Will this handle pricing questions, since our rates vary by season and package?

Yes — pricing logic can follow your season and package structure, so an inquiry gets an accurate range instead of a generic rate sheet.

Do we need to give up our booking software for this to work?

No — Reflys connects to your venue booking system via API or webhook, configured directly into your automations, reading calendar availability and writing new holds back in parallel, so your booking system stays exactly where it is.

Answer “Is Our Date Available?” Without Checking the Calendar Yourself

Every inquiry starts with the same question about a date, a capacity, and a price range, and answering it manually means checking the booking calendar every single time.

Reflys checks availability instantly, books tour slots, and answers the pricing and capacity questions that would otherwise mean a round of phone tag.

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Event Venue Automation: a customer question answered and confirmed in a Reflys chat

Where venue
inquiries stall

“Is that date available?” gets asked dozens of times a week, each one requiring a manual calendar check
Tour requests pile up in a shared inbox that only gets checked once a day
Pricing and package questions take a phone call to answer because rates vary by season
Booking and hold data live in the venue management system, disconnected from wherever inquiries actually come in
Double-booked tentative holds happen when two inquiries about the same date aren't tracked in real time
Contract and deposit follow-ups get delayed once a lead goes quiet after their first inquiry

From Date Inquiry to Booked Tour

Event Venue Automation workflow: inquiry captured, request handled, and details synced by Reflys

Instant Availability Checks
Date inquiries get checked against the live calendar and answered immediately.
Tour Scheduling
Tour requests are booked directly in chat, no back-and-forth on timing.
Pricing & Package FAQ
Season-based pricing and package details are answered accurately, without a phone call.
CRM Integration
Connects to your venue booking software via API or webhook, configured directly into your automations — reads calendar availability and writes new holds back in parallel, so the record's always current.

Where Venue Conversations Happen

WhatsApp-led — availability checks and tour scheduling need a real back-and-forth that a contact form can't handle, and planners expect a same-day reply. Instagram DM brings in the first look, since most venues get discovered through photos of a past event.

Turn Event Photos Into Inquiries

Instagram DM answers date, capacity, and pricing questions from planners who discovered the venue through photos of a past event.

Best for:

Date inquiries
Capacity questions

Check Dates and Book Tours in One Thread

WhatsApp checks live availability, books tour slots, and answers season-based pricing the same day.

Best for:

Availability checks
Tour scheduling

Event Venue Lead Management Software That Answers “Is Our Date Available?”

Every venue inquiry opens with a date, a guest count and a price question. Answering means checking the calendar by hand, and during peak season that happens dozens of times a week. Couples and planners contact several venues at once. Event venue lead management software checks the calendar itself and replies while you are still setting up for tonight's event.

How it works

Check the date automatically
Venue availability inquiries are checked against the live calendar and answered immediately, including guest capacity for the space they asked about.
Book the tour in chat
Venue tour scheduling offers open times in the same conversation. A site tour is confirmed without a round of emails. A reminder goes out the day before the visit.
Answer pricing accurately
Banquet hall pricing questions get the right answer for the season and package, because seasonal pricing and venue packages are loaded once and applied each time.
Connect your venue management system
By API or webhook, Reflys reads bookings and tentative holds and writes new ones back, which prevents double booking.

In practice

Say a planner messages on Saturday afternoon about the second weekend of June for 180 guests. You are in the middle of a wedding. She learns straight away that Saturday is taken and Friday and Sunday are open, sees the Friday package price and books a tour for Tuesday at 5 pm. A tentative hold is placed on Friday so the next inquiry does not get the same promise.

Practical tips

When a date is taken, always offer the nearest open ones. Many clients have more flexibility than their first message suggests.
Put an expiry on tentative holds and tell the client the date. An open-ended hold blocks the calendar and pressures nobody.
Follow up three days after a tour with the deposit and contract steps. Leads rarely go cold from lack of interest. They go cold from lack of a next step.

Frequently Asked Questions