bachelor parties, brunches, product launches — private events are a massive revenue line and an operational nightmare without the right system. This module manages the entire lifecycle from the moment someone fills out an inquiry form to the final settlement after the last guest leaves.

Sales Pipeline

From inquiry to signed contract — no phone tag required

Clients browse your spaces online, submit inquiries, and receive professional proposals with itemized pricing. Your events team manages a full pipeline with conversion tracking and revenue forecasting.

Public inquiry portal
Website-embedded form where clients browse your spaces, view capacity and base pricing, submit event details, and request proposals. They start planning without playing phone tag.
Space configuration management
Define different room setups — cocktail, seated, theater, U-shape — with capacity, rental rates, and included amenities per configuration. Every space, every layout, priced and ready.
Proposal generator
Customizable proposals with itemized pricing for space rental, F&B minimums, AV packages, staffing surcharges, decor, and add-ons. Professional, accurate, and generated in minutes.
Sales pipeline dashboard
Inquiry volume, proposal conversion rate, confirmed events, and revenue pipeline by month. Your events team sees the full funnel and knows exactly where to push.
Client communication portal
Event clients review proposals, approve changes, share guest lists, and communicate with the events team — all in one place. No email thread archaeology required.
Contract generation
Approved proposals convert to contracts with e-signature workflow via the contract management module. Three clicks from "looks good" to "signed and sealed."
Execution & Settlement

Nothing falls through the cracks on a 200-person buyout

Task checklists, BEO generation, vendor coordination, payment milestone tracking, and post-event settlement with actuals vs. contracted amounts. The events coordinator has a command center, not a spreadsheet.

Event coordinator workflow
Task checklists, vendor coordination tools, timeline builder, and day-of run sheets. Every step from load-in to breakdown is tracked and assigned.
BEO generation
Banquet Event Orders generated with one click from confirmed event details. Setup time, event start/end, breakdown, menu, AV requirements, staffing — zero manual data re-entry.
Event-type workflows
Corporate buyouts get AV and branding checklists. Weddings get ceremony and reception plans. Bachelor parties get VIP packages and performer add-ons. Each event type has its own playbook.
Payment milestone tracking
Configurable deposit schedule — signing deposit, progress payment, final payment — with automated invoicing and credit card authorization. Reminders fire at 7 and 3 days before due dates.
Calendar integration
Private events block dates from regular programming and trigger staffing requirement alerts. The ops team knows a buyout is coming before they build the weekly schedule.
Post-event settlement
Reconcile actual consumption against contracted minimums. Generate final invoices with detailed breakdowns. Settlement reports ready within 2 hours of event conclusion.
Connected

Private events touch every part of your operation

A corporate buyout requires contracts, staffing, vendor orders, floor map changes, and financial tracking. The venue rentals module coordinates all of it through the modules that own each piece.

Contract Management
Approved proposals generate contracts for e-signature with all event details, payment terms, and cancellation policies pre-populated.
Staff Scheduling
Private events trigger staffing requirement alerts and create event-specific shift templates. The right crew is scheduled before the event is a week out.
Vendor Management
BEO requirements generate vendor POs for rentals, catering, florals, and AV equipment. Every external need is ordered and tracked.
Website & CMS
The inquiry portal is embedded directly on your venue's private events page. Clients find you, browse spaces, and submit inquiries without leaving your site.
Finance
Deposits, milestone payments, and settlements flow to accounts receivable. Private event revenue is tracked as its own line in your P&L.
Floor Map
Private event configurations temporarily override the standard floor map. The layout changes for the event and reverts when it's over.
Get Started

Private events are high-revenue, high-complexity. Handle both.

See venue rentals in action with the full Revenue & Finance suite.

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