how to choose best venue management software


How to Choose the Best Venue Management Software

Posted on 17 January 2023        

If you're in charge of finding and choosing a venue management software system for your business, you're likely to have a lot of questions on your mind. With so many different systems on the market, all with their own unique features and benefits, how can you be sure you're making the best decision for your company?

We’re here to help, with some essential tips to make the decision-making process a little easier. 


What to look for in venue management software

Venue management software can make your job a lot easier, however when deciding the right fit for your needs, factors to consider include:

Ease of use - The software should be easy to use, with a user-friendly interface. With multiple users using the software at the same time, having a platform that’s simple for both yourself and your employees to use will save significant time and money. The easier a software solution is, the more likely you are to use it to its fullest potential. 

Flexibility - Your venue management software should be flexible enough to meet your needs, both now and in the future. This includes having the capability to tailor quotes and marketing collateral to feature your venue branding, and being able to produce custom reports. 

Scalability - The software should be able to grow with your business, expanding as needed. This is where cloud-based software comes in handy. As it relies on cloud infrastructure rather than investing in hardware, its scalability is simple, saving on IT costs.

Features - The software should include all the features you need, such as booking and scheduling capabilities, inventory management, and customer management.

Support - The software provider should offer excellent customer support, with knowledgeable and helpful staff. Venue management software like iVvy offer 24/7 support, which is ideal for venues like hotels that operate across multiple time zones and locations. 


How to evaluate your needs


When it comes to choosing venue management software, it's important to first evaluate your internal needs. This means taking a close look at your venue’s specific goals and requirements. Once you have a clear understanding of what you need, you can begin evaluating different software options


Consider the size of your organization and the number of venues you manage. Make sure the software you choose can accommodate your specific needs. As we mentioned earlier, scalability is an important feature, particularly if you have plans to increase or downsize venue operations.


Take a look at the features each option offers. Does the software have all the features you need? Are there any features that are particularly important to you? For many venues, an all-in-one venue management system that includes live-booking functionality would be a huge advantage in increasing leads and improving conversion rates. 


Consider ease of use. You want to make sure your chosen venue management software is easy to use - both for yourself and your team members. Ensure software has the ability to integrate with third-party programs, apps, and tools to optimise efficiencies and have an all-encompassing platform for business operations.


Finally, don't forget to consider the cost. For this step, an ROI calculator may be useful in determining a time period for profitability. Be sure to read the fine print on any extra fees or additional costs that may be involved.



Once you've considered all of these factors, you should have a good idea of which venue management software is right for your company. To make sure you're making the best decision, be sure to consult with other users of the software. You can also read online reviews to get an unbiased opinion of different options. By taking the time to evaluate your needs and compare different software options, you can be confident that you're choosing the best venue management software for your organisation.



The benefits of using venue management software

  1. Increased efficiency - With all of your data in one place, you can easily track and manage your venue's operations. This means less wasted time and effort.


  1. Better organisation - Keeping your venue running smoothly requires a lot of organization. With venue management software, you can keep all your information neatly sorted and easily accessible.


  1. Improved customer service - When you have everything under control, you can focus on providing excellent customer service. This will help to set your venue apart from the competition.


  1. Increased profits - By using venue management software, you can streamline your operations and run your business more efficiently. This will result in increased profits for your venue.



The top three venue management software providers




iVvy is a comprehensive cloud-based venue management software that enables hotels, stadiums, universities, and catering services to manage their events and venues more effectively. As a fully integrated solution, this all-in-one management platform streamlines the entire venue management journey, from enquiry to event day using automation.


Its CRM gives you the ability to capture and create leads, record activities, tasks & all email communication while providing a single view for every interaction with your customers across all venue properties. An online function diary enables you to have all quoted, tentative and confirmed bookings (both meeting spaces and accommodation) in one central view.


With iVvy, contracts and quotes can be created and signed off quickly with the addition of e-signatures. Similarly, invoice payment times can be sped up with iVvy’s instant online payment solution.


Virtual banquet event orders (BEOs) are updated in real-time, providing venue managers and catering staff with synchronised, up-to-date information on special requests or last-minute adjustments.


iVvy’s marketing tools provide venue managers with a quality and cost-effective way to communicate with all event attendees, with custom branding available to match your venue’s brand image.


Custom reporting and analytics tools can provide valuable insights into event performance. By providing venue managers with data on attendee profiles, preferences, and purchasing experience, iVvy’s reporting functionalities can be a valuable tool for future planning and budget forecasting.


Importantly, iVvy software also integrates with 50+ third-party apps, programs and tools, allowing for even greater efficiencies in your venue’s working processes. 


Showcasing listings to 32,000 event organisers every month, iVvy Marketplace offers additional global exposure for venues. The marketplace also gives venues the option to display availability and take enquiries or bookings from your own website straight into your CRM.




Event Temple


Event Temple is a venue management software that offers a wide range of features to help you plan, promote, and execute your event. Some of the key features include:


Ticketing: Event Temple's ticketing system is easy to use and can be customised to fit your needs. You can sell tickets online, manage guest lists, and track attendance.


Marketing: Event Temple's marketing tools make it easy to create and send out event invitations, track RSVPs, and build a website for your event.


Planning Tools: Event Temple's planning tools let you create a detailed event schedule, manage speaker bios and presentations, and track budget expenditures.


Reporting: Event Temple provides detailed reports on everything from attendee demographics to ticket sales. This information can be helpful in assessing the success of your event and planning for future events.





Ungerboeck is a venue management system that can handle everything from ticketing to marketing to on-site logistics.


One of Ungerboeck's key strengths is its flexibility. The software can be customised to meet the specific needs of any event, large or small.


Ungerboeck also offers a wide range of features, including:


Ticketing: Sell tickets online and manage attendee information

Marketing: Create custom event websites, track visitor behaviour, and send targeted email campaigns

Venue Management: Manage room assignments, catering orders, and audio/visual equipment

On-Site Logistics: Track participant progress, manage check-in/check-out procedures, and print name badges



How to decide which software is right for you

Knowing the right venue management software to choose from can be a difficult decision to make. You need to have a well-rounded idea of your expectations, needs, wants, and desired outcomes, before you can take the next step of product comparison.


Start by making a list of:

  • Your reasons for needing event management software
  • Software features you need to have 
  • Software features you would like to have
  • Time availability for training and implementation
  • Your desired outcome for using event management software

Next, start your product comparison by shortlisting your selection of venue management software, and comparing their features against your determined criteria. 


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