Focus on executing events
— not chasing details
VenuePlan expedites two-way communication, sharing real-time organizer & guest responses. Capture details once and keep everyone aligned.
Book a demo30 minutes, no commitment.
Guests RSVP once. The organizer and the venue see it in real time.
Sound familiar?
How much time does your team spend...
Do your staff deal with recurring pain points coordinating in-house or off-site catered events?
The recurring pain points
- —Chasing organizers for final event information
- —Searching endless or broken email chains
- —Working off multiple forms or outdated worksheets
- —Scrambling for final counts before an event
- —Sharing details with other departments
With VenuePlan
Capture details once and keep everyone aligned.
- ✔Two-way communication with real-time organizer & guest responses
- ✔Guests reply themselves, right up to your cutoff
- ✔Reminders go out to non-responders on their own
- ✔Sales, catering, kitchen and banquets, one source
What your team gets
The benefits your team sees from the first event.
Headcounts you can trust
Guests RSVP for themselves or a group of up to ten, and can update their reply until the cutoff you set. No scrambling for final numbers the day before.
Dietary needs, from the source
Guests enter their own dietary restrictions, allergies and accessibility needs — captured once, visible to every department. No second-hand lists, no surprises at the pass.
A better organizer experience
A modern, organized planning experience builds organizer confidence and sets your venue apart — the kind of service that gets booked again.
Guests reply in any browser. No login.
Live, and the same for everyone.
Sales, kitchen and banquets in sync.
From demo call to a live event.
How it works
Set up the event together
You and your organizer define the event side by side: room, capacity, cutoff date and the questions every guest should answer.
- ✔Attach documents — the organizer always sees the latest version
- ✔Message the organizer in the portal — no lost email chains
- ✔Track RSVPs against room capacity in real time
Your organizer invites
They personalize the invitation in their own portal, share it by email, social or website, and watch registrations live.
- ✔Add custom questions for their guests
- ✔Schedule follow-ups and reminders to non-responders
- ✔Handle payments themselves or via their own payment provider
Guests respond
No app, no login. They RSVP, answer the questions, and it's in their calendar in one click.
- ✔RSVP for themselves or a group of up to ten
- ✔Share the calendar invite with their group
- ✔Edit their details any time until the cutoff
Everything lands in one live overview for your team — sales, catering, kitchen and banquets.
Allergies and dietary needs
What the kitchen needs, before they ask
Every guest enters their own restrictions, allergies and accessibility needs when they RSVP. Allergies are flagged the moment they arrive, and the kitchen list updates itself as replies change.
- ✔Straight from the guest — no notes relayed through the organizer
- ✔Allergies flagged separately from preferences, so they don't get lost in a count
- ✔One list for every department — and it's current until your cutoff
Questions
Everything venues ask us first
Do guests need an app or an account?+
No. Your organizer sends the invitation; guests RSVP, answer the key questions, and add the event to their calendar — and can share the calendar invite with their group. Nothing to download, nothing to remember.
Who owns the guest list — us or the organizer?+
The organizer can download the guest list. VenuePlan archives and purges guest contact data. Food allergy trends may be collated as resource information for the health industry.
What happens after the RSVP cutoff?+
Guest editing closes on the date you set, and the numbers freeze for the kitchen and banquets. Your team can still make changes for late additions.
Can we run several events at once?+
Yes — your venue license covers unlimited events. Every booking gets its own event, room, cutoff and questions, each with its own live overview.
Can an event be overbooked?+
No. The venue sets the cap based on your room capacity, or lower if the organizer asks. Overbooking is blocked, and guests who try to RSVP are asked to contact the organizer. You can raise the cap at any time to accept more RSVPs.
Can an organizer edit RSVPs?+
Yes. The organizer can add, edit or delete any RSVP up to the cutoff.
Can a guest edit their RSVP?+
Yes. The guest who submitted the RSVP can come back and add, edit or remove members of their group any time up to the cutoff date.
Is there an audit trail when RSVPs change?+
Yes. Every edit is tracked, so your team can see what changed and when.
Can registration fees be processed?+
Not by us. VenuePlan tracks and reports fees, and the organizer chooses to bill directly or link a payment platform of their own. VenuePlan charges no processing or handling fees.
Does it work with our catering software?+
Yes. VenuePlan runs on its own or connects to your existing catering software through an API.
Is organizer and guest data secure?+
Yes. Organizers and guests use it from any phone, tablet or computer, and VenuePlan operates under the GDPR, the European Union's privacy regulation.
See it on your next event
Bring one upcoming booking to the call and we'll set it up live, end to end. Fewer emails, better communication, more organized events.
Book a demo