Responses from venues can be compared and suitable options presented to the client.

Rates, availability, room capacities, accommodation and other relevant information can be brought together to help the client make an informed decision.

Keeping the complete process within one system means that the original brief, venue responses, shortlisted options and eventual booking remain connected throughout the life of the enquiry.

From enquiry to confirmed booking

Once the client has selected a venue, the enquiry can progress into a booking without having to recreate the information elsewhere.

The system provides a central place from which to manage:

This gives the venue finding team a clear picture of every live event and its current status.

Maintain detailed information about the venues with which you work.

Alongside standard venue information, your organisation can maintain its own knowledge and experience of individual venues, including internal notes and information that is relevant to your clients.

The database can include:

Preferred venues can also be identified, helping users give appropriate prominence to venues with which your organisation or individual clients have established relationships.

Different clients have different requirements.

The system enables client information, preferences and arrangements to be retained so that these can be considered whenever a new enquiry is created.

This can help maintain information such as:

Preferred venues can also be identified, helping users give appropriate prominence to venues with which your organisation or individual clients have established relationships.

By keeping this information alongside enquiries and bookings, your team has the information it needs without searching through emails, documents and spreadsheets.

Information collected during the venue finding process can be used to provide clients with clear, professional proposals and comparisons.

Rather than manually assembling information from numerous venue responses, relevant details can be brought together from the system.

This makes it easier for clients to compare their options and helps your team respond more quickly.

Manage suppliers as well as venues

Events frequently involve more than the venue itself.

The system can also support the management of other suppliers associated with an event, helping provide a more complete picture of the services being arranged for the client.

Keeping supplier information within the same environment reduces duplication and makes it easier to manage the complete event requirement.

Commission and financial information

For venue finding organisations, managing the financial information associated with a booking is an important part of the process.

Booking and commercial information can be retained alongside the event, helping your team manage invoicing, expected commission and commission claims.

This creates a much clearer link between the original enquiry, the confirmed booking and the resulting financial transaction.

Because enquiries, venues, clients and bookings are maintained in a structured database, the information can be used to provide valuable management reporting.

Analyse activity by areas such as:

This can help identify trends, understand client activity, measure performance and strengthen relationships with both clients and venues.

A venue finding system should do more than record bookings.

The information accumulated through day-to-day use can provide valuable insight into how your business operates.

You can see which venues are being considered, which are winning business, where enquiries are coming from, how successfully enquiries are converting into bookings and how individual clients' requirements are changing.

That information can be invaluable when negotiating with venues, managing client relationships and planning the future development of your business.

No two venue finding businesses work in precisely the same way.

One of the major advantages of our system is that it does not have to stop with standard functionality.

Hoge has been developing bespoke business software for 37 years, so the system can be extended to accommodate processes and requirements that are particular to your organisation.

That might involve:

Information should not have to be repeatedly entered into different systems.

We have extensive experience integrating our applications with third-party systems and can develop interfaces that allow information to move automatically between your venue management system and other applications.

This is particularly valuable for areas such as finance, CRM, reporting and client systems, where eliminating duplicate data entry can save considerable time and reduce errors.

From the first conversation with a client to the final booking and subsequent management reporting, our venue finding system provides a single place from which to manage the process.

Search. Enquire. Compare. Propose. Book. Manage. Report.

And where your requirements go beyond the standard system, we can build the additional functionality you need.

Talk to us about the way your venue finding operation works today.

We can show you how the system can simplify the process now — and how bespoke development can take it considerably further..