Venue / banquet hall / wedding venue software, built around ABC, TABC and multi-room availability with setup/teardown buffers + no-double-book guard

Arkathos gives a venue a workspace tailored to how the work actually runs — This workspace is built around selling each date and room exactly once and running the bar-and-catering service that fills it. Arkathos tailors a venue workspace around 5 agents: Quartermaster, Sentinel, Treasury, mint-warden, Herald.

Compliance a venue can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a venue, with renewal cadences and staged reminders so nothing lapses.

• A venue must maintain a Business registration / annual report (LLC or corporation), through the State Secretary of State / Division of Revenue, which renews every year.
• A venue must maintain a General Business License, which renews every year.
• A venue must maintain a On-premise (Class C / consumption) liquor license, through the State Alcoholic Beverage Control (ABC) / municipal issuing authority, which renews every year.
• A venue must maintain a On-Premise Liquor License, through the ABC / State Liquor Control Board, which renews every year.
• A venue must maintain a Alcohol server / seller certification (RBS / TABC / ATAP / RAMP), through the State ABC / Liquor Authority via approved training providers, which renews every 3 years.
• A venue must maintain a Food Service / Food Establishment License, through the Local Health Dept, which renews every year.
• A venue must maintain a Certified Food Protection Manager (ServSafe Manager / NRFSP), through the ANAB-CFP accredited program (ServSafe/NRFSP) per FDA Food Code, which renews every 5 years.
• A venue must maintain a Music Performance License (ASCAP / BMI / SESAC), through the Performing Rights Organizations (ASCAP/BMI/SESAC), which renews every year.
• A venue must maintain a Certificate of Occupancy, through the Local Building Dept, which has no fixed renewal cycle.
• A venue must maintain a Food service establishment / retail food permit, through the Local / county health department, which renews every year.
• A venue must maintain a Certificate of Occupancy (A-2 assembly) + Place of Assembly permit & annual fire/life-safety inspection, through the Municipal building/code-enforcement dept (CO, one-time) + Fire Marshal/FDNY (annual PA permit per NFPA 101/IFC), which renews every year.
• A venue must maintain a Fire / Assembly-Occupancy Inspection Permit, through the Fire Marshal, which renews every year.
• A venue must maintain a Alcohol Server Certification (TIPS / ServSafe Alcohol), through the State Alcohol Board / Accredited Provider, which renews every 3 years.
• A venue must maintain a Music public performance licenses (ASCAP / BMI / SESAC / GMR), through the Performing Rights Organizations (ASCAP, BMI, SESAC, GMR), which renews every year.
• A venue must maintain a Food Protection Manager Certification (ServSafe Manager), through the Local Health Dept / ServSafe, which renews every 5 years.
• A venue must maintain a Professional liability / errors & omissions (E&O) insurance, through the Licensed property & casualty insurer, which renews every year.
• A venue must maintain a Commercial general liability (CGL) insurance, through the Licensed property & casualty insurer, which renews every year.
• A venue must maintain a General Liability Insurance, which renews every year.
• A venue must maintain a Liquor liability (dram shop) insurance, through the Licensed property & casualty insurer, which renews every year.
• A venue must maintain a Commercial Property Insurance, which renews every year.
• A venue must maintain a Cyber liability insurance, through the Licensed property & casualty insurer, which renews every year.
• A venue must maintain a Workers' compensation insurance, through the State workers' comp fund / licensed insurer, which renews every year.

Everything Arkathos runs for a venue

These are the agents set up first for a venue — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored venue workspace

These are net-new, venue-specific capabilities — not a generic CRM bolted onto your industry.

• Multi-room availability with setup/teardown buffers + no-double-book guard (Quartermaster): Per-room calendar that blocks the event window PLUS configurable setup and teardown buffer hours, hard-prevents overlapping bookings of the same room, and shows which rooms are open on a requested date. A date/room can only sell once.
• Banquet Event Order (BEO) builder (Quartermaster): The operational BEO per event: final headcount, menu/bar package, room layout diagram, AV, run-of-show timeline, and staffing - generated for the kitchen/floor and version-tracked as details change up to event day.
• F&B minimum + mandatory-service-charge accounting (Treasury): Track each contract's food-and-beverage minimum vs actual spend with automatic overage/shortfall billing, and book mandatory service charges as taxable revenue paid out as wages (not tips), distinct from the deposit liability.
• Service-charge vs voluntary-tip split at POS (Mint Warden): Separate the mandatory taxable service charge from voluntary server/bartender tips at checkout so daily close and downstream Marshall payroll treat them correctly under FLSA tipped-wage and tip-pooling rules (and Form 8027).
• Liquor license, alcohol-server-cert + occupancy compliance pack (Watchtower): Renewal tracking for the on-premise liquor license, dram-shop/liquor-liability COI, per-server TIPS/ServSafe Alcohol certs, fire-code max occupancy / certificate of occupancy, and ASCAP/BMI/SESAC music-performance licenses.

The agents and tabs you get

Quartermaster for a venue surfaces Calendar, Availability, Events, Bookings, Chat. Sentinel for a venue surfaces Overview, Contacts, Tasks, Chat. Treasury for a venue surfaces Financial sheet, Draft estimate, Invoices, Sales tax, Chat. Herald for a venue surfaces Compose, Schedule, Directories, Get found, ✦Studio, Chat, Brand voice.

Frequently asked questions

best software for wedding venues

Options like Tripleseat, Perfect Venue, HoneyBook, Planning Pod and Releventful lead the market; pick by venue size and workflow. Arkathos bundles CRM, scheduling, invoicing, payroll and marketing in one flat-priced platform.

banquet hall booking software to stop double booking

Booking software with a shared availability calendar and rule-based scheduling prevents double-booking dates and rooms; look for date holds, deposits and automated confirmations. Arkathos manages bookings, availability and confirmations in one place.

how much does venue management software cost per month

It ranges widely: entry tools near $30/mo, most single-venue platforms $199-$319/mo, enterprise into five figures yearly. Many bill per seat. Arkathos uses flat pricing with no per-seat fees.

do i need a crm for my wedding venue

If leads or tour follow-ups slip through spreadsheets and email, yes. A CRM tracks inquiries, schedules tours and automates follow-up; speed-to-lead wins bookings. Arkathos includes a CRM plus scheduling and marketing.

what is a beo and how do i make one

A Banquet Event Order is the master document detailing an event's menu, timeline, setup, staffing and charges, shared with every team. Venue software auto-generates BEOs from booking details so kitchen, bar and setup crews stay aligned.

how to take deposits and payments for venue bookings

Use online invoicing with a signed contract, take a booking deposit to hold the date, then scheduled installments due before the event; card and ACH both work. Arkathos handles invoicing, deposits and reminders.

does my wedding venue need liquor liability insurance

Usually yes when alcohol is served: general liability plus liquor/host-liquor coverage, often $1-2M limits. Dram-shop laws create real exposure. Requirements vary by state and guest count, so check your local liquor authority.

how to run a wedding venue and make it profitable

Control fixed costs, price each event to hit your margin, and diversify beyond Saturday weddings into corporate events, showers and parties. Track lead-to-booking rates and cash flow. Arkathos ties finances, CRM and scheduling together.

best way to follow up with wedding venue leads and tours

Respond within minutes, auto-schedule the tour, then run timed email/text sequences until they book — slow manual follow-up loses couples to faster venues. Arkathos automates lead capture, tour scheduling and follow-up.

What licenses and insurance does a venue need?

Arkathos tracks 22 items for a venue, including Business registration / annual report (LLC or corporation), General Business License, On-premise (Class C / consumption) liquor license, On-Premise Liquor License. Each renewal and expiration is monitored in Watchtower with staged reminders.

Which Arkathos agents does a venue get?

Arkathos tailors a venue workspace around 5 agents: Quartermaster, Sentinel, Treasury, mint-warden, Herald.

How is the Arkathos workspace tailored for a venue?

Beyond the standard tools, Arkathos builds venue-specific features: Multi-room availability with setup/teardown buffers + no-double-book guard; Banquet Event Order (BEO) builder; F&B minimum + mandatory-service-charge accounting.

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