Sample workflow - fictional venue and customer
One private event, from inquiry to BEO
Follow a made-up birthday buyout at a made-up brewery through every step VenueSprocket handles today. Nothing on this page is a working form or a real account - it's a preview of what you and your customer would see.
The customer sends an inquiry
Customer · public inquiry page
Your venue's inquiry page lives at a link you can put on your website, Instagram bio, or Google Business Profile. The customer fills it out on their phone - no account needed.
They get a confirmation email right away; you get a notification and a new lead in your pipeline.
Book a private event at Copper Lantern Brewing
SampleIt lands in your pipeline
Venue · lead pipeline
Each inquiry becomes a lead with a stage. You move it forward as you work it: contacted, proposal sent, contract sent, deposit pending, booked.
If a new lead sits untouched for a couple of days, VenueSprocket emails you a reminder. (Reminders go to your venue - VenueSprocket doesn't send automatic follow-ups to the customer.)
Leads
Sample- New InquiryJordan Reyes · Birthday · 40 guests
- Contacted
- Proposal Sent
- Contract Sent
- Deposit Pending
- Booked
You send a proposal
Venue creates · customer accepts
Turn the lead into an event, then create a proposal with a room fee, a food and beverage minimum, and the deposit amount. VenueSprocket emails the customer a secure link.
They review the estimated total and accept with one tap. Menu and bar details you've agreed on go in the event notes and on the BEO.
Proposal · Jordan Reyes 40th
SampleThe customer signs the contract
Customer · secure signing link
Once the proposal is accepted, you send a contract built from the same event details plus your venue's own contract text (cancellation policy, minimums, house rules).
The customer types their name and checks a confirmation box. VenueSprocket records the typed signature, timestamp, IP address, and device with the contract.
Contract · Copper Lantern Brewing
SampleDeposit of $400.00 is due at signing to reserve the date. Deposits are refundable until 30 days before the event; after that they are non-refundable but may be applied to a rescheduled date within 6 months… (sample terms - your venue writes its own)
Typed signature
Jordan Reyes
Timestamp, IP, and device recorded on real signatures
The deposit is paid
Customer · Stripe Checkout
Right after signing, the customer pays the deposit through Stripe Checkout. The money goes straight to your venue's own Stripe account - VenueSprocket takes no percentage; Stripe's standard processing fee applies.
The customer gets a receipt email, and the deposit shows as paid in your dashboard once Stripe confirms it. The remaining balance is settled however you normally take final payment.
Payments
SampleNo real payment is processed on this page.
Your team works from the BEO
Venue · Banquet Event Order
The BEO starts from the event record - name, date, times, guest count, and contact details carry over. You fill in food, beverage, setup, staffing, AV, allergies, and the timeline.
Open it on a phone during the event or print it for the kitchen and bar. Internal notes stay internal.
BEO · Jordan Reyes 40th
SampleTry it with your own venue
The free plan gets your inquiry page live without a credit card. Want to see the exact customer-facing proposal and contract screens first? Open the sample documents.