Software for event pros and venues
Clients check your date and send an inquiry; you send one proposal they sign and pay a retainer on; the checklist, questionnaires, payments and the run-of-show take it from there. For planners, photographers, DJs, florists, caterers, photo booths, venues and party rental companies.
Sell the date, not a time slot
Your booking page opens on "Check my date": each day available, on hold ("ask us") or booked. Clients pick a date (and a room at a venue), tell you the event type, guests, venue and budget, and send an inquiry that arrives as a lead with where they found you.
- Hold a date for a client for a few days, with a reminder before it ends
- Events a day, or a venue's rooms with set-up and tear-down time
- An automatic "we got your inquiry" reply if you want one
- In English, Spanish and Vietnamese
Proposal, contract and retainer on one page
Packages per event, hour, guest or item; add-ons; good, better and best; a travel fee. Your contract is filled in with their names, date, venue and amounts. They choose, sign and pay the retainer, and the date is theirs.
- Versions kept; a signed PDF with a fingerprint of what was signed
- Image-use consent for photographers, never pre-ticked
- Retainer, milestones and the balance invoiced on their days
- Late fees by your terms, a gratuity line, tips if you allow them
Planning that runs itself
A checklist from your template for the event type, with due dates that move with the event. Client items show in their portal for them to tick. Questionnaires go out when they come due: shot list, must-play and do-not-play, menu and allergies, floor plan, the day's timeline.
- A client page with the date, package, payments, contract and checklist
- Answers kept sealed with your business's key
- The final headcount locks when you say; per-guest lines follow it
- Reminders by text only with the client's consent
Guests, RSVPs and seating
Each event can have its own RSVP page in English, Spanish or Vietnamese, with a meal choice, a code for each guest or one open link, and reminders. Seat them on a floor plan you drag tables onto, or let them be seated by group, then print place cards, table cards and name tags. On the day, guests are checked in from the list.
- Room templates for a venue's spaces
- A read-only floor plan link for vendors
- The floor plan goes into the BEO
- Place cards and name tags from the guest list
The day, and after
A run-of-show you can print and share with vendors by a private link. On the day your team has it on their phone with "now" marked, contacts to call, the checklist, notes and photos, an overtime clock at your contracted rate, and a handover signature. Then the gallery, the review request and next year's booking for a yearly event.
- Post gallery photos to Facebook and Instagram, only the ones the client agreed to
- Ask clients for a review after the event, and rate your vendors privately
- A public "Real events" page of your work
- Reports: bookings by type and month, revenue per event, inquiry to booked
- Works offline once opened
For party rental companies
Tents, tables, chairs, linens, lighting: your catalog with how many of each you own. Florists' hard goods and a venue's own stock work the same way.
- Available by date, with turnaround days; over-booking is blocked
- Sub-rent what you are short of
- Pick lists and load sheets for the warehouse
- Deliveries and pickups on the dispatch board, with routing
- Returns counted in with damaged and missing items; a damage invoice you confirm
For venues
Rooms by date and time, floor plans from your room templates, and banquet event orders with versions and the client's sign-off, with the floor plan inside.
- Rooms with capacity, set-up and tear-down time, minimum hours and peak pricing
- Corporate accounts: PO numbers, net terms, a tax-exempt certificate, approved contacts and an account discount
- One monthly statement for an account, and a portal for its contacts
- A series of dates under one proposal, contract and payment plan; cancel a single date
Your vendors in one place
A vendor book by category, with their insurance and licence documents and a reminder before they expire, your own private rating and the ones you prefer. Send a client a shortlist and record their choice; track any referral fee you agreed (between you and the vendor: we never collect it).
- A signed link per event for each vendor: the timeline, floor plan and load-in
- Their own checklist, and they confirm they're coming
- They upload their certificate of insurance there
Eight kinds, set up for you
Event planners, photographers and videographers, DJs, florists, caterers, photo booths, venues and party rentals: each starts with its price list, proposal templates, contract, checklist and questionnaires.
In English, Spanish and Vietnamese
"Check my date", proposals, contracts' surrounding pages, questionnaires, the client page, the gallery and the texts and emails clients get.
Payments through Clover or Square
Retainers, milestones, balances and cards on file, with the software free while you process with us.
How we compare with HoneyBook, Dubsado, 17hats, Planning Pod and Tripleseat: see the table; on guests, seating, rentals, corporate accounts and vendors, with Goodshuffle Pro, Rentman and Allseated too: the second table.
See it in 60 seconds
Open our demo business's booking page and book a pretend appointment the way your clients would. It's a demo: nothing is charged and nobody gets a text.
Prefer to just try it? Start free: your booking page is live as soon as you add a service and your hours.
Get a walk-through
Questions
Who is it for?
Event planners, photographers and videographers, DJs and entertainers, florists, caterers, photo booths, venues and party rental companies. Choose yours at sign-up and you start with its price list (per event, per hour, per guest, per item), proposal templates with good / better / best, a contract with merge fields, a planning checklist and questionnaires, all yours to change. A venue also starts with its rooms.
How does "Check my date" work?
Your booking page opens on a calendar: each day shows available, "ask us" (someone is holding it) or unavailable. Clients pick a date (and a room, for a venue), tell you about the event and send an inquiry. You decide how many events you take a day, and holds last as many days as you set.
What does the client do with a proposal?
One page: they choose a package and add-ons, read the contract (filled in with their names, date, venue and amounts), sign by typing their name, and pay the retainer through your Clover or Square. Signing holds the date; the retainer books it. Photographers and photo booths can ask, with a box that is never ticked for them, whether they may use the photos in their portfolio.
How do rentals work?
You list what you own and how many. Each item is available by date, with the turnaround days you set before it can go out again, and nothing is booked past what you have; when you are short you can sub-rent. Pick lists and load sheets come from the bookings, deliveries and pickups go on your dispatch board with routing, and returns are counted back in with anything damaged or missing. A damage invoice is drafted for you to confirm before it goes to the client.
Can a company book with us on account?
Yes. A corporate account keeps its PO numbers, net terms, a tax-exempt certificate, the contacts allowed to book and approve, and an account discount on your prices. Its events come together on one monthly statement (a PDF), and its contacts have their own portal. A series of dates can go under one proposal, contract and payment plan, and one date can be cancelled without touching the rest.
Do you take a cut of vendor referrals?
No. You can send a client a shortlist from your vendor book, record who they chose and keep track of a referral fee you agreed with the vendor; that fee is between you and them, and we never collect it.
Are the contracts legal advice?
No. We wrote a starting contract for each kind of business so you are not starting from a blank page; it is your text to change, and you should have it checked for where you work.
What happens after the date is booked?
The planning checklist is made from your template (due dates move with the event), questionnaires go out when they come due, milestones and the balance are invoiced on their days, and the final headcount locks when you say. On the day your team has the run-of-show, contacts and an overtime clock on their phone; afterwards you deliver the gallery and ask for a review.
What does it cost?
The software is free while you take card payments through Clover with Merchant Marvels, or Square set up through BookMarvels. Texting and marketing are pay as you go, as for every business on BookMarvels.
Run your events business on BookMarvels
Free with Clover or Square payments. Choose “Events & venues” and your kind of business at sign-up.