Load-in
Vendors arrive at the wrong dock
The PDF said east gate. The venue switched to north dock three weeks ago. Some vendors missed the update.
The venue note never made it back into the wedding party's working timeline.
For wedding venues and banquet teams
Give your venue contact the same day of view as the rest of the team.
The venue contact joins the wedding's team with a Venue role. They see setup windows, load-in notes, ceremony time, plate time, and the DJ entrance cue. No couple-as-relay. No venue routing outside vendors.
Free for the venue contact. The subscription lives with whoever runs the wedding.
The venue is always the last to know.
When a wedding day shifts, the couple tells the photographer and the DJ. The venue contact often finds out when something breaks: catering plates a cold appetizer because the cocktail hour compressed, or load-in runs past the setup window. The venue is in the room. The information is not.
Setup
Setup window runs late
Hair ran long, ceremony shifted, but no one told the venue contact. Setup is now compressed.
A 20-minute change in the couple's morning becomes a venue-ops scramble.
Ceremony
Officiant window shifted
The venue contact is staging the chair flip for 5:00pm. The couple is now at 5:20pm.
Without a live view, the venue is staging against last week's plan.
Cocktail hour
Catering pacing got wrong
Cocktail hour compressed 10 min. Catering paced apps for the original 60. Plates go out cold.
The venue contact knew dinner timing was anchored. The couple did not tell anyone about the compression.
Reception entrance
DJ misses the cue
Reception entrance moved 15 min. Venue contact had the original. DJ entered on the old cue.
Every shift creates a new opportunity for the venue to be reading last week's plan.
The venue contact view, in one phone.
Riley is the venue contact at The Cooper House. She is not running the couple's vendors. She does need setup windows, load-in notes, ceremony time, plate time, and the DJ entrance cue to land on her phone the same second they update for everyone else.
What lands in the venue contact view.
The Venue role sees only the cues a venue contact actually owns. Setup, load-in, ceremony, plate time, entrance cue, and the broadcast when timing changes.
Role view
scoped to the venue
1 broadcast
when timing changes
0 relay
through the couple
Setup window
The venue contact sees the active setup window with vendor arrivals.
Setup 1:00pm to 3:30pm. Florist, DJ, catering arriving. Setup extends to 3:50pm if ceremony shifts.
Setup is the venue's territory. The view reflects that.
Load-in notes
Custom notes the venue added (freight elevator, north dock, service entrance).
"Freight elevator, north dock. No vehicle access east gate before 3pm."
Venue-specific logistics live in the venue view, not in a forwarded email.
Ceremony and plate timing
Ceremony time and catering plate time are visible. Both can be anchored.
Ceremony 4:00pm to 4:20pm shift. Plate time still 7:45pm. Catering pacing protected.
Plate timing is what catering and venue ops protect together. The view makes that easy.
Reception entrance cue
The DJ entrance cue is the venue's queue to open the door.
DJ entrance 8:15pm. Door opens from the north hall on cue.
Venue staff coordinate the physical handoff. The cue lives in their view.
One broadcast when timing changes
If something shifts, the venue contact gets one notification with the relevant changes.
"Ceremony 4:00 to 4:20pm. Setup window extends to 3:50pm. Plate time holds 7:45pm."
One message, all the venue-relevant changes. No phone tag with the couple.
What the venue role does NOT do
The venue role is a recipient, not a control panel. Venue staff do not get tools to route outside vendors, edit the timeline, or replace the couple's coordinator.
If the photographer asks a question, that goes to the couple's coordinator, not to the venue contact.
The venue is part of the team, not the team's manager.
How a venue contact gets onto a wedding.
The couple or coordinator sends the invite
Invite code or link. The Venue role is pre-assigned. The contact accepts in the app or in a browser.
Visual: invite email with a venue role tag.The contact opens their role view
Setup window, load-in note, ceremony, plate time, entrance cue. Scoped to what the venue cares about.
Visual: venue role view on a phone.Broadcasts arrive when timing changes
One push with the venue-relevant change. Acknowledge once. No relay through the couple.
Visual: push notification on the venue contact's phone.Most weddings have both: a venue contact and a day-of coordinator.
Some weddings have only one. EventSync supports both, with clearly different role views. The next page walks through who does what.
Things rooted in the room
- Setup window
- Load-in dock and notes
- Room flip from ceremony to reception
- Plate timing and catering pacing
- Door cue for reception entrance
Things rooted in people
- Outside vendor routing (photo, DJ, MC, florist)
- Timeline cascade when blocks shift
- Family portrait list and groupings
- Couple-side decisions during the day
- Keeping the bride off her phone
Venue questions, answered.
Does EventSync replace our venue coordinator?
No. Your venue coordinator handles things rooted in the room: setup windows, load-in logistics, room flips, plate timing. EventSync gives your venue contact a role-scoped view of the wedding day timeline so they have the current cues without going through the couple.
Do venue staff have to manage outside vendors?
No. The Venue role view shows setup, load-in, ceremony, plate time, and reception entrance cues. It does not turn the venue contact into the couple's coordinator. Outside vendors stay with whoever runs the wedding (coordinator, helper, or couple).
How does the venue contact get the timeline?
The couple or coordinator invites the venue contact with a Venue role. The contact can use the mobile app or open the role view in a browser. No separate venue platform required.
What if the timeline shifts mid-day?
The venue contact receives a single broadcast with the relevant change. Example: ceremony shifts 20 minutes, setup window extends 20 minutes, plate time stays anchored. One acknowledgement back, no phone tag.
Can the couple still use a different planning tool?
Yes. EventSync runs alongside whatever planning tool the couple uses for the year before. The venue role view is specifically the day-of layer.
What does it cost the venue?
Nothing. The venue contact joins as a team member with the Venue role. The subscription lives with whoever runs the wedding (couple via Wedding Pass, or coordinator via Pro).
A venue contact who is in the loop is a better venue contact.
The venue contact stays in their lane. The couple stays in theirs. The timeline stays current for both.
Free for the venue contact. Subscription lives with the couple or coordinator.