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- Venue Booking System
- Implementation and migration
How a Venue Booking System rollout works
Start with your spaces and the next three months of bookings.
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.
Map the source data
Agree resource codes, capacities, setup and cleanup times, and booking numbers. Load upcoming bookings and their reserved resources.
Configure a bounded pilot
Run three months of bookings live: holds, package review, confirmation and event day.
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.
Reconcile and release
Compare the calendar with your current system, get sign-off from the venue manager and agree the rollback window.
What the customer provides
- Resource list with capacities, restrictions and default setup and cleanup times.
- Upcoming bookings with customers, times and quoted amounts.
- Deposit and cancellation policy.
- Payment provider access and the people who will use the system.
Changing it afterwards
Use Proto to prepare changes on a branch. Review changed fields, permissions and reports with the venue manager and replay the pilot’s exception cases before release. Past bookings keep the terms that applied when they were confirmed.
Set up Venue Booking System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.