The arrangements for a single wedding mean dozens of questions: number of guests, diets, menu, timings, decorations, drinks, accommodation, tables. At most venues they live in a paper questionnaire, emails and phone calls. Then someone copies them onto sheets for the kitchen, waiters and staff. The couple hands in the questionnaire too late, last-minute changes don’t reach everyone, and portions and costs are calculated by hand.
For Stara Warzelnia we built the Wedding Panel, an app that takes over this work from signing the contract all the way to the final bill. Today we are deploying it at other venues too.
How the Wedding Panel works
- Contract. The venue creates the wedding in the panel: couple, date, hall, package, minimum headcount. The system checks the hall is free, books it and sends the couple an invitation.
- The couple’s form. The couple fills in the arrangements online, on a phone or a computer, in several sittings. Every answer is saved immediately.
- Reminders. 21 days before the wedding a countdown starts and the couple gets an email, with a second one the day before the form closes.
- Locking 14 days before the wedding. The form locks itself and department managers receive ready-made sheets.
- Changes after locking can only be made by the venue, with a reason and history. The couple and the departments concerned are notified.
- Billing after the reception: items calculated from the form, adjustments, payments and Excel export.
- Data deletion 14 days after the reception, automatically.
What the couple sees
The form is divided into tabs: guests and meals, diets and allergies, hall preparation, ceremony and running order, menu, drinks and alcohol, services and suppliers, accommodation, seating plan and guest list. A progress bar shows how much is left, and a countdown shows how much time remains until the form closes.
The app continuously counts seats at the tables, people to be fed and billable guests. If there are more guests than the hall can hold, or the number of breakfasts doesn’t match the accommodation, the couple sees a warning straight away. Paid extras, such as extending the reception or a dessert table, show their price next to the answer and go straight into the costs. The couple also arranges the tables on the hall plan, and the staff get a drawing with table numbers and the number of guests at each table.
What the venue gets
- A wedding sheet with contract details, completion percentage, warnings and the hall booking.
- Department sheets: kitchen, waiters, hall preparation, bar, accommodation and reception, coordinator, additional services. Each department sees only its own part, printable or as a PDF in one click.
- A calendar of halls, rooms and cottages with protection against double bookings.
- Editors for form questions, menus, packages and price lists. Every change creates a new version, and weddings with a signed contract keep their own arrangements and prices.
- Billing in the venue’s own spreadsheet layout, with the contractual minimum headcount and Excel export with formulas.
- Roles and change history: owner, department managers, couple. Everyone sees only what they should.
Why it pays off
No more copying the questionnaire onto sheets or counting portions. Deadlines take care of themselves, with no need to chase the couple by phone. Number errors come up in the form, not on the wedding day. The venue sells more extras, because the couple sees them with prices exactly when they are making decisions.
We’ll deploy it at your venue
The Wedding Panel runs on the venue’s website, under its address and in its colours, whatever system the website is built on. The data stays on the venue’s server, with no third-party subscriptions. Deployment includes:
- analysis of your current questionnaire, menu, price list and hall plans,
- configuration of questions, prices, table plans, rooms and email content,
- installation on the venue’s website,
- a test on a sample wedding with the owner and managers,
- training and support during the first weddings.
The version described here is a starting point. We adapt the form, sheets, automations and billing to the way your venue works. Read more about how we build solutions like this on our page Custom apps and systems.
Run a wedding venue? We’ll show you the Wedding Panel on a sample wedding in a 30-minute online call. Write to kontakt@efektywnymarketing.pl or call: 794 505 965.
