Private bookings · the nights someone rents
Eighteen months, one client, one date you cannot lose.
Weddings, corporate offsites, galas, birthdays, buyouts — where the room is the product and the deposit is the commitment.
The pipeline
Know what the season is worth before it lands.
Private hire is a long sale. Six stages carry the date, the headcount, and the value, so a quiet March is visible in January rather than in the accounts.
New
12
$78k
Qualified
8
$61k
Proposal
5
$44k
Negotiation
3
$31k
Won
4
$52k
Inquiry
Every ask lands in the same queue
A form fill, a forwarded email, a phone call at four. It arrives with the date they want, the headcount, the budget, and where they found you — not in one person's inbox.
- Inquiry forms that write straight into the pipeline
- Event type, guest count, target date, and estimated value captured up front
- Lead source tracked, so you learn which directories actually pay
- An owner assigned, so nothing sits unanswered for a week
Hold
Pencil the room, and mean it
A hold is a promise. bestvenue makes it visible to everyone immediately and checks it against every other commitment on that room — including your own ticketed nights.
- Availability checked per room and per time window before a hold saves
- Conflicts refused with the competing event named, not a generic error
- Holds visually distinct from confirmed bookings on the calendar
- Every hold, release, and status change kept in an audit trail
Contract
Proposal out, deposit in, date off the market
The moment money arrives the booking should stop being provisional. A cleared deposit promotes the hold to confirmed on its own, so nobody has to remember to do it.
- Proposals and quotes built from the room's rate card
- Deposit invoices issued through your own Stripe account
- Paid deposit promotes the booking from tentative to confirmed automatically
- Balance due tracked against the event date all the way to the night
The event
What the floor needs, months after the sale
The couple booked eighteen months ago and the person who sold it may have moved on. Everything promised along the way stays on the booking.
- Final headcount, dietary notes, and setup details on the event record
- Tours, tastings, and calls logged on the client's timeline
- Tasks with due dates in the run-up to the event
- Completed events roll into booked revenue by room and month
Hold your next Saturday properly.
14-day trial · no card required