From request to final invoice, on one booking
Clients request a date through your portal, your team approves it, and the deposit, add-ons and final invoice all follow the same booking.
A client wants your venue in March, catering for eighty, and a projector. Event venue management software keeps the request, the approval, the extras and the invoice on one booking, so nothing is agreed in an email and then lost.
Every request in one queue, approved or declined by your team
Event clients can check live availability and request a date on your branded portal at any hour. Switch on approval for the booking types that need it, and those requests land with your events team rather than dropping straight into the diary, so nothing is committed until somebody has looked at it.
- Requests Through Your Own Portal
Clients see what is free on your branded portal and request the room and date they want, with their details already attached to the booking when it reaches you.
- Approval Before Anything Is Confirmed
Requests wait in the approval queue until your team reviews them. Approve or decline in one click, and because approvals are set per booking type, routine hires can go straight through.
- The Client Hears Either Way
Where approval is on, an email acknowledges the request straight away and a second follows when your team approves or declines it. Where it is off, the client is emailed a confirmation as soon as they book.
The standard rate on the booking, every extra priced with it
Conference centres run a mix of half-day, full-day and bespoke arrangements, each with its own price and its own list of extras. Axiom holds the rate on the booking type and everything else as add-ons, so the brief and the bill stay in step.
- Rates Held on the Booking Type
Create a booking type for each standard arrangement, whether half day, full day or bespoke, with its own set fee and tax rate. The charge lands on the booking when your team picks the type.
- Equipment, Catering & Services as Add-Ons
Audio and video equipment, catering, and any service you charge for, attached to the booking with quantities and pricing and carried through to the invoice.
- Duration and Turnaround Built In
Each booking type carries its own duration and buffer, so a space is held for the right length of time and the turnaround before the next event is protected automatically.
The building's limit checked on every booking, not on the day
Set the most people the building takes at any one time and switch the check on. Each new booking is weighed against everything else running in the building at that moment, including sessions your team hosts there, and one that would take it over the limit is refused before it reaches the diary.
- Parallel Rooms Counted Together
The main room and three breakout rooms running at the same time count towards one total. A morning programme followed by an afternoon one never overlaps, so the two are never added up.
- Refused Before Any Card Is Charged
A portal request that would overfill the building is turned away before payment is taken, so no client pays for a date that cannot go ahead.
- Switched On Building by Building
The check stays off until you turn it on, and it is set per building. A venue with one tightly limited building among several can apply it there alone.
Axiom counts the number each booking is made for, not the people who arrive. A room booked without a set number counts at its full size.
Deposit up front, balance later, and a clean record of both
Event billing rarely settles in one payment. Take a deposit when the booking is confirmed and the invoice moves to part paid, with the outstanding balance tracked until it clears. If the event changes after the invoice has gone out, the original is never quietly edited.
- Deposit and Balance on One Invoice
Take the deposit at confirmation and the invoice moves to part paid, with the remaining balance tracked to the penny until the client settles it.
- Changes Handled With Credit Notes
When an event changes after the invoice has been issued, Axiom raises a credit note or a supplementary invoice against the original. The original is never deleted, so the trail holds up.
- Card Payments Through Stripe
Clients pay online by card or digital wallet and the payment posts straight to the invoice. Cash, cheque and bank transfer are recorded in the same ledger.
The licence and cover an organiser checks before they sign
Before an organiser commits to a date, their own insurer or their client wants proof the venue is in order. Keep the venue's licence, its liability certificate and its evacuation plan in your venue's document manager, so the current copy is ready the moment the question is asked.
- The Pack Organisers Ask For
File the papers every organiser requests under a category of their own. Whoever is handling the enquiry downloads the current set in a minute, without asking round the office for it.
- Certificates Tied to the Rooms They Cover
Attach a certificate to the auditorium or the breakout rooms it applies to. One upload can cover several spaces, and a replacement next year updates every space it sits against.
- A Reminder Before the Season Starts
Give each certificate a review date and name the person responsible, and they are emailed ahead of it. The expired copy stays on record, dated, with a log of who uploaded, replaced or downloaded it.
Event clients come back when everything runs smoothly.
The operations are what makes that possible.
A client who gets a fast answer, a well-run event day and an accurate invoice is a client who books again. Axiom makes every step of that experience consistent and professional, because the back office is working as hard as your front-of-house team.
Requests answered fast
Clients request a date on your portal at any hour and it is booked or queued for approval straight away. Your team answers from one place instead of an inbox.
Priced as it was booked
The rate sits on the booking type and every extra is an add-on against the booking, so what was agreed is what turns up on the invoice.
Revenue captured in full
Every add-on invoiced, every deposit tracked, every change recorded against the original invoice. No margin lost to items nobody wrote down.
Ready to run your event venue on one system?
We'll configure your rooms, booking types and add-ons, so your next event runs from request to final invoice without manual administration.
Start free for 28 days. No card required.
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