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Venue Booking System
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Venue Booking System · Available now

Hold the hall, confirm the deposit, run the day.

Venue Booking System runs event bookings for halls, function rooms and service resources. A booking has a customer, a start and end, a quoted amount and a status that moves from requested to held, confirmed, in progress and completed, or ends as cancelled or a no-show.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen bookings
Venue Booking System · Bookings

Open bookings

Bookings in one list

New booking
Bookings in view
6
Total quoted amount USD
3,570
Requested
2
Held
2
Requested2
Riverbend Arts gala dinnerRiverbend Arts Council
870
13 Oct
Willow Creek charity luncheonWillow Creek Foundation
420
12 Oct
Add
Held2
Cedar Grove annual meetingCedar Grove Research Ltd
660
22 Oct
Stonefield alumni banquetStonefield Alumni Society
540
27 Oct
Add
Confirmed1
Northpoint wedding receptionNadia and Elias Moreno
380
27 Oct
Add
In progress1
Harborline product launchHarborline Devices Inc
700
13 Oct
Add
Riverbend Arts gala dinnerBookings · BKN-11850
Requested
Customer nameRiverbend Arts Council
Starts at13 Oct
Ends at20 Oct
Quoted amount USD870
Approve packageBKN-11850 · Riverbend Arts gala dinner

The package reviewer approves each venue package; self-approval is refused.

Waiting for Package Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
12
Roles with set permissions
6
Reports and dashboards
7
Features

Work for coordinators, reviewers and the venue manager

Every feature works on the same records. Pick one to see the screen your team works in.

Bookings and holds

Requests, held intervals, confirmation and completion.

  • Hold before you sell
  • Buffers count
  • One effect per action
  • Bookings
  • Booking resources
  • Resources
Explore bookings and holds
OverviewBooking requests
Venue Booking System · Bookings and holds

Booking requests

Held waits for the booking coordinator

New
Record numberSubjectCustomer nameStarts atEnds atQuoted amount USD
BKN-93085Riverbend Arts gala dinnerRiverbend Arts Council01 Nov04 Nov510
BKN-88078Cedar Grove annual meetingCedar Grove Research Ltd16 Oct23 Oct40
BKN-95201Northpoint wedding receptionNadia and Elias Moreno31 Oct06 Nov420
BKN-80488Harborline product launchHarborline Devices Inc18 Oct20 Oct830
BKN-25622Willow Creek charity luncheonWillow Creek Foundation26 Oct03 Nov540
6 of 6 records
Riverbend Arts gala dinnerBookings · BKN-93085
Customer nameRiverbend Arts Council
Starts at01 Nov
Ends at04 Nov
Quoted amount USD510
Example screen with sample data
Process

From request to completed event

Request to completed event ships ready to use. One step needs a named approval before the work moves on: Approve package (Package Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request booking

    Record the customer, event, times and quoted amount.

    Riverbend Arts gala dinnerBKN-11850 · Booking Coordinator
    Request bookingBy Booking Coordinator

  2. Hold interval

    Reserve the spaces after capacity and overlap checks.

    Riverbend Arts gala dinnerBKN-11850 · Booking Coordinator
    Hold intervalBy Booking Coordinator

  3. Approve package

    An independent reviewer approves the hall, times and guest count.

    Riverbend Arts gala dinnerBKN-11850 · Package Reviewer
    Approve packageBy Package Reviewer
    ApprovalThe package reviewer approves each venue package; self-approval is refused.

  4. Confirm booking

    Confirm once verified deposit evidence is in place.

    Riverbend Arts gala dinnerBKN-11850 · Booking Coordinator
    Confirm bookingBy Booking Coordinator

  5. Host event

    Record arrival and completion with the actual times.

    Riverbend Arts gala dinnerBKN-11850 · Booking Coordinator
    Host eventBy Booking Coordinator

  6. Reconcile operations

    Check every hold, confirmation and cancellation took effect.

    Riverbend Arts gala dinnerBKN-11850 · Operations Analyst
    Reconcile operationsBy Operations Analyst

Start with Request to confirmed booking

Inside a record

One booking, its spaces and its payments

Open any booking to see its booking resources, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Customer name, Starts at, Ends at and Quoted amount USD.

  2. 2
    Booking resources

    Each line is linked to this booking.

  3. 3
    Who works on it

    Booking Coordinator, Package Reviewer and Venue Manager, each with their own permissions.

  4. 4
    Process stages

    Request booking and Hold interval, with the role that acts.

  5. 5
    Approvals

    Approve package, with who decides.

Open bookingsRiverbend Arts gala dinner
Venue Booking System · Bookings

Riverbend Arts gala dinner

Riverbend Arts Council · Requested

Log activity
1
Record details
Customer nameRiverbend Arts Council
Starts at13 Oct
Ends at20 Oct
Quoted amount USD870
2
Booking resources

Riverbend Arts gala dinner

ParentResourceCapacity
Stonefield alumni banquetWest Gallery660
Pine Terrace community awardsOak Boardroom880
Willow Creek charity luncheonStudio Room A760
Booking resources
6
Total capacity
4,070
3

Who works on it

  • Booking CoordinatorManage Bookings, booking resources, venue packages, record…
  • Package ReviewerManage review decisions
  • Venue ManagerManage Resources, Organizations
4

Process stages

  • Request bookingBooking Coordinator
  • Hold intervalBooking Coordinator
5

Approvals

  • Approve packagePackage Reviewer
    Approved
Example screen with sample data
Approvals

Event details approved by someone else

OverviewApprovals
Venue Booking System · Overview

Approvals

Signed in as Package Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • VP-98261PKG-2026-1041
    Willow Creek charity luncheonRequested by Booking Coordinator
    Waiting2dActions
  • VP-36104PAY-2026-2084
    Harborline product launchRequested by Booking Coordinator
    Waiting3dActions
  • VP-98927OPR-2026-0312
    Willow Creek charity luncheonRequested by Booking Coordinator
    Waiting5dActions
  • VP-55035REV-2026-0176
    Northpoint wedding receptionRequested by Booking Coordinator
    Waiting5dActions

Who approves what

DecisionApprover
Approve packageAn independent reviewer approves the hall, times and guest count.Package Reviewer
Approve venue packagesPackage Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Venue Booking System to the work that is theirs. Pick a role to see what it starts with.

Booking Coordinator

Handles requests, holds, confirmation, event day and cancellations.

This is the first screen this role sees.

OverviewPackages awaiting review

Packages awaiting review

Venue packages · Booking Coordinator

IdParentHallStarts atEnds atGuest count
PKG-2026-1041Willow Creek charity luncheonGrand Hall31 Oct06 Nov27
PAY-2026-2084Harborline product launchGarden Room26 Oct04 Nov2
OPR-2026-0312Willow Creek charity luncheonNorth Terrace30 Oct08 Nov35
REV-2026-0176Northpoint wedding receptionRiverside Pavilion21 Oct26 Oct19
PKG-2026-1042Harborline product launchCourtyard Hall31 Oct07 Nov18
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Bookings, utilisation, payments and exceptions

Bookings, utilisation, pipeline value, reviews, payments, cancellations and exceptions.

Overview
Venue Booking System · Overview

Venue Booking System dashboard

This quarter

Venue packages in view
6
Total guest count
129

Bookings by status

How far records got this quarter

StageReachedStep
Requested42
Held1126%
Confirmed218%
In progress150%

Quoted amount USD by status

Sample totals per stage

1.0k0
0Requested
1.0kHeld
-3000Confirmed
-5000In progress
-2000Completed
Example screen with sample data
  1. 01Bookings by status and month

    How many bookings are requested, held, confirmed, completed, cancelled or no-shows each month?

  2. 02Resource utilisation

    How much of each resource's capacity is reserved, including setup and cleanup?

  3. 03Quoted value pipeline

    What is the quoted value of held and confirmed bookings by start date?

  4. 04Package review turnaround

    How long do reviews take?

  5. 05Payment evidence by type

    Authorizations, captures, refunds and voids per booking, verified and unverified.

  6. 06Cancellations and no-shows

    Cancelled and no-show bookings with their timing.

  7. 07Operation exceptions

    Pending, failed and needs-review operations with their reason.

All reports and dashboards

Who it's for

Fit the venue you run

See how Venue Booking System fits your kind of team.

Event venues and halls

Book weddings, galas and conferences without double-booking a space.

Hotels with function rooms

Run meetings and events in function rooms alongside the hotel.

Community and civic venues

Book community halls and civic spaces with clear rules and records.

Controls

No double bookings, no unverified deposits

Each stage of request to completed event names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to completed event
Venue Booking System · Process

Request to completed event

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
7
Hold interval
Booking Coordinator
StatusRequested → Held
RecordsResources, Bookings
Prepare package
Booking Coordinator
StatusDraft → Submitted
RecordsVenue packages, Bookings
Approve packageApproval
Package Reviewer
StatusSubmitted → Approved
Request to completed event
  1. Start
    Hold intervalRequested → Held
    Resources
  2. Step
    Prepare packageDraft → Submitted
    Venue packages
  3. Approval
    Approve packageSubmitted → Approved
    Package Reviewer
  4. Step
    Confirm bookingHeld → Confirmed
    Payment evidence
  5. Step
    Host eventConfirmed → in progress → Completed
    Bookings
Example screen with sample data

See each stage in detail

AI agent

Prepare the week's events with Proto

Prepare and review venue bookings with Proto.

It can

  • Booking Coordinator: List held bookings starting in the next two weeks without verified deposit evidence.
  • Package Reviewer: Show submitted packages whose guest count is close to the hall's capacity.
  • Venue Manager: Show resource utilisation for next month including setup and cleanup time.
  • Operations Analyst: Summarize failed or pending operations for bookings this week.

Stays with a person

  • Coordinators hold and confirm bookings, reviewers approve packages and the payments clerk verifies payments.
  • Proto prepares lists and drafts; it does not confirm, approve or verify on its own, and it works with the permissions of the person or service account it runs as.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Venue Booking System
  • Payment provider
  • Website and enquiry forms
  • Calendars
  • Identity provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Bookings and holds3
  • Resources and capacity3
  • Venue packages3
  • Payments and deposits2
  • Review and evidence4
  • Operations control3
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating boundary

    The system holds bookings, resources, packages, payment evidence, reviews and operation receipts. Catering, contracts and card processing stay in connected systems. The venue decides packages, deposits and cancellation terms.

  2. Map the source data

    Agree resource codes, capacities, setup and cleanup times, and booking numbers. Load upcoming bookings and their reserved resources.

  3. Configure a bounded pilot

    Run three months of bookings live: holds, package review, confirmation and event day.

  4. Rehearse the exceptions

    Overlapping holds on the same resource are refused, a preparer cannot approve their own package, confirmation needs verified deposit evidence, and cancellation releases capacity once.

  5. Reconcile and release

    Compare the calendar with your current system, get sign-off from the venue manager and agree the rollback window.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Venue Booking System.

All questions
How do I get started?

Click Get started, then use Proto to configure Venue Booking System for your business. Start with your spaces and the next three months of bookings, and run holds and confirmations live before adding reports.

Can two people book the same hall?

No. Holding a booking checks capacity and overlap, including setup and cleanup time, and refuses a clash.

When is a booking confirmed?

When it is held, its package is approved and verified deposit evidence is in place.

Who approves the event details?

A package reviewer other than the coordinator who prepared the package.

How are cancellations and no-shows handled?

They follow your cancellation policy and the actual timing, and release the reserved capacity once.

Does it handle catering and contracts?

Not in this system. Catering and contracts stay in your existing tools; the booking keeps the event details, payments and decisions.

What if an action fails halfway?

Each action has an operation receipt. Failed or unclear actions appear in an exception queue and are checked against what was actually saved.

Can we run several venues?

Yes. Each venue can be its own organization with its own resources and bookings.

What drives the cost?

Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work use prepaid credits; implementation is scoped separately. The pricing page lists current rates.

Set up Venue Booking System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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