Wedding planners & venues
Turn tour requests into signed dates, and keep the big day on schedule.
A couple choosing a venue or planner wants to see the space, learn the price range and ask about their date in one sitting. Behind the scenes, you are juggling holds, payment schedules, vendors and a run-of-show. We build both sides, so inquiries get a fast, careful reply and every date, deadline and headcount lives in one place.
What we set up
A venue site that books tours
A photo gallery and virtual tour, package and pricing ranges, a date calendar that shows what looks open, and an inquiry form that captures date, guest count and budget. The AI assistant answers questions and offers a tour slot, but it never promises a date is available. You confirm every date before it is held.
Holds, contracts and payment schedules
A date hold shows its release deadline, then converts to a contract with a deposit and a payment schedule your couples can see in their portal. Rooms, spaces and rental inventory are assigned per event, and capacity limits, curfew and noise rules are shown on each booking.
Vendors, timelines and final counts
A vendor list tracks insurance certificates, load-in times and vendor meal counts. Each wedding gets a timeline and run-of-show, tasting appointments, and a final-count deadline with reminders, so the numbers are locked before the caterer needs them.
Where this business gets hard
Date holds that quietly tie up the calendar
A hold with no deadline can block a Saturday for months while another couple is ready to sign. Each hold gets a release date, a reminder to the couple and a note to you before it expires.
Counts that change right up to the deadline
Guest numbers, meal choices and vendor meals drive the caterer, rentals and staffing. A final-count deadline, reminders and one number everyone works from keep last-minute surprises small.
Vendors who arrive without paperwork
Many venues require insurance certificates from vendors. Tracking expiry dates and load-in times ahead of the wedding means the check happens on a Tuesday, not in the parking lot.
Long email threads and unclear terms
Payment schedules, cancellation and rescheduling terms, and curfew rules get lost in old messages. A couple portal with the contract, schedule and timeline in one place cuts down on repeat questions.
Set up for the way you work
Not every wedding planners & venues business runs the same way. We adjust the setup to fit yours.
- Venue with in-house catering
- Menus, tastings, bar service and staffing are part of the package, so counts and bar plans flow straight into the kitchen and staff schedule.
- Venue with outside vendors
- Couples bring their own caterer, DJ and florist. Vendor approval, insurance certificates, load-in windows and rules on what vendors may do are the focus.
- Independent wedding planner
- Packages from full planning to day-of coordination. Client checklists, vendor contacts, timelines, payment schedules and a client portal matter more than a space calendar.
- Estate, barn or outdoor venue
- Weather plans, sound and curfew limits, parking and shuttle logistics, and rental inventory for tents and tables shape each booking.
Busy seasons and slow ones
Many regions see weddings cluster in spring, early summer and fall, with Saturdays booked a year or more ahead. Inquiries often spike after the holidays and around engagement season, so the first weeks of the year can bring a wave of tour requests. Weekday and off-season dates are the slower stretch, and are a good time to promote lower rates, Friday and Sunday events, and smaller celebrations. We can set up tour reminders, hold-expiry alerts and off-season package pages ahead of each peak.
What your customers ask before they book
Your AI assistant and website are set up to answer these before anyone has to call.
- Is our date available, and how long can you hold it?
- What is included in the package, and what does it cost for our guest count?
- Can we tour the venue, and can we see photos or a virtual tour first?
- What is the deposit, and when are the payments due?
- Can we bring our own caterer, bar or vendors, and what do they need to provide?
- What are the music, curfew and occupancy limits, and what if we need to reschedule or cancel?
Common mistakes we help you avoid
- Telling a couple a date is open before anyone has checked the calendar and the hold list.
- Letting holds run with no release deadline.
- Accepting vendors without a current insurance certificate on file.
- Skipping a firm final-count deadline, then paying for meals or rentals nobody ordered.
Alcohol, occupancy, noise and insurance rules vary
Rules on serving alcohol, maximum occupancy, fire and safety, noise and curfew, vendor insurance and deposits vary by city, county and state. We build the booking, contract and checklist steps around your own policies, permits and coverage. Payments go through your own compliant processor, and we do not hold funds. The AI assistant never confirms a date as available or quotes a final price without your approval. You stay responsible for meeting the rules that apply to your venue or business.
See it working
Click through a sample wedding planners & venues website, then see the owner dashboard behind it.
How it works
- Step 1
Tell us about your business
A short call or the free AI check-up. No jargon.
- Step 2
We set it up
Your site, customer system and assistant, with your branding and your data.
- Step 3
You go live
We train you and your team, then keep everything running.
Under the hood
Pricing
One price: $349/month plus a one-time $750 setup. It includes your website, customer system, AI receptionist, hosting and support. Non-profits save 35%.
See where AI fits your business
Five minutes, free, and written in plain English.
Start the AI check-up