The wedding venue starter

A venue sells a date and a room, so the tour is the sales meeting and capacity by layout is the constraint everything bends around. A venue is also the party that has to police everybody else: outside suppliers' insurance, load-in times, the curfew, and what happens when it rains.

Who it is for

Wedding venues, barns and estates, event spaces, and hotels or hospitality properties.

The workflow it installs

Ten phases:

New inquiry → Tour scheduled → Tour complete → Proposal sent → Booked → Planning → Supplier compliance → Final walkthrough → Event day → Turnover & follow-up

The tour gets two phases because the follow-up is where tours are won or lost. Tour complete has a two-day aging target and a checklist that records which spaces they responded to, their concerns and budget, and that you sent the follow-up.

Supplier compliance is its own phase because it is its own job. Its checklist collects public liability insurance from every outside supplier, collects equipment testing certificates where they are needed, and agrees each supplier's load-in and strike window. The rule it encodes: no certificate, no load-in.

Fields installed: spaces booked, ceremony and reception seated capacity, standing capacity for the evening, exclusive-use arrangement, the curfew, damage deposit status, outside-supplier paperwork status, the wet-weather plan and the time it is called, and the access and parking plan.

What it asks your clients

Three forms:

• Date and tour inquiry — a public form asking their preferred date and how fixed it is, ceremony and evening guest counts, which parts of the day they want to hold with you, their catering preference, and whether they would like to visit.
• Event plan — where the ceremony is happening including "outdoors with an indoor backup", ceremony and arrival times, the run of the day, when they want music to finish, numbers for each part of the day, table layout, accessibility needs, the wet-weather preference and how long before the ceremony the call is made together, and a required supplier list with a contact email for each.
• Supplier compliance details — one entry per supplier with contact and arrival times, plus anything unusual coming on site and a day-of contact who is not the couple.

The agreement it installs

A venue hire agreement covering the things a venue actually carries risk for: capacity limits set by fire regulation and licence; final numbers and charging on the greater of confirmed or attending; the refundable damage deposit and how deductions are explained; outside suppliers' insurance and your right to refuse access without it; access, delivery, and uncollected items; curfew and noise, including deducting an overrun charge from the deposit; sound limits; outdoor ceremonies and the wet-weather decision, including that moving indoors is not a reduction in service; fixings, flames, confetti and fireworks; conduct and the right to end an event on safety or licence grounds; alcohol; cancellation by date band; postponement; and a recommendation that the couple hold wedding insurance.

The agreement says plainly that it is a starting point and not legal advice. Licensing, capacity, fire safety, and alcohol rules are jurisdiction-specific — have qualified counsel adapt it.

The reminders it drafts

Five recipes, installed as drafts:

• A new inquiry gets an acknowledgement inviting them to visit, and a same-day availability task.
• A booked site visit creates a follow-up task for two days later.
• A signed agreement moves the booking to Booked, sends a portal request for the supplier list, and creates an urgent task to take the date out of public availability.
• Six weeks out, the supplier-details form goes out, the booking moves to Supplier compliance, and a chase task appears.
• Three weeks out, the booking moves to Final walkthrough with a task covering numbers, layout, run of day, the wet-weather decision time, and the balance and deposit.

Date-relative recipes read the project's Event date field. The inquiry form's preferred-date question sets it automatically as soon as a lead comes in, so these are ready out of the box. A project started another way still needs the date set on the record by hand.

What it does not do

• It does not check double bookings for you. Capacity and the curfew are recorded on the record; nothing prevents two bookings landing on the same date. The New inquiry checklist asks you to check across every space, and a recipe reminds you to remove a booked date from availability.
• Supplier insurance is tracked as a status, not a document workflow. The paperwork status field records where you have got to; there is no per-supplier certificate expiry tracking or automatic chase to each supplier.
• It does not price anything. The service page ships example hire options.

Make it yours

Everything installed is a normal editable record owned by your workspace. Rename the phases, change the capacity fields, rewrite the agreement, and edit any automation before you activate it. Reset restores untouched defaults; Uninstall removes only untouched, unused ones.