Event Venue Desk
Event venues, halls and barn and loft rental spaces
Spaces, inquiries and tours, bookings with deposits, and setup checklists for a venue.
Use this templateEvent Venue Desk
Run the venue from one page: spaces and day rates, inquiries from first message through tour and proposal, bookings with deposits, and the setup tasks that make the day work. Start on the Dashboard, then clear Follow ups due and holds about to expire. Never promise a date that is not on the calendar.
Dashboard
Giving a tour
Date holds, contracts and deposits
Event day checklist
House rules in plain words
Spaces
The rooms and outdoor areas that can be rented.
| Space | Kind | Seated capacity | Standing capacity | Day rate (USD) | Included | Added |
|---|---|---|---|---|---|---|
| Main Hall | 160 | 220 | $4,800 | Tables, chairs, sound system and the bar | — | |
| Garden Terrace | 90 | 140 | $2,200 | String lights and heaters | — | |
| Gallery Room | 40 | 60 | $900 | Projector, whiteboard and Wi-Fi | — | |
| Loft Room | 24 | 35 | $650 | Boardroom table and screen | — | |
| Entire Mill | 200 | 300 | $8,600 | All spaces plus parking and grounds | — |
Inquiries
Prospective bookings from first message to proposal and decision.
| Inquiry | Status | Event type | Heard about us | Guests | Wanted date | Tour date |
|---|---|---|---|---|---|---|
| Okoye-Brandt wedding | Tour booked | 130 | May 6, 2027 | Oct 15, 2026 | ||
| Halvorsen retirement party | Proposal sent | 70 | Dec 17, 2026 | Oct 10, 2026 | ||
| Northfield Credit Union offsite | New | 45 | Nov 22, 2026 | — | ||
| Pellegrino anniversary | Booked | 55 | Jan 6, 2027 | Sep 28, 2026 | ||
| Hudson Valley Art Fund gala | Proposal sent | 180 | Mar 7, 2027 | Oct 6, 2026 | ||
| Adeyemi-Cooper wedding | Booked | 150 | Aug 14, 2027 | Sep 8, 2026 | ||
| Brightstone design workshop | Lost | 20 | Nov 12, 2026 | — | ||
| Lindgren engagement party | New | 60 | Jan 16, 2027 | — |
Bookings
Events on the calendar, from date hold to completed, with money tracked.
| Booking | Status | Event date | Hold expires | Guests | Rental fee (USD) | Deposit received (USD) |
|---|---|---|---|---|---|---|
| Pellegrino anniversary dinner | Deposit paid | Jan 6, 2027 | — | 55 | $2,200 | $1,100 |
| Adeyemi-Cooper wedding weekend | Contracted | Aug 14, 2027 | — | 150 | $8,600 | $0 |
| Hudson Valley Art Fund gala | Hold | Mar 7, 2027 | Oct 23, 2026 | 180 | $8,600 | $0 |
| Corvid Labs launch evening | Hold | Dec 7, 2026 | Oct 27, 2026 | 110 | $4,800 | $0 |
| Caldwell retirement lunch | Deposit paid | Oct 17, 2026 | — | 48 | $2,200 | $1,100 |
| Spring planning retreat, Bellamy & Co. | Deposit paid | Oct 22, 2026 | — | 30 | $1,550 | $775 |
| Okonkwo family reunion | Completed | Sep 30, 2026 | — | 85 | $2,200 | $2,200 |
| Summit Health staff awards | Completed | Sep 3, 2026 | — | 120 | $4,800 | $4,800 |
Setup and tasks
Walkthroughs, vendor arrivals, setup and teardown for each booking.
| Task | Status | Kind | Due | Booking | Owner | Assigned to |
|---|---|---|---|---|---|---|
| Final walkthrough with the retreat host | To do | Oct 20, 2026 | Spring planning retreat, Bellamy & Co. | Imani Vasquez | @installer | |
| Set gallery room in boardroom style | To do | Oct 21, 2026 | Spring planning retreat, Bellamy & Co. | Beckett Rourke | — | |
| Confirm caterer arrival for the lunch | Doing | Oct 15, 2026 | Caldwell retirement lunch | Imani Vasquez | @installer | |
| Set hall in rounds of eight | To do | Oct 16, 2026 | Caldwell retirement lunch | Beckett Rourke | — | |
| Teardown and floor sweep after the lunch | To do | Oct 17, 2026 | Caldwell retirement lunch | Beckett Rourke | @installer | |
| Send power plan to the gala lighting vendor | Doing | Oct 28, 2026 | Hudson Valley Art Fund gala | Imani Vasquez | — | |
| Walkthrough with the launch team | To do | Nov 17, 2026 | Corvid Labs launch evening | Imani Vasquez | @installer | |
| Check damage after the reunion | Done | Oct 1, 2026 | Okonkwo family reunion | Beckett Rourke | — |
Inquiries, bookings and money at a glance.
| Inquiry | Status | Event type | Heard about us | Guests | Wanted date | Tour date |
|---|---|---|---|---|---|---|
| Okoye-Brandt wedding | Tour booked | 130 | May 6, 2027 | Oct 15, 2026 | ||
| Halvorsen retirement party | Proposal sent | 70 | Dec 17, 2026 | Oct 10, 2026 | ||
| Northfield Credit Union offsite | New | 45 | Nov 22, 2026 | — | ||
| Pellegrino anniversary | Booked | 55 | Jan 6, 2027 | Sep 28, 2026 | ||
| Hudson Valley Art Fund gala | Proposal sent | 180 | Mar 7, 2027 | Oct 6, 2026 | ||
| Adeyemi-Cooper wedding | Booked | 150 | Aug 14, 2027 | Sep 8, 2026 | ||
| Brightstone design workshop | Lost | 20 | Nov 12, 2026 | — | ||
| Lindgren engagement party | New | 60 | Jan 16, 2027 | — |
| Booking | Status | Event date | Hold expires | Guests | Rental fee (USD) | Deposit received (USD) |
|---|---|---|---|---|---|---|
| Pellegrino anniversary dinner | Deposit paid | Jan 6, 2027 | — | 55 | $2,200 | $1,100 |
| Adeyemi-Cooper wedding weekend | Contracted | Aug 14, 2027 | — | 150 | $8,600 | $0 |
| Hudson Valley Art Fund gala | Hold | Mar 7, 2027 | Oct 23, 2026 | 180 | $8,600 | $0 |
| Corvid Labs launch evening | Hold | Dec 7, 2026 | Oct 27, 2026 | 110 | $4,800 | $0 |
| Caldwell retirement lunch | Deposit paid | Oct 17, 2026 | — | 48 | $2,200 | $1,100 |
| Spring planning retreat, Bellamy & Co. | Deposit paid | Oct 22, 2026 | — | 30 | $1,550 | $775 |
| Okonkwo family reunion | Completed | Sep 30, 2026 | — | 85 | $2,200 | $2,200 |
| Summit Health staff awards | Completed | Sep 3, 2026 | — | 120 | $4,800 | $4,800 |
| Booking | Status | Event date | Hold expires | Guests | Rental fee (USD) | Deposit received (USD) |
|---|---|---|---|---|---|---|
| Pellegrino anniversary dinner | Deposit paid | Jan 6, 2027 | — | 55 | $2,200 | $1,100 |
| Adeyemi-Cooper wedding weekend | Contracted | Aug 14, 2027 | — | 150 | $8,600 | $0 |
| Hudson Valley Art Fund gala | Hold | Mar 7, 2027 | Oct 23, 2026 | 180 | $8,600 | $0 |
| Corvid Labs launch evening | Hold | Dec 7, 2026 | Oct 27, 2026 | 110 | $4,800 | $0 |
| Caldwell retirement lunch | Deposit paid | Oct 17, 2026 | — | 48 | $2,200 | $1,100 |
| Spring planning retreat, Bellamy & Co. | Deposit paid | Oct 22, 2026 | — | 30 | $1,550 | $775 |
| Okonkwo family reunion | Completed | Sep 30, 2026 | — | 85 | $2,200 | $2,200 |
| Summit Health staff awards | Completed | Sep 3, 2026 | — | 120 | $4,800 | $4,800 |
| Inquiry | Status | Event type | Heard about us | Guests | Wanted date | Tour date |
|---|---|---|---|---|---|---|
| Okoye-Brandt wedding | Tour booked | 130 | May 6, 2027 | Oct 15, 2026 | ||
| Halvorsen retirement party | Proposal sent | 70 | Dec 17, 2026 | Oct 10, 2026 | ||
| Northfield Credit Union offsite | New | 45 | Nov 22, 2026 | — | ||
| Pellegrino anniversary | Booked | 55 | Jan 6, 2027 | Sep 28, 2026 | ||
| Hudson Valley Art Fund gala | Proposal sent | 180 | Mar 7, 2027 | Oct 6, 2026 | ||
| Adeyemi-Cooper wedding | Booked | 150 | Aug 14, 2027 | Sep 8, 2026 | ||
| Brightstone design workshop | Lost | 20 | Nov 12, 2026 | — | ||
| Lindgren engagement party | New | 60 | Jan 16, 2027 | — |
Follow-ups overdue
| Inquiry | Status | Event type | Heard about us | Guests | Wanted date | Tour date |
|---|---|---|---|---|---|---|
| Okoye-Brandt wedding | Tour booked | 130 | May 6, 2027 | Oct 15, 2026 | ||
| Halvorsen retirement party | Proposal sent | 70 | Dec 17, 2026 | Oct 10, 2026 | ||
| Northfield Credit Union offsite | New | 45 | Nov 22, 2026 | — | ||
| Pellegrino anniversary | Booked | 55 | Jan 6, 2027 | Sep 28, 2026 | ||
| Hudson Valley Art Fund gala | Proposal sent | 180 | Mar 7, 2027 | Oct 6, 2026 | ||
| Adeyemi-Cooper wedding | Booked | 150 | Aug 14, 2027 | Sep 8, 2026 | ||
| Brightstone design workshop | Lost | 20 | Nov 12, 2026 | — | ||
| Lindgren engagement party | New | 60 | Jan 16, 2027 | — |
Events in the next 14 days
| Booking | Status | Event date | Hold expires | Guests | Rental fee (USD) | Deposit received (USD) |
|---|---|---|---|---|---|---|
| Pellegrino anniversary dinner | Deposit paid | Jan 6, 2027 | — | 55 | $2,200 | $1,100 |
| Adeyemi-Cooper wedding weekend | Contracted | Aug 14, 2027 | — | 150 | $8,600 | $0 |
| Hudson Valley Art Fund gala | Hold | Mar 7, 2027 | Oct 23, 2026 | 180 | $8,600 | $0 |
| Corvid Labs launch evening | Hold | Dec 7, 2026 | Oct 27, 2026 | 110 | $4,800 | $0 |
| Caldwell retirement lunch | Deposit paid | Oct 17, 2026 | — | 48 | $2,200 | $1,100 |
| Spring planning retreat, Bellamy & Co. | Deposit paid | Oct 22, 2026 | — | 30 | $1,550 | $775 |
| Okonkwo family reunion | Completed | Sep 30, 2026 | — | 85 | $2,200 | $2,200 |
| Summit Health staff awards | Completed | Sep 3, 2026 | — | 120 | $4,800 | $4,800 |
Holds
| Booking | Status | Event date | Hold expires | Guests | Rental fee (USD) | Deposit received (USD) |
|---|---|---|---|---|---|---|
| Pellegrino anniversary dinner | Deposit paid | Jan 6, 2027 | — | 55 | $2,200 | $1,100 |
| Adeyemi-Cooper wedding weekend | Contracted | Aug 14, 2027 | — | 150 | $8,600 | $0 |
| Hudson Valley Art Fund gala | Hold | Mar 7, 2027 | Oct 23, 2026 | 180 | $8,600 | $0 |
| Corvid Labs launch evening | Hold | Dec 7, 2026 | Oct 27, 2026 | 110 | $4,800 | $0 |
| Caldwell retirement lunch | Deposit paid | Oct 17, 2026 | — | 48 | $2,200 | $1,100 |
| Spring planning retreat, Bellamy & Co. | Deposit paid | Oct 22, 2026 | — | 30 | $1,550 | $775 |
| Okonkwo family reunion | Completed | Sep 30, 2026 | — | 85 | $2,200 | $2,200 |
| Summit Health staff awards | Completed | Sep 3, 2026 | — | 120 | $4,800 | $4,800 |
How to read the numbers
A tour is a sales meeting in disguise. Let people imagine their day before you talk about price.
Before they arrive
Room set up the way they want to see it
Lights, music and heating on
A one-page price guide and the calendar for their dates
During the tour
Ask what they picture: arrival, ceremony, dinner, dancing.
Walk the route a guest would take, and stop where they will stand.
Mention what is included, and what needs a vendor.
Answer questions honestly, including noise and finish times.
Afterwards
Offer a hold on the date for a set number of days.
Log the tour notes and set a follow-up for the next working day.
Holds
A hold lasts seven days unless the director approves more.
Every hold has an expiry date; the Dashboard lists them.
Never hold two dates in the same space for the same day.
Contracts
Send the contract with the fee, deposit, balance date and rules.
Move the booking to Contracted when signed.
Press Record deposit when payment arrives.
Cancellations
Follow the contract terms. Note the date of any cancellation request and who received it.
Two hours before
Doors unlocked, heating or cooling set
Restrooms stocked and checked
Layout matches the diagram
Vendors arriving per the schedule
During
Event manager is on site from first vendor to last guest.
Keep a phone number for the host and caterer at hand.
After
Walk the space and photograph any damage.
Count rentals and clear waste.
Press Close out and collect the balance if due.
What every client hears
Music must end by the time in the contract; the hall closes thirty minutes later.
Open flames are not allowed except in the candle holders we supply.
Decorations may be taped only to the boards we provide.
Outside caterers must be approved and insured.
Why we say it
Rules are easier to follow when the reason is clear: neighbors, floors, safety and the next booking.
Exceptions
Anything unusual goes in the booking page and is approved by the director before the contract is signed.
What's inside
5 tables · 24 views · 1 form · 4 row actions · 1 agent6 pages
- Event Venue Desk
- Dashboard
- Giving a tour
- Date holds, contracts and deposits
- Event day checklist
- House rules in plain words
4 tables
- Spaces2 views · 5 sample rows
- Inquiries8 views · 9 sample rows
- Bookings7 views · 9 sample rows
- Setup and tasks7 views · 9 sample rows
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