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Venue booking & event management

Book Venues. Manage Events. Close Deals.

Topvora is the all-in-one platform for venue managers and event professionals, with smart booking, a built-in CRM, online payments, and 2D and 3D floor plan tools.

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  • Set up in an afternoon
  • Deposits paid straight to your own Stripe account
  • Works on any phone, tablet or computer
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One calendar, and no double bookings

Every space is on one calendar, so two events can never land in the same room at the same time. Try it: pick a start time that overlaps an event already booked.

Try to double-book Saturday

Pick a start time in either space. This is a live sample, not your data.

Two events are already on the books.

Why venues trust Topvora with their bookings

  • Your money, your Stripe accountDeposits go straight to you. We never hold them or see card numbers.
  • Two-step sign-in for everyoneRequired for every user, with a log of sign-ins and changes.
  • Hosted on Amazon Web ServicesEncrypted storage, with automatic daily backups.
  • Your data stays yoursDownload everything any time, in one file.

Everything between the first inquiry and the final payment

Three jobs every venue does each week, in one place your whole team can see.

  • Answer every inquiry

    Requests from your booking page and website chat arrive as deals, with a first reply drafted for your team.

    • Online booking page and tour times
    • A shared inbox, linked to each deal
    • Deals that show their next step and who follows up

  • Send proposals that get signed

    Proposals with your photos and prices, accepted and signed on the client's phone, with the contract written for you.

    • Your own proposal and contract templates
    • Hourly, half-day, full-day and multi-day prices
    • Contracts signed on screen

  • Get paid on time

    Clients pay deposits and installments by card from their own page, and reminders go out before every due date.

    • Installment schedules that match the total
    • Optional gratuity on the final payment
    • Exports for QuickBooks and Xero

More built in, at a price you can see

Set side by side with what Tripleseat, Planning Pod and Perfect Venue list on their own websites (October 2026).

  • An AI assistant on your website

    It answers visitors from your own Word and PDF files, in English or Spanish, typed or spoken, then hands real inquiries to your team. On every plan.

  • Live chat, and a link to it

    Talk to visitors on your website, or share one chat link in your bio, email signature or on a QR code. None of the three list live chat for your visitors.

  • 3D floor plans, no extra tool

    Trace your floor plan in any shape, get suggested layouts for banquets, classrooms, theaters and boardrooms, and show the client the room in 3D. Perfect Venue sends you to a partner for this. Professional and Premium.

  • A page for every client

    They sign, pay with an optional gratuity, add extras, send final numbers and arrange seating from one private link.

  • Bookings that do not slip

    See when a proposal is read, let holds release themselves and tell the waitlist first. Topvora can also send the first reply within minutes and follow up when a client goes quiet (Professional and Premium).

  • A price on the page

    From $49 a month per venue with a 14-day free trial. Tripleseat does not publish prices; Planning Pod lists venue management at $149 a month and Perfect Venue starts at $199 a month per location.

See the full comparisonWhere they are ahead: Perfect Venue has an app-store phone app and a free plan; Tripleseat sells tickets and runs a venue marketplace.

A closer look, screen by screen

Everything below is in the app today. The screens are drawn with sample data.

Know where every inquiry stands

Each deal shows where it stands, from inquiry to tour, proposal, contract, deposit and event, worked out from what has actually happened, with the one next step to take. Attach the client, the event type, the guest count and a value, add call and meeting notes, and assign an owner so the follow-up has a name on it.

  • Clients and deals in one place, with search
  • Tasks with due dates, tied to a deal and a teammate
  • A Today list of what needs you now, most urgent first, with one button for each, and an overview of pipeline value, upcoming events and overdue payments
  • A booking page for your website: requests arrive as new deals, and you get an email
  • A shared Inbox: write to clients and read their replies, linked to the deal
  • Day, week, month and year calendar views, and a feed for Google, Outlook or Apple Calendar
  • Booking and payment reminders by email or text
  • Attach proposals and files to deals and contracts, and keep floor plans with each space
Sample pipeline

Send a proposal. Get it accepted and paid.

Build a proposal from your spaces and menu, and email your client a private link. They read it, accept and sign it, and pay the deposit by card from their own page, with no account to create. Acceptance creates the contract and payment schedule and moves the deal to Booked.

  • Packages and pricing rules (Saturday rates, seasons, minimum spends) priced the same in every proposal
  • A client page that shows the signed agreement and what is paid and due, with card payment for any installment
  • Card payments go straight to your own Stripe account; Topvora never holds your money or sees card numbers
  • Event sheets (banquet event orders) and menus for the kitchen, built from the same booking
Rivera wedding proposalAccepted
ItemAmount
Grand Ballroom, 6 hours$3,000
Dinner for 120 guests$9,600
Total$12,600

Pay $3,150 deposit by cardPaid to the venue's own Stripe account

Sample client page

A real rental agreement, signed on screen

Enter the deal once (guests, per-person rate, minimum, advance, deposit) and Topvora writes your venue rental agreement: the fee summary, payment schedule, cancellation terms and house rules, with the total calculated for you. Send it for signature and the client reads it and signs with a finger or a mouse. Topvora stores the signature with the signer's name, the time, the IP address and a fingerprint of the exact text signed. The text is your own template, so have your lawyer review it.

  • The agreement can't be sent while any blank is left, so nothing goes out half-finished
  • The renter initials the cancellation terms, and a signed copy is emailed to both sides
  • Payment schedules (advance, second payment, final balance) that always match the total
  • Record cash, check, card or transfer payments; each change is logged
Rivera weddingSigned
InstallmentDueAmountStatus
DepositMar 1$1,500Paid by check
Second paymentMay 1$3,000Due
Final balanceJun 14$4,500Scheduled
Signed by Maria Rivera, with time and IP address stored
Sample contract

Plan the event together, without the email chain

Each booking gets a private page for your client. They send the final guest count, dietary needs and the contact for the day, see which vendors are coming and when, and tick through the planning checklist items you choose to share. Behind the scenes, a wedding, corporate or party checklist becomes dated tasks for your team the moment the booking is confirmed.

  • You get an email when the client changes something, and it shows on the event order
  • Details lock three days before the event, so the kitchen works from final numbers
  • Vendor arrival times, insurance dates and a preferred list your clients can use
  • Tentative holds expire on their own, and the waitlist hears when a date opens up
Rivera wedding, June 20Confirmed
Planning checklistDueStatus
Menu tastingApr 18Done
Send final guest countJun 6152 guests
Final paymentJun 6Due

From the client: 3 vegan, 1 nut allergy. Day-of contact: Ana, (703) 555-0118.

Sample client page

Turn website visitors into inquiries, even at 9 p.m.

Paste one line of code on your website and a chat bubble appears in your colors. Upload your packages, menus and house rules as Word or PDF files, and an AI assistant (Claude) answers visitors' questions from them. When it is time for a quote or a tour, it asks for a name, email and phone and adds the visitor to Deals. When someone on your team is online, visitors can switch to a live chat with a real person. Included in the Professional and Premium plans.

  • Answers only from your own documents and written answers, which no other venue can see
  • A live chat inbox with an unread count, typing indicators and an Away switch
  • If a visitor leaves, your reply is emailed to them, and the transcript is saved on the deal
  • Limit it to your own websites, and switch it off any time
Harbor HallWe are online

Hi! Welcome to Harbor Hall. How can we help?

Is there parking for guests?

Yes, parking is free. Our north lot holds 200 cars, and valet is available for weddings.

Do you have June open for 120 guests?

SamYes, a few Saturdays. Want to tour?

Type your message

Sample chat: the AI answers from the venue's own documents, then Sam from the team takes over

Your team gets in. Nobody else does.

Every workspace is separate from every other one, and the database itself enforces that. Everyone signs in with a password and a second step: a passkey (Face ID, a fingerprint or Windows Hello), a code from an authenticator app, or a code by email. Admins add people, choose who is staff and who is admin, and can see a log of sign-ins and sensitive changes.

  • Two-step verification is required for every user, not optional
  • Accounts lock after repeated wrong passwords
  • Disabling a user ends their sessions immediately
  • Dana WhitfieldAdminMFA on
  • Jorge AlvarezStaffMFA on
  • Priya NairStaffSetting up
  • contract.signed Rivera wedding
  • installment.paid Deposit, check
  • user.created Priya Nair
Sample team and audit log

See Topvora in two and a half minutes

Simple, smart and complete: the highlights, recorded in the real app with sample data for a venue called Harbor Hall.

What the highlights show

The Today list of what needs you now; a deal showing where it stands and its next step; the overview with payments to chase and two weeks of availability; the calendar refusing a double booking; the AI assistant answering a visitor on the venue's website; the AI Employee's approvals, hand-offs and log; a seating layout suggested from a description and turned in 3D; a classroom set up for a meeting; the revenue forecast; a proposal sent with a private link; the client's own page; and the booking page checking a date.

Watch the full walkthrough (4 minutes)

Everything in the highlights, plus: the homepage's double-booking demo, turning a walk-in into a client, emailing a client from the deal, the Bookings list, building and sending a proposal, a contract signed on screen, a staff price change approved by an admin, the analytics report, the chat link (one link at a time), a booking request arriving as a new deal, and the AI Employee at work.

Made for the rooms where it happens

Ballrooms, garden terraces and conference halls all run on the same few things: a date nobody else holds, a clear price, and a signed contract.

  • A ballroom with arched windows and chandeliers, set with round tables for a wedding reception

    Weddings and receptions

    Hold the date, send a proposal with your photos, and collect the deposit before anyone else asks.

  • A garden terrace at dusk with string lights over round tables

    Gardens and terraces

    Keep each space on one calendar, so a Saturday on the terrace never clashes with the hall.

  • A conference ballroom with a stage, screen and round tables for a corporate gala

    Corporate events and galas

    Track every inquiry through to a signed contract, and see next quarter's revenue before it arrives.

New in Topvora this fall

Recent additions, all included in your plan today. The AI assistant, live chat and automatic follow-ups come with Professional and Premium; the AI Employee comes with Premium.

  • Meeting and conference setups

    Classroom, theater, U-shape, hollow square, boardroom and cabaret, laid out for your guest count in any room shape, with seat totals that add up. Professional and Premium.

  • Staff changes, approved by an admin

    When staff change a price or send a proposal or contract, an administrator approves that exact change first. Requests nobody decides expire after 7 days.

  • An AI Employee for every inquiry

    With Premium, it answers in minutes, holds dates and sends proposals from your own prices, and asks a person before anything unusual.

  • Your own proposal and contract templates

    Upload your Word or PDF agreement once. Client, date, space and price are filled in for every new proposal and contract.

  • Hourly, half-day, full-day or multi-day

    Set a price for each way you rent a space. Quotes, bookings and proposals add the rental for you.

  • Text with clients, both ways

    Texts and replies sit next to their emails on the lead. STOP is handled for you.

More features (13)

  • A help center for everyone

    Step-by-step guides for admins, staff and clients, one click from the account menu.

  • Leads from listing sites, answered fast

    Inquiries from The Knot, WeddingWire, Zola and Peerspace become leads and get a reply within minutes.

  • Know when a proposal is read

    See how often and how long they read it, and get a follow-up task if it sits.

  • Availability at a glance

    The next 14 days for every space: booked, on hold or free.

  • Payments to chase

    Late and upcoming payments in one list, with a reminder one click away.

  • Sign in with a passkey

    Face ID, a fingerprint or Windows Hello instead of a code.

  • Alerts on your phone

    An alert the moment an inquiry, text or payment comes in.

  • Extras clients add themselves

    Bar hours, uplighting or a photo booth, picked and paid on their page.

  • Gratuity on the final payment

    15, 18 or 20 percent, or their own amount, shown on every payment.

  • Pricing hints for busy dates

    How in-demand a date is before you quote it.

  • Seating your clients can arrange

    Share the table plan and let the couple seat their guests.

  • AI-drafted replies to inquiries

    A first reply from your calendar and packages, ready to edit and send.

  • Feedback and reviews after every event

    A short survey, and happy clients invited to review you on Google.

Every plan

Meet Sanaa, your website assistant

She answers visitors around the clock from your own Word and PDF files, warmly and in plain words, in English or Spanish, typed or spoken. Real inquiries go to your team as deals, and she always says she is a virtual assistant.

Is the terrace free on Saturday, June 26, for 80 guests?

Yes, the Garden Terrace is open that evening and seats up to 120. I'm Sanaa, Harbor Hall's virtual assistant. Would you like a tour, or a quote by email?

Sample conversation on a venue's website

Premium plan

The AI Employee answers every inquiry in minutes

Day or night, by email, text or live chat, it replies in your venue's voice and takes the inquiry to a sent proposal. Anything unusual goes to a person on your team.

  1. Answers every inquiry in minutes and asks what a coordinator would: the date, guest count, type of event and budget.
  2. Checks your calendar and offers open dates, or the nearest ones and your waitlist when a date is taken.
  3. Places a tentative hold for the hours, day or days the client asks for.
  4. Sends a proposal built only from your packages, space rental prices and pricing rules, in your own proposal template. With Ask first, which is on until you change it, your team approves each one before it goes.
  5. Asks a person before anything unusual: discounts, complaints, cancellations, contract changes, custom menus, accessibility needs, or anything it is unsure of.

It is AI and can make mistakes. Every message, hold and proposal is logged with the reason, you can pause it on any lead or stop it entirely, and you stay responsible for what is sent in your name. It never gives discounts, takes payments or confirms bookings.

Hi! Is Saturday, June 26 open for our wedding? Could you hold it?

Hi Dana, June 26 is open in the Garden Terrace and I have placed a hold on it for you. Would you like a proposal for the Gold package? I'm Harbor Hall's AI assistant; you can ask for a person at any time.

Yes please. Can you do a better price?

Handed to Sam on the team, with a suggested reply.

Sample conversation. Price questions always go to a person.
Watch the AI Employee at work (1½ minutes)

Switched on in Settings with Ask first; a booking-page inquiry answered in minutes with the open date and the Gold package price; the client asks for a hold and a proposal, and it places a tentative hold and drafts the proposal; one click approves it and the client opens it; a discount request is handed to the team with a suggested reply; and the log of everything it did. Recorded in the real app with sample data; the AI's words come from a stand-in model.

Also included

Client page
Clients sign, pay, add extras and send final numbers from one private link.
Packages and pricing
Packages, Saturday rates, seasons and minimum spends, priced the same in every proposal.
Holds and waitlist
Holds release themselves unless the deposit is paid; the waitlist hears first.
Menu and event orders
Banquet event orders for the kitchen and floor team, emailed or printed.
Inbox
Client emails and replies in the app, linked to the lead.
QuickBooks and Xero
Invoices, payments and refunds exported with fixed invoice numbers.
More included (12)
Floor plans and seating
Floor plans per space, table layouts and guest seating.
Tours and appointments
Tour times on your booking page, on the calendar with reminders.
Checklists
Dated tasks from the moment a booking is confirmed, moving with the date.
Calendar views
Day, week, month and year, color-coded by space, never double-booked.
Calendar feed
Bookings and tasks in Google, Outlook or Apple Calendar.
Reports and forecast
Deals, bookings, payments and revenue pacing, downloadable as spreadsheets.
Preferred vendors
Vendors with contacts and insurance dates, shared with clients.
Reminders
Booking, payment and appointment reminders by email and text.
Several venues
Every location from one sign-in, each with its own team and plan.
Zapier and webhooks
Deals, contracts and payments sent to Zapier, Make or your own tools.
Roles
Admins run people, billing and settings; staff run the bookings, and their price changes and sends wait for an admin’s approval.
Works in any browser
Phone, tablet or desktop, nothing to install.

Up and running in an afternoon

  1. Create your workspace

    Enter your venue name, your email and a password, then choose your second sign-in step: a passkey, an authenticator app or a code by email.

  2. Add your spaces and your team

    List the halls you rent out, set your time zone, and invite staff with a temporary password.

  3. Log your inquiries

    Add clients and deals as they come in, and put your tentative dates on the calendar.

  4. Send contracts and collect

    Send the contract, get it signed on screen, and tick off installments as payments arrive.

What venue teams say

Three venues, three ways Topvora fits into the week.

These are example quotes for layout. Replace them with words from your own customers before you publish.

  • ★★★★★
    We used to check three spreadsheets before saying yes to a Saturday. Now the calendar tells us when a date is taken, and nobody has to double-check it.
    Maria AlvarezOwner, Lakeside PavilionExample
  • ★★★★★
    Clients get a proposal with our logo and a photo of the hall, sign it on their phone, and pay the deposit. It looks like we have a much bigger office than we do.
    James OkoroGeneral manager, The Granary Event HallExample
  • ★★★★★
    The forecast shows what is booked and what is likely, month by month. I plan staffing from it now instead of guessing in the spring.
    Priya RamanSales manager, Willow Creek GardensExample

Three plans, one price per venue

Starter

Run events and sales in one place.

$49per month
per venue

  • Up to 2 users
  • Deals, calendar, proposals, e-signed contracts and payments
  • Client portal and booking page
  • AI chatbot, 300 answers a month

No follow-ups, 3D or AI Employee.

Start free trial

Premium

An AI Employee that works 24/7.

$249per month
per venue

  • Unlimited users
  • Everything in Professional
  • AI Employee answers in minutes
  • Holds dates and sends proposals
  • Hands tricky requests to you

How the AI Employee works

Start free trial

Or start free

For one small venue, for good: 1 user and 1 space, up to 15 open deals, and 3 proposals and 3 contracts a month. Calendar, booking page, client page and card payments included, with 1.5% on payments your clients make by card. Upgrade any time; everything you have entered stays.

Start free

Prices are per venue, not per person. Professional includes 5 users, then $14.99 a month for each extra user. Premium includes 300 AI Employee inquiries a month, then $15 per 100 more, within a fair-use limit of 1,500 AI requests a month. Card payments your clients make through Topvora carry a 1% fee, on top of Stripe's own. Each additional venue is 25% off. Yearly billing saves 15%. Coupon codes can be entered at checkout.

  • Every feature of your plan, for everyone your plan includes
  • Cancel any time from the billing page. Cancel during the free trial and you are never charged
  • After the trial, your card is charged automatically for your plan until you cancel
  • Start on any plan and move up whenever you want

Cancel before the free trial ends and you pay nothing.

FAQs

Your next Saturday is already on someone's mind.

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