Event venues and spaces for hire

Couples and companies choose a package, sign and pay the deposit on one page. Every viewing, hold and turnaround is planned in the same place.

The venue's team works in one Magpie team. Couples, companies and suppliers use the forms, proposals and invoices you send.

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Linden Barn’s wedding proposal as the couple sees it: the cover, the list of contents, the recommended Saturday package chosen with its price, and the total in a bar at the foot of the screen.

This combination of seven Magpie areas fits an event venue or a space for hire.

Forms
Forms takes enquiries, with the date, the guests and the kind of event.
Appointments
Appointments lets couples book a viewing at a free time.
Proposals
Proposals offers your packages, to choose, sign and pay a deposit.
Invoicing
Invoicing bills each later payment, and anything added.
Resource Booking
Resource Booking holds each space for its date, for your team.
Staff Scheduling
Staff Scheduling plans the bar, the floor and the clean-up.
Daily Operations
Daily Operations gives each turnaround its checklist.

Enquiries arrive with the date, the guest numbers and the kind of event.

Forms builds an enquiry form with your questions, such as the date and the guests. Every enquiry comes into one list.

You get an email for each new one. A button on your website can open the form.

Building forms in Forms

The Form builder with Linden Barn’s enquiry form: a short welcome, then questions for the couple’s names, an email, a phone number, the date they have in mind and how many guests.

Couples book a viewing at a time that suits them.

Appointments gives the venue a booking page, with viewings at the times your team is free. Couples choose who shows them round, or anyone available.

The confirmation email lets them reschedule or cancel. The day's viewings are listed on the Appointments overview.

Booking page in Appointments

Linden Barn’s booking page for a wedding viewing: its length and place, the choice of who shows you round, and the free times on Tuesday.

A couple chooses a package, signs and pays the deposit on one page.

Proposals sends each couple their offer, with packages such as a Saturday wedding. Extras, such as a late bar, can be added or left out.

They accept by signing, and pay the deposit by card. You can see each time the proposal is opened.

Prices and packages in Proposals

The later payments are invoiced on the dates in the proposal.

Invoicing issues each payment in the proposal's schedule on its date. The final payment is invoiced when you bill it.

Anything added later, such as extra guests, goes on an invoice of its own. Couples pay by card from the email.

Create invoices in Invoicing

Each space is held for its date, so nothing is double-booked.

Resource Booking holds each space for your team, such as the barn and the garden room. Each one keeps setup and cleanup time around its bookings.

A hold can wait for your approval. Reports show how much each space was used between any two dates.

Resources and rules in Resource Booking

Linden Barn’s holds waiting for approval in Resource Booking: the barn, the garden room, the terrace and the bridal suite held for parties and a wedding, each with its time, what it is for and who asked, with buttons to approve or decline.

Your bar and floor staff see their shifts for each event.

Staff Scheduling plans each event's shifts, with positions such as bar, floor and clean-up. Each person you invite sees their own shifts.

An open shift waits for someone to take it. People can swap shifts or ask for time off.

Planning shifts in Staff Scheduling

Linden Barn’s rota for the week in Staff Scheduling: coordinator, bar and floor shifts for each person around Friday’s wedding and Saturday’s party, with an open Saturday bar shift.

Each turnaround has a checklist, so the next event finds the room ready.

Daily Operations gives each space a turnaround checklist, started by hand when an event ends. A step can ask for a photo or a pass or fail.

Notes for the next shift stay on the day's page. A problem, such as a broken heater, is reported with what to do.

Routines and checklists in Daily Operations

Linden Barn’s Daily Operations for today: the hours and your shift, notes from earlier shifts about Saturday’s turnaround and the linen, and the opening confirmed.

Five more areas cover couples and suppliers, the website, contracts, the books and furniture.

Contacts
Contacts keeps couples, companies and suppliers, with each one's proposals and invoices.
Websites
Websites builds the venue's site, with each space and how to enquire.
E-Signatures
E-Signatures sends a supplier's terms or a hire agreement to sign.
Accounting
Accounting keeps the books, with deposits and invoice payments posted automatically.
Asset Tracker
Asset Tracker keeps tables, chairs and the PA, and who has borrowed them.

A booking goes from an enquiry to the room ready for the next event.

  1. The enquiry

    A couple asks about a Saturday next June on your form.

  2. The viewing

    They book a time to look round.

  3. The proposal

    They choose the Saturday package, sign and pay the deposit.

  4. The hold

    The barn and the garden room are held for the day.

  5. The turnaround

    The team works through the checklist after the last guest leaves.

Setting up takes four steps.

  1. Add your spaces

    You set each one's hours and setup time. Help: Add resources and set their hours and rules.

  2. Connect Stripe

    Couples can then pay deposits by card. Help: Connect Stripe to receive money.

  3. Write your packages

    You set them out once in a proposal. Help: Prices, packages and payments in a proposal.

  4. Publish the viewing page

    You set the times you show people round. Help: Set up Appointments.

Plans

A venue fits the Team plan, with each member of staff who works shifts a member. Couples, companies and suppliers are not added to it.

Magpie adds no fee to proposal or invoice payments. Stripe's processing fee is taken from each card payment. Prices are on the Pricing page.

Prices are on the Pricing page

Other businesses that put on events have pages of their own.

Questions event venues ask

Can a couple choose between packages?

Yes. A proposal can offer two to four packages, with one marked as recommended. The couple chooses one before they accept.

Can couples add extras themselves?

Yes. A line can be optional, so the couple adds or removes it. A line's quantity, such as the guests, can be theirs to set within your limits.

Can we take a deposit when they book?

Yes. The first payment can be a deposit on acceptance. Its invoice is issued at once. The couple can pay it by card from the confirmation.

Can the rest be paid in instalments?

Yes. The payment schedule can split the total into several payments, each a percentage or an amount. Each one is invoiced on its date, and the last when you bill it.

Can couples book a viewing online?

Yes. Your booking page offers viewings at the times your team is free. Couples get a confirmation email, and can reschedule or cancel from it.

Can we see which spaces are free on a date?

Yes. Each space shows its bookings and holds, and a new booking is checked against them. Setup and cleanup time around each booking is kept free.

Can staff see which events they are working?

Yes. Each person you invite sees their own shifts once the rota is published. They can swap a shift with a colleague.

Can we check each room after an event?

Yes. A turnaround checklist can run whenever someone starts it. Its steps can ask for a photo, so you can see the room was left ready.

Set up your venue in Magpie.

Create a Magpie account and make a team for the venue.

Create account