For venues, planners, and the vendors they trust
Every detail. Every vendor.
One perfect day.✦
VenueSync is the quiet workbook behind events where everything you decided, everyone you booked, and every detail you waited for finally arrives — together, on the day.
Run of showHayes Garden
Florist setup
1:00 PMConfirmed
Catering arrives
2:30 PMConfirmed
A/V & lighting
4:00 PMConfirmed
Photography
5:00 PMPending
Doors open
6:00 PMPending
Three sides of the table
Built for everyone at the door.
Venues, planners, vendors — three audiences, one shared register. No one ends up with the wrong floor plan, the wrong dock, the wrong Wi-Fi.
For venues
From the first invitation to the last check-out.
VenueSync holds every detail of every event — so your team can hold the standard.
- Booking ledger and run of show
- Vendor whitelist and onboarding
- Floor plans, fire lanes, dock map
For planners
Build the plan once.
Every vendor receives their brief, sees their timeline lane, and confirms before they arrive. Your reputation is in better hands.
- Day-of timeline, mobile-first
- Vendor briefs sent on confirm
- Notes, approvals, audit trail
For vendors
Free forever. Always invited.
Your brief, your timeline, your floor plan layer — on your phone, with or without signal.
- Brief in your inbox 24 hours before
- Live floor plan and dock map
- Direct line to the planner
What it does
Logistics, treated as a craft worth doing well.
Six features that retire the spreadsheets, group threads, and PDFs you've been keeping the show together with.
i.
The timeline that updates itself.
A block moves fifteen minutes; four vendors are notified before you close the laptop.
Read more about The timeline that updates itself. ii.
Each vendor, briefed in their own language.
The florist sees rigging. The DJ sees FX approval. The photographer sees power and meals. One event plan. A dozen perfect briefs.
Read more about Each vendor, briefed in their own language. iii.
The conversation, contained.
Event messaging that stays in VenueSync, not on your personal phone. A boundary worth protecting.
Read more about The conversation, contained. iv.
Tables set. They're already moving.
Mark a milestone complete. The vendors whose work depends on it know instantly — no call, no group thread. The day moves itself forward.
Read more about Tables set. They're already moving. v.
Steady, even when the signal isn't.
Day-of view cached on every device. The plan stays with you, whether you're in the ballroom or the basement.
Read more about Steady, even when the signal isn't. vi.
Every certificate, current. Quietly.
Insurance details tracked, expiry flagged before it becomes your problem. Nothing slips through.
Read more about Every certificate, current. Quietly. The product, up close
One workbook, five views.
app.venue-sync.com / hayes-garden / sat-jun-14
Saturday · Hayes Garden
Devereaux + Castellanos
7:30am
Doors — staff
House captain · Margaux
Confirmed
9:00am
Florals load-in
Petal & Page · Dock B
In progress
10:30am
Linens & rentals
White Glove · Freight
Confirmed
11:00am
Catering walk-through
Skyline · Kitchen 2
Awaiting
1:30pm
A/V check
Boomwall · Mezzanine
Confirmed
4:00pm
First guests
Welcome team
Confirmed
Why VenueSync
The way it ought to be done.
A side-by-side, with what we’ve heard our customers using before they came to us.
| VenueSync | Generic event tool | Spreadsheet + group thread | |
|---|---|---|---|
| Run of show, shared liveEdit once; every stakeholder updated | Yes | Partial | — |
| Vendor briefs on confirmWi-Fi, parking, dock — auto-composed | Yes | — | — |
| Floor plans, drag-and-dropTables, fire lanes, A/V — shareable | Yes | Partial | Partial |
| Vendors invited freeAlways; no hidden seat charges | Yes | — | Partial |
| Day-of mobile viewHouse captain, vendor leads, photographer | Yes | Partial | Partial |
| Audit trail of approvalsWho said yes, when, on what version | Yes | — | — |
| Hospitality-fluent supportReal planners, on call, by name | Yes | — | — |
| Per-trade vendor briefsFlorist sees rigging; DJ sees FX; photographer sees power | Yes | — | — |
| Insurance & COI trackingCertificates current, expiry flagged | Yes | — | — |
| Ready SignalsSetup milestones with dependent-vendor alerts | Yes | — | — |
Membership
Composed for the size of your season.
Per-venue, per-event, or annual. Vendors are free, always.
Vendors join free. Every time.
No fee, no card, no adoption conversation. Every vendor on every event you run, at no cost to them, forever. The only people who pay are the venues and planners who run events.
For independent planners
Studio
$45/ event
For planners working at venues outside the network. Annual pass or pay per event — your choice.
- Up to 12 vendors per event
- Vendor briefs and timeline
- Floor plans and day-of mobile
- Per-event messaging
- COI tracking
- Ready Signals
Most chosen
For single venues
Venue
$249/ month
Unlimited events at one venue. All features included. Planners working at your venue are included automatically.
- Unlimited events at one venue
- 3 coordinator seats
- Full vendor directory
- Floor plans, briefs, day-of mobile
- QR vendor check-in
- COI tracking
- Ready Signals
- Audit trail of approvals
- Priority support, by name
For multi-venue groups
Collection
Custom
Multiple venues, hotels, and hospitality groups. One workbook across every property.
- Multiple venues, single workbook
- Roles, approvals, audit trail
- Dedicated account lead
- Full-team onboarding
- SSO + SCIM
- Quarterly business review
Any planner working at a VenueSync venue is included automatically. The only time you pay per event is when you're a planner bringing your own work to a venue outside the network.
Questions, answered
What planners ask, before they buy.
No. Vendors are always free in VenueSync. They receive a brief in their inbox, click in, see their dock window and the floor plan, and ask questions in the thread. We do not charge per seat, per vendor, or per event guest.
A walk-through at your venue or studio. We map your rooms, docks, Wi-Fi, and elevator schedules. Then we run one event with you, start to finish, before stepping back. For the next three events we are on call by text. Most teams are independent inside a month.
On AWS in us-east-1, encrypted at rest and in transit. Each event has roles — planner, venue, vendor, guest. Vendors only see what they need to see. Audit trail of every change, every confirmation. SOC 2 Type II in progress; reach out for the report.
No long contract; month-to-month after the first season. Three free events on the Studio tier, no card required, to try before you buy. Venue venues get a 30-day refund, no questions.
They share the event record. Whoever created the event holds the subscription; the other gets access included automatically.