5 event reports every venue manager should run weekly

Make these reports part of your weekly to-do list to improve conversions, team productivity, and keep every event space filled.

Why event reports are important for venues 

 
When looking at your venue reporting, the challenge isn’t understanding why it matters, it’s knowing which ones deserve your time each week. The right reports will help you spot early trends, make sharper decisions, and stay ahead of revenue goals without getting buried in data. 

 
By taking a few minutes each week to review the right event reports, venue managers can make faster, more confident decisions that keep revenue steady, teams focused, and events running smoothly.  These five reports are the ones every venue manager should have on their to-do list.

1. Sales and conversion report

Focus: lead response and conversion performance 

This report tracks the number of new enquiries received, the number of quotes issued, and the number of confirmed bookings. It’s your clearest indicator of how well your venue sales process is performing. 

What to review 

• Drop-offs between the enquiry and proposal stages 

• Conversion rates by event type, source, or salesperson 

• Average response time from enquiry to proposal 

How to use it 

Run a weekly snapshot of enquiry-to-booking performance. Look for stages where leads slow down or drop off and address any bottlenecks through workflow adjustments or automation. 

Result: a faster, more consistent sales cycle and higher conversion rates.

2. Space utilisation report

Focus: room usage and occupancy efficiency 

Every unused event space is missed revenue. A space utilisation report shows how effectively your event areas are being booked, helping you identify underperforming rooms or time slots. 

What to review

• Rooms or spaces booked below 50% of the available time 

• High-demand spaces that could justify higher rates 

• Day-of-week or seasonal trends 

How to use it

Review utilisation data weekly to identify patterns in occupancy. Use insights to rebalance pricing, update packages, or adjust promotions to fill quieter periods. 

Result: Improved occupancy, better yield management, and stronger revenue per square metre. 

3. Revenue and forecast report

Focus: financial performance and projections 

Forecasting shows where your venue’s revenue is headed and how it compares to your targets. Regular review helps you stay on track and address shortfalls early. 

What to review

• Variance between forecasted and actual revenue 

• Upcoming weeks trending below the target 

• Revenue by department, space, or event type 

How to use it

Generate a rolling forecast that includes confirmed and tentative bookings. Compare results weekly to ensure projections remain accurate and to identify areas needing extra sales focus. 

Result: More reliable forecasts, smarter planning, and greater financial control. 

4. Lost opportunities report
Focus: reasons for missed venue bookings 

You can learn a lot from the business you don’t win. A lost opportunities report helps identify why enquiries weren’t converted so you can improve your process and pricing. 

What to review

• Top reasons for lost business, such as pricing, availability, or response time 

• Event types or client segments with high loss rates 

• Leads that were never followed up 

How to use it

Ask your sales team to log a short “reason lost” for every unconverted lead. Review this weekly to spot recurring issues, then adjust your approach or train your team to fill the gaps. 

Result: A better understanding of customer behaviour and stronger proposal success rates. 

5. Team activity and productivity report

Focus: accountability and workflow management 

Your team’s productivity has a direct impact on event success. Tracking weekly activity ensures tasks are completed, deadlines are met, and no detail slips through the cracks. 

What to review

• Outstanding follow-ups or overdue tasks 

• Team workload balance and handovers 

• Completed activities linked to bookings or events 

How to use it

Run a weekly summary of all team activities and review it in a short check-in meeting. Use it to recognise progress, identify bottlenecks, and keep everyone aligned. 

Result: A more coordinated, productive, and motivated team. 

Venue reporting for greater visibility

 
The goal of venue management reporting is visibility, giving you a greater understanding how your venue is performing today so you can make clear, data-backed decisions. When you build the habit of reviewing these five reports every week, you’ll spot trends faster, forecast more accurately, and keep your team focused on what really drives growth.