Alexis Kestler
As an event venue owner, you know how time-consuming and chaotic it can be to manage bookings, inventory, staff, and day-of events without the right systems in place. I should know – I‘ve been in your shoes!
When I first started renting out my unique industrial loft space for corporate events, weddings and parties, I did everything manually. Let me tell you – spreadsheets, paper contracts and inbox clutter made me want to tear my hair out! I thought I could wing it without "fancy software" but quickly realized how much time and revenue I was losing to needless admin work.
That‘s when I finally wised up and invested in a modern event rental software solution. Let me tell you – it was a total game changer!
The right software automates the busywork, provides organization and visibility into your bookings and operations, and gives you powerful marketing and analytical tools. This lets you focus on providing an incredible experience for your renters and getting more bookings into your calendar.
I know you may be hesitant about implementing new technology – but trust me, event rental software pays for itself many times over. That‘s why in this guide, I‘ll give you a crash course on:
- Must-have features that make event rental software so valuable
- The top 6 software options on the market
- Tips for choosing and implementing the right solution for YOUR venue
My goal is to help you understand how the right software can help you operate a streamlined, 5-star venue rental business. Let‘s get started!
Key Benefits – Why Event Rental Software is a Must-Have
I cannot stress enough how much easier my life is now thanks to using event rental software. Here are just some of the game-changing benefits I‘ve experienced first-hand:
It Centralizes Scheduling and Availability Tracking
Trying to manage my calendar and inventory across multiple spaces via spreadsheets was a nightmare! I would constantly miss double bookings and have to call clients at the last minute to reschedule. Embarrassing and unprofessional to say the least.
With my new software, I can see my availability and existing bookings for all spaces in ONE centralized calendar. It automatically prevents double bookings and alerts me when prime dates start filling up. This gives me peace of mind and helps me maximize bookings.
It Automates Administrative Tasks to Save Me Hours of Work
Manually keeping track of inquiries, sending quotes, invoicing clients, and creating contracts for every booking used to take me 5-10 hours per week. What a time suck!
Now all of that happens automatically through my software. It tracks all inquiries, sends custom quotes and contracts based on a template, collects payments securely online, and reminds clients of due dates. This gives me my evenings and weekends back!
According to a 2022 survey by Capterra, 92% of event professionals reported time savings thanks to using this type of software.
The CRM Organizes All My Client Information in One Place
I used to scramble around looking through various emails and spreadsheets whenever a repeat client asked me a question. Now all their booking history, payment info, preferences and other details are neatly organized in the software CRM.
This allows me to provide personalized 5-star service and make informed suggestions for upcoming events. Especially for repeat corporate clients, having this data is invaluable.
It Allows Clients to Book Online 24/7
Before I used software, I could only take bookings during business hours over the phone or email. This led to missed revenue from clients who wanted to inquire or book at 10pm on a Saturday.
Now my software allows bookings directly through my website anytime. It connects to my calendar so clients can see real-time availability too. Easy online bookings like this have increased my inquiries by over 30%!
The Analytics Help Me Optimize My Business
Since implementing software, the reporting and analytics have become my best friend. Now I can see metrics on peak booking times, popular spaces, which clients spend the most, and more.
I can use this data to properly staff high-traffic events, set optimal pricing for spaces, create targeted ad campaigns to fill empty dates, and make other smart decisions. The software paid for itself within the first 2 months just from these optimizations!
Clearly, event rental software provides valuable tools to simplify operations, drive bookings, and provide exceptional client experiences. But not all options are created equal. Let‘s look at the top solutions on the market based on venue owner needs:
Reviews of the Top 6 Event Rental Software Options
1. Tripleseat – Best All-In-One Venue Software
If you‘re looking for a feature-packed all-in-one solution, Tripleseat is a fantastic choice trusted by over 8,000 venues worldwide.
Key Features
- Availability calendar across unlimited venues
- Drag-and-drop seating charts
- Custom booking pages with real-time lookup
- Invoice generation and payment processing
- Email templates for confirmations, reminders, etc.
- In-depth reporting on revenue, bookings, and trends
I like that Tripleseat is designed specifically for venues – they really understand our needs! Their software is intuitive and they provide excellent onboarding and ongoing support.
Pricing starts at $199/month for their basic plan. Tripleseat is ideal for venues of all sizes – from event halls to restaurants renting private rooms.
Pros
- Designed for venues specifically
- Great support and training resources
- Scales to fit needs of any size venue
Cons
- Can take some time to customize setup
- Occasional slow loading times reported
2. Event Temple – Ideal for Festivals and Convention Centers
For very large-scale venues and festivals, I recommend checking out Event Temple. Their tools are unmatched for complex multi-day events.
Key Features
- Customizable festival maps and scheduling
- Drag-and-drop exhibits, stages, vendor placements
- Badge printing and attendee check-in capabilities
- Volunteer coordination and scheduling
- Robust reporting and data visualization
Large convention centers, festival grounds and trade show venues will benefit most from Event Temple‘s specialized capabilities.
Pricing is quote-based depending on your needs. Expect premium pricing due to the enterprise-level features.
Pros
- Specialized for massive events like festivals
- Handles complex vendor and seating coordination
- Excellent attendee management and data visualization
Cons
- Overly complex and expensive for smaller venues
- Steep learning curve
3. Skedda – Best for Coworking and Shared Spaces
For venues with reservable coworking spaces, meeting rooms and shared resources, I suggest Skedda. Their tools cater seamlessly to shared workspaces.
Key Features
- Interactive floor plans and reservation zones
- Custom booking settings per resource
- Usage and availability heatmaps
- Member management and access controls
- Email and calendar integrations
- Billing and payment collection
Pricing starts at $39/month with discounts for annual plans. Ideal for coworking spaces, shared offices, educational facilities, and trade show floors.
Pros
- Specialized for shared workspaces
- Custom access rules per membership type
- Payment integration and usage billing
Cons
- Lacks event-specific features
- Third party integration requires developer
4. EZRentOut – Great for Equipment and Party Rentals
If your venue also rents out specialty event equipment and party supplies, EZRentOut is fantastic. Their tools are built for efficient inventory and order management.
Key Features
- Equipment profiles with attributes, photos, pricing
- Calendar availability tracking
- Customer database and communication tools
- Package and order management
- Delivery scheduling and routes
- Invoicing and payment collection
Pricing starts at $149/month. Ideal for equipment rental companies and venues with substantial rental inventory.
Pros
- Specialized inventory management
- Delivery scheduling and routing
- Order packaging and tracking
Cons
- Light on venue-specific features
- Can take time to customize
5. Lavu – Seamlessly Combines POS, Billing, and Booking
Restaurants, bars, hotels and other hospitality venues should look at Lavu. Their system combines point-of-sale software with integrated booking and billing for a complete package.
Key Features
- iPad-based POS system
- Integrated reservation system
- Back-office management and reporting
- Worker management and clock-in
- Inventory tracking and ordering
- Billing options for events and rentals
Pricing starts at $69/month with custom quotes available. Ideal for restaurants, hotels, bars, etc. wanting seamless POS integration.
Pros
- Everything tied together in one system
- Staff management and clock-in
- Good for restaurants/hospitality
Cons
- Less rental-specific features and customization
6. Planning Pod – Simple and Affordable Option
If you‘re looking for a basic, affordable option, Planning Pod is a great choice. While light on advanced features, it covers the scheduling and availability basics well.
Key Features
- Drag-and-drop event calendar
- Availability and block-off tracking
- Event management and guest lists
- Invoicing capabilities
- Email/text reminders and notifications
Pricing starts at just $15/month. Ideal for independent venue owners on a tight budget.
Pros
- Very user-friendly interface
- Excellent value for the price
- Good entry-level option
Cons
- Lacks some advanced features
- Less flexibility and customization
How to Select the Right Software for YOUR Venue
With so many options on the market, selecting the right event rental software for your unique venue can feel overwhelming. Keep these tips in mind:
Make a Wishlist of Needed Features
Think through your pain points and needs. Do you want robust reporting? Easy-to-use reservations system? CRM capabilities? Shared calendars? Prioritize must-haves versus nice-to-haves.
Consider Your Setup and Size
A large hotel convention center needs heavy duty tools, while a small private event hall may only need basic features. Think through your number of users, locations, inventory size, events per month, etc.
Vet Customer Support and Reviews
You want to know someone has your back! Browse user reviews and reach out to chat with sales reps before buying. Make sure they offer onboarding and ongoing support.
Take Advantage of Free Trials
Any vendor should happily provide a trial period or demo for you to test drive the software with YOUR data. Identify 2-3 top contenders and try them out risk-free.
Evaluate Integrations
Determine what other platforms like your website, accounting software, email, etc you want to connect with. Vet that the software you select offers integrations for essential programs you use.
Price Compare
Pricing structures differ greatly, from fixed monthly fees to customizable enterprise quotes. Make sure to compare apples-to-apples between plans based on YOUR likely usage and needs.
While it takes some upfront work to make the right selection, having the right event rental software in place will transform your venue‘s operations. You‘ll wonder how you ever managed without it!
Its Time to Simplify Your Business and Delight Your Customers!
If you made it this far, congrats! I know I threw a lot of information at you. But I hope I was able to clearly convey just how valuable event rental software is for successfully operating a venue business in today‘s digital landscape.
No more wasting hours on admin work. No more fumbling through messy spreadsheets. No more disappointing customers with double bookings.
Implementing a streamlined software solution lets you provide a 5-star booking experience, easily manage inventory and staff, fill up your calendar, and maximize revenue from your space.
Trust me, getting the right software in place will be a total game-changer! It provides serious peace of mind knowing everything is handled automatically behind the scenes so you can focus on delighting your clients.
Thanks for reading – now get out there and find the perfect event rental software to take your bookings into overdrive! Wishing you great success as a savvy and simplified venue owner.
