Wedding and function venues
Wedding and function venue software
One screen per booking that everybody works from. The date and the room, the guest count with its own history, the deposit and the balance with their due dates, the dietary sheet the kitchen gets and the run sheet for the day itself. Built for the way your venue already runs, hosted in the UK, and looked after by the people who built it.
What a venue actually tracks
Six records, one booking
- The date, the room and the event type
- A guest count that moves for six months
- Deposit and balance, with due dates
- Menu choices and the allergen list
- Public protection procedures, per space
- Saturday, in order, on the floor
Six records describing the same event, usually kept in four different places.
A venue system answers "what is Saturday, and what is still outstanding on it" without anybody going to find out. One booking is one record: which room, which client, the guest count as it stands and who changed it, what is owed and when it was due, and the dietary sheet that comes off the guest list rather than out of a notes column.
Plenty of venues run all of that on a spreadsheet, and it got them this far. Plenty more run event sales software for the enquiry, the proposal and the contract, then a sheet for everything that happens after the contract is signed, because that is the part those products were never shaped for. The question is whether, when the guest count changes, it changes everywhere.
A first system might cover one building and forty weddings. The same system two years on can carry several spaces, bedrooms, a second site, and the kitchen ordering against confirmed numbers.
What you would be looking at, in the order a wedding happens
Six screens from our own example system. Real screens rather than mock-ups. Whinfold Barn is an invented venue and every booking, couple, client, guest and member of staff in them is made up. Yours would carry your rooms, your packages and your words for things.
What the rules ask for
The Terrorism (Protection of Premises) Act 2025, which everybody calls Martyn's Law, received Royal Assent on 3 April 2025 with an implementation period of at least 24 months. The Home Office and the Security Industry Authority, which is the regulator, expect it in force in spring 2027. It is expected to come into force rather than in force: only preparatory provisions have been commenced so far and the date that matters to a venue has not been fixed.
Which tier a venue is in depends on how many people may be present at the same time at the busiest times. Standard tier is 200 to 799, and the count includes staff, which catches more venues than managers expect: a barn seating 180 with twenty-five on shift is in it. Above 799 is the enhanced tier, which asks for more.
| Tell the regulator | Notify the SIA who the responsible person is for the premises, once the requirements are in force. |
|---|---|
| Four procedures, documented | Evacuation, getting people out. Invacuation, moving them somewhere safer inside. Lockdown, stopping people entering or leaving. Communication, making sure people are told. So far as is reasonably practicable. |
| Procedures, not equipment | The standard tier is about what people would do rather than what you would buy. Nothing in it obliges a venue to install anything. |
| Kept current | Which is the awkward part, because a staff list and an event diary change every week and a document written last year does not. |
| If it is ignored | The Act sets a maximum penalty for a standard tier contravention of ten thousand pounds, with a daily penalty on top while it continues. |
None of that is hard once the procedures, the assessed capacity of each space and the briefing record sit in the same place as the diary and the rota. It is only hard when they are three separate files.
We build the records, not the legal advice. The tier, the procedures and the expected timing above come from the GOV.UK guidance on Martyn's Law and the SIA's role as regulator, and the penalties from sections 18 and 19 of the Act. Checked 16 September 2026. Your own obligations are yours to confirm with the SIA, and if the expected date moves we will say so.
Who it suits, and who it doesn't
Where this kind of system earns its keep
- Weddings and functions in the same diary
- A guest count that moves, with money attached to it
- More than one space, each with its own capacity
- A kitchen that needs numbers and allergens, not a phone call
- Weekend staff, agency and casual included
- Reporting that gets assembled at month end
Where we fit best
A small venue run by two people can hold it all between them for a long time. The system earns its keep once guest numbers, suppliers and timings need to reach more of the team, and a first step can be the event sheet on its own.
If event software already handles everything after the contract, keep it. We build what still sits beside it, the parts it was never built for, and join the two where it allows.
And if what you want is one system across the venue, the accounts, the bedrooms and the till, that is a real project with a real budget, quoted as one.
AI features can be built in where they save time, such as a website chat that answers questions about dates and packages and takes the enquiry, or a couple's details drafted into the running order and supplier letters. More on AI and automation.
Usually built alongside scheduling and run sheets, compliance and inspection records or customer and supplier portals. The rest are on the services page.
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- Does this make us compliant with Martyn's Law?
- No system does that on its own. What it does is hold the records in the shape the Act describes: the four procedures per space, the capacity that space was assessed at including staff, and who was briefed and when. The obligation stays yours, and the advice comes from the regulator.
- We use event software for enquiries already.
- Then it carries on doing that. Those products are built for the enquiry, the proposal and the contract. The job here is usually everything after the contract is signed, and where there is an export or an interface the two do not need to be typed into twice.
- Our weekend staff won't use it.
- They use a phone all day already. There is nothing to install, the run sheet is less writing than the paper one, and we take them through it before go-live rather than leaving you to explain it.
- The allergen information worries us.
- It should, and it is health information, so it is held accordingly: hosted in the UK, backed up nightly, access by login, and every change stamped with who made it. We are Cyber Essentials certified, assessed independently against the government-backed scheme.
- How long does it take?
- A first system is weeks rather than months, and bigger ones go live in pieces so the useful part arrives early. Scope, price and dates are agreed in writing before anything starts, with what is not included written as plainly as what is.
Talk to us
Tell us how the diary and the guest numbers are kept now and what you would want to see that you cannot. That is usually enough to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.