Venue management from A to Z

Software that manages your venue from A to Z

Wintercircus

•

Venue management from A to Z

Software that manages your venue from A to Z

Wintercircus

•

Venue management from A to Z

Software that manages your venue from A to Z

Wintercircus

•

Less time on tedious details means more time converting inquiries

Converting inquiries, communicating effectively with customers, and organizing great events with them.

That’s where our venue management software comes in. Not just another tool to keep track of, but a comprehensive platform that takes over tasks behind the scenes.

How?

We train an AI agent on the relevant information about your venue. A sidekick tailored to the way you organize events, so you get help every step of the way.

Have a look at how it can lighten your workload from A to Z.

24/7 availability

1 inbox to rule them all

Smart calendar

Customer management

Event management

Flexible floorplans

Playbook for events

Aftercare

Integrations to avoid extra work

Reporting and insights

Safety

How?

We train an AI agent on the relevant information about your venue. A sidekick tailored to the way you organize events, so you get help every step of the way.

Have a look at how it can lighten your workload from A to Z.

24/7 availability

1 inbox to rule them all

Smart calendar

Customer management

Smart calendar

Flexible floorplans

Playbook for events

Customer management

Smart calendar

Reporting and insights

Safety

Customer management

These venues have already streamlined their venue management

What can our venue management software do for you?

24/7 availability

Work-life balance, we’re here for it. And our venue management software makes sure you won’t be missing out on any customers because of it.

A customer messages at 11 PM asking about a corporate dinner for 80? Like a true colleague, your digital sidekick checks your calendar to confirm availability and asks for additional info to qualify the lead.

Get a good night’s rest. A complete, context-rich inquiry will be waiting in the morning. No momentum wasted.

Works across email, chat, WhatsApp, Instagram, and SMS (and behind the scenes)

Trained on your business rules, so sounds like one of your coworkers

Manages your events calendar and playbook

Fills your CRM and booking software automatically

24/7 availability

Work-life balance, we’re here for it. And our venue management software makes sure you won’t be missing out on any customers because of it.

Get a good night’s rest. A complete, context-rich inquiry will be waiting in the morning. No momentum wasted.

Works across email, chat, WhatsApp, Instagram, and SMS (and behind the scenes)

Trained on your business rules, so sounds like one of your coworkers

Manages your events calendar and playbook

Fills your CRM and booking software automatically

Rookoo's head of customer success, Thomas, always made us feel like a priority. From the get-go, he was proactive and had our best interests at heart, like he was one of our colleagues. Rookoo definitely lives up to what they promise.

Dan Marshall

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Product Owner Clays

Peggy, our AI bot, already made a real impact. She's handling a huge volume of customer conversations for us, taking pressure off the team, improving response times and making everything much more efficient.

Kimberleigh Lloyd

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Revenue Director Clays

Our mission is to create impact and bring entrepreneurs together. Every hour spent on repetitive questions is an hour lost to our real goal.

Amber Dobbelaere

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Events & Operations Wintercircus

Lisa, our event sidekick, supports the sales team in taking event orders, answering client questions 24/7, and making the booking process fast and seamless. Our conversion has increased significantly.

Pieter Vanermen

•

CEO Spin

Ik voel weer mentale ruimte. En dat is goud waard. Mentale ruimte om vooruit te denken en te creëren. En ja, de afgelopen weken ook om op vakantie te zijn. Ik las begot een boek.

Christophe Roosen

•

Co-Founder Trenara

One inbox to rule them all

You probably get messages through 5 different channels right now. Email, text, WhatsApp, Instagram, maybe a shared mailbox.

Your sidekick puts them all in 1 inbox where the whole team can see what’s happening and who’s handling it.

Automatic assignment with clear ownership

Full conversation history at a glance

Manages your events calendar and playbook

SLA tracking and CSAT surveys built in

One inbox to rule them all

You probably get messages through 5 different channels right now. Email, text, WhatsApp, Instagram, maybe a shared mailbox.

Your sidekick puts them all in 1 inbox where the whole team can see what’s happening and who’s handling it.

Automatic assignment with clear ownership

Full conversation history at a glance

Manages your events calendar and playbook

SLA tracking and CSAT surveys built in

Smart calendar

1 calendar. You and your sidekick both work inside of it. When a customer asks your digital colleague if Saturday the 14th is available, they get a real answer in seconds.

No more frustrating responses like “let me check and get back to you.”

Checks availability in real time

Prevents double bookings automatically

Syncs with Google Calendar and Outlook

Builds in buffer times for setup and teardown

Shows the status of each inquiry in a kanban board

Smart calendar

1 calendar. You and your sidekick both work inside of it. When a customer asks your digital colleague if Saturday the 14th is available, they get a real answer in seconds.

No more frustrating responses like “let me check and get back to you.”

Checks availability in real time

Prevents double bookings automatically

Syncs with Google Calendar and Outlook

Builds in buffer times for setup and teardown

Syncs with Google Calendar and Outlook

Customer management

To get a clear view of your customer relationships, you’ll find a file for each customer:

Based on those files, your AI sidekick can also create campaigns to activate your existing customer base with proactive messages via SMS, WhatsApp or chat.

All conversations (with your digital colleague or the team itself) via various channels

The events linked to that customer

Sent quotes and invoices

Customer management

To get a clear view of your customer relationships, you’ll find a file for each customer:

Based on those files, your AI sidekick can also create campaigns to activate your existing customer base with proactive messages via SMS, WhatsApp or chat.

All conversations (with your digital colleague or the team itself) via various channels

The events linked to that customer

Sent quotes and invoices

Event management

Every detail for a single event – request, conversations, bookings, documents, information about rooms, capacity, timeline – all in one linked workspace. And it’s tailored to your venue: what works for you, works for us.

Your team always sees the full picture from first inquiry to final wrap-up, without switching between tools or chasing updates. Every event gets its own event hub. Delightfully organized.

Clear stages, from inquiry to archived

Smart templates that make quoting and event planning easier

Shareable event pages for your customers and third parties like catering and AV

Event management

Every detail for a single event – request, conversations, bookings, documents, information about rooms, capacity, timeline – all in one linked workspace. And it’s tailored to your venue: what works for you, works for us.

Your team always sees the full picture from first inquiry to final wrap-up, without switching between tools or chasing updates. Every event gets its own event hub. Delightfully organized.

Clear stages, from inquiry to archived

Smart templates that make quoting and event planning easier

Shareable event pages for your customers and third parties like catering and AV

Flexible floor plans

Want to show (potential) customers just how versatile your venue is? In your Rookoo platform, you can draw and adjust floor plans based on an event inquiry. No other tools needed.

The customer immediately sees how the space can be set up. Or can draw their own room layout to share with you.

Interactive design feature with simple drag-and-drop of tables, chairs, and accessories

Part of the full event overview, including booking, guest list, and timeline

Shareable link with customers or colleagues – no separate download needed

Flexible floor plans

Want to show (potential) customers just how versatile your venue is? In your Rookoo platform, you can draw and adjust floor plans based on an event inquiry. No other tools needed.

The customer immediately sees how the space can be set up. Or can draw their own room layout to share with you.

Interactive design feature with simple drag-and-drop of tables, chairs, and accessories

Part of the full event overview, including booking, guest list, and timeline

Shareable link with customers or colleagues – no separate download needed

Playbook for events

Dietary requirements buried in a WhatsApp conversation? AV setup agreed on in an unfindable email?

No thanks. Your sidekick makes a step-by-step plan for event day based on every conversation, every logistical detail, and every calendar booking.

You can share the playbook with partners – just like the event hub – so they can follow the latest updates. You decide who sees what.

This means you’re always prepared for the day of the event. And the preparation no longer lives only in your head.

Assigns clear responsibilities and timing

Tracks progress live as your team executes

Marks the difference between required and optional steps

Playbook for events

Dietary requirements buried in a WhatsApp conversation? AV setup agreed on in an unfindable email?

No thanks. Your sidekick makes a step-by-step plan for event day based on every conversation, every logistical detail, and every calendar booking.

You can share the playbook with partners – just like the event hub – so they can follow the latest updates. You decide who sees what.

This means you’re always prepared for the day of the event. And the preparation no longer lives only in your head.

Assigns clear responsibilities and timing

Tracks progress live as your team executes

Marks the difference between required and optional steps

Aftercare

You can also count on your sidekick after event day. It handles the necessary follow-up

It helps you provide your customers with a great experience even after the event.

Sends out feedback forms

Drafts responses to customer feedback so you can respond to reviews more easily

Turns feedback into insights for future events

Manages a lost-and-found database so guests can quickly track down what they left behind

Aftercare

You can also count on your sidekick after event day. It handles the necessary follow-up

It helps you provide your customers with a great experience even after the event.

Sends out feedback forms

Drafts responses to customer feedback so you can respond to reviews more easily

Turns feedback into insights for future events

Manages a lost-and-found database so guests can quickly track down what they left behind

Integrations to avoid extra work

Your sidekick also connects to the CRM and booking tools your team already uses. Data from Rookoo’s AI-powered platform automatically flows to your other systems.

Consistency, all day every day. No duplicate entries, no manual exports – let alone filling out spreadsheets yourself. Rookoo and extra work don’t get along.

It helps you provide your customers with a great experience even after the event.

We take care of your bookings 24/7 and put them straight into Tripleseat.

Integrate Rookoo with Hubspot to streamline your business operations and manage customer data effectively.

By integrating with Odoo we can streamline your company’s processes and manage customer data effectively.

Seamlessly integrate Rookoo with Yesplan to optimize event planning and resource management.

Connect Rookoo with Teamleader to manage projects, track time, and streamline invoicing.

By integrating with Roller, Rookoo serves your guests and manages your business activities.