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A practical buying guide

Multi-venue bookings: enquiries, diary and run sheets

How should a venue group hand enquiries over to each location's team?

VCMP Encore handles guest enquiries, bookings, a diary and team run sheets. For a venue group, evaluate how the central booking team and each location share an agreed view of the event. Bring both a combined review requirement and a per-venue service requirement to the demonstration, and confirm the supported configuration.

Buying guide updated · VCMP product team, StartMadeSimple Ltd

A practical example

Two locations have similar event names on the same evening. One enquiry changes venue, and another adds guests shortly before service. The floor manager needs a location-specific handover containing the latest agreed details, while the central team needs to see who owns each change and follow-up.

What matters most in this setup

  • Make venue ownership clear at every stage.
  • Agree how late changes reach the floor team.
  • Rehearse a full day with overlapping events.

A useful demonstration, step by step

  1. Map the enquiry stages, responsible people and decision points. Specify when a provisional enquiry becomes a confirmed booking and who checks the selected venue and area.
  2. Build sample bookings for two locations on the same day. Request the combined and individual views you need, then verify that staff can identify the correct venue without ambiguity.
  3. Change the guest count, timing and venue in representative examples. Inspect how the diary and run-sheet information are updated and agree how the service team learns about late changes.
  4. Review a sample run sheet with the floor manager. Agree the useful fields, including arrival, area, contact, booking notes and any payment status the agreed workflow supports.
  5. Identify any separate till or screen tasks. Test the required handover to SOLO POS or My Venue explicitly, and decide who completes manual steps where no connection has been demonstrated.

Check before you commit

  • Venue and area assignment
  • Combined versus individual location views
  • Enquiry status and booking ownership
  • Late changes and run-sheet accuracy
  • Permissions, payments and separate-system handover

Encore's general booking capabilities do not establish every multi-venue permission model, automatic cross-system handover or deposit configuration. Confirm those requirements with representative events and the team responsible for the rollout.

Buyer questions, answered

What should a venue group test across head office and local teams?

Use one enquiry handled centrally and delivered at a named venue. Change a guest count or date, then ask both teams to find the current booking and run sheet. Encore covers the enquiry, diary and handover workflow. Confirm combined views, per-venue access and the supported configuration rather than assuming every location shares all information.

How should we compare a multi-venue software quote?

Use the same number of venues, users and contract period in each proposal. Include onboarding, booking migration, training, hardware, payment charges and ongoing support when required. Keep Encore bookings, My Venue screen content and Solo POS counter sales as explicit line items. Use written terms and a representative branch demonstration before committing to a group rollout.

Continue your evaluation

Plan this for your market

Prepare your country, language and handover requirements with a relevant regional checklist. Each section is also available in Arabic.

Relevant products and official sources

VCMP My Venue

VCMP My Venue helps hospitality businesses turn menus, offers and events into content for venue screens, with playlists and screen publishing.

Explore VCMP My Venue

SOLO POS

SOLO POS is VCMP's point-of-sale product for orders, products, stock and daily sales, with profit-and-loss reporting in focus.

Explore SOLO POS
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