EVERY PART, IN DEPTH

One platform runs the
whole show — beautifully.

From the first client call to the last guest home — every module a producer actually uses, on one master timeline, wrapped in your client's brand, not ours. Here's all of it, in depth.

Get early access Start with the attendee app ↓
AT A GLANCE
Everything VenuePal does, in six families.
Tap any feature to jump straight to it — or keep scrolling for the whole tour.
In your guests' hands
Attendee appTheir whole event, one tap away→ White-labelWears your client's brand, not ours→ NetworkingSwap cards, save to contacts→ Check-in & WalletScan in, pass in Apple Wallet→ Targeted alertsReach exactly who it affects→
Plan the runway
Master timelineFive layers, one living view→ Cadence & meetingsDeadlines counted back from doors→ BudgetEstimate vs. actual, line by line→ Scope guardProtect the margin on every ask→
Run the show
Sessions & speakersTracks, rooms, personal agendas→ Run of showCall every cue from the dark→ StreamingEvery stage becomes a channel→ Digital signageSigns that follow the schedule→ ProductionGear + conflicts, via GigPal→
People & revenue
RegistrationTiers, caps, coupons, waitlists→ People directoryAttendees, speakers & crew→ SponsorsTiers & deliverables, delivered→
Venue & operations
Hotels & blocksPickup, attrition, rooming lists→ Venue & floorplansThe tree everything hangs off→ Food & beverageBEO, dietary counts, milestones→ Permits & complianceCOIs, walkthroughs, deadlines→
Deliver & run the studio
Day-of opsShow book, playbook, amenities→ Command centerEvery event, one cockpit→ Roles & dataEveryone sees just enough→
THE ATTENDEE APP

The event, one thumb-tap away.

No app store. No login friction. A QR on the invite opens a guest's entire event — a pass they'll actually screenshot, their personal agenda, their hotel, and the streams, in a web app that already wears your client's colors.

  • A boarding-pass they'll screenshot — their QR, level, room and dates, with an Apple Wallet pass one tap away.
  • My Agenda — save sessions, get nudged on time conflicts, and watch live streams in-app.
  • My Stay — hotel confirmation, shuttle times, parking and ADA routes in one card.
  • Explore — your hand-picked local dining & fun, written in the planner's voice.
  • Alerts that matter — a room change reaches exactly the people it affects, and no one else.
Attendee app home screen
Session detail with live stream
THE VENUEPAL DIFFERENCE · WHITE-LABEL

Their event. Their brand.
Down to the map pins.

Every color and screen your attendees touch can wear your client's identity — re-themed live, in minutes, from a built-in brand studio with a phone preview. Run three different clients off one login, each convinced you built their app from scratch. No other platform ships this.

  • Live brand studio — accent color, background, a display font (elegant serif or modern sans), and hero art.
  • Per-workspace identity — one producer login, many companies, each fully separate.
  • Branded everywhere — the pass, the signage, and the Apple Wallet card.
  • Keep our brand on Simple & Enterprise, or make it 100% yours with All-Inclusive.
Hearts & Horizons
A summit for people who give.
● LIVE
Opening Keynote
▶ Watch
Apex Leaders ’27
Where strategy meets soul.
● LIVE
CEO Fireside
▶ Watch
Rooted Gala
Growing good, together.
● LIVE
Live Auction
▶ Watch
NETWORKING

Swap cards. Skip the paper.

Attendees share a personal card right in the app — show your QR, someone scans it, and you land in each other's Connect tab. Save anyone straight to your phone's contacts with one tap, or delete them later. No paper cards, no app to download, no awkward "let me find you on LinkedIn."

  • Show your QR, they scan — connected in a second, right at the handshake.
  • Save to phone contacts — a real contact card, one tap, theirs to keep.
  • Private by default — only the people you swap with ever get your info.
  • Delete anyone, anytime — no follow-through, no clutter.
MC
Maya Chen
Program Director · Bright Futures
J
Jordan Avery
Creative Director · Luma Studios
＋ Contacts
P
Priya Patel
Founder · New Roots
＋ Contacts
D
Devon Cole
Sponsor · Meridian Health
＋ Contacts
THE PLANNING RUNWAY
Everything that happens before the doors open.
MASTER TIMELINE

The whole event, on one living timeline.

Sessions, show cues, vendor windows, meal service, streams — five layers on one master timeline every screen reads from. Move the keynote once and everything follows: agendas, signage, alerts, and your crew. The run of show isn't a document anymore; it's a live view.

  • Five layers — sessions, show cues, ops, streams, and tasks, toggle any on or off.
  • Change once, cascade everywhere — one edit updates every downstream screen.
  • Meal periods & vendor windows live on the same spine as the show.
  • Milestone deadlines — the planning runway, not just show day.
8:00
Registration & coffee
SESSION
8:58
House to 30%, podium spot
SHOW CUE
9:00
Opening Keynote — A. Brooks
SESSION
9:00
Stream A → main screens
STREAM
10:15
Coffee refresh — Foyer
OPS
10:30
Confirm AV for Panel B
TASK
CADENCE & CLIENT MEETINGS

The planning runway, counted back from doors.

Every task lands on the calendar automatically, worked backward from the event date by service module and phase — so nothing sneaks up on you. Client meetings run on a rhythm too: kickoff, check-ins, and debrief, each with a discovery guide, and the next call always on the books before you hang up.

  • Cadence calendar — tasks by module & phase, deadlines counted back from doors.
  • Client meeting loop — kickoff → check-ins → debrief, with discovery guides.
  • Never lose the thread — the next call is booked before this one ends.
  • Decisions & scope flags captured in the meeting, not lost in an inbox.
PLANNING PHASE · 128 DAYS TO DOORS
DISCOVERYDESIGNBUILDREHEARSESHOW
Kickoff call — scope & branddone
Design review — agenda & lookdone
Weekly check-inThu 3:00
Tech rehearsalT-7
BUDGET & FINANCIALS

Estimate versus actual, line by line.

Build the budget by service module — AV, catering, rentals, staffing — track estimate against actual, and move each line through approved, committed, paid, and reconciled. The variance is always in front of you, and the whole thing closes out within 30 days of the event.

  • Line items by module — grouped the way you actually spend.
  • Estimate vs. actual — the variance, live, no spreadsheet.
  • Approval workflow — planned → approved → committed → paid → reconciled.
  • Reconcile fast — the books close within 30 days of doors.
Audio / Visual$18.2k of $19.0k est
Catering$24.6k of $22.0k est
Rentals & décor$9.1k of $11.0k est
Total variance−$1.9k under
SCOPE GUARD

Protect the margin and the relationship.

Every "can you also…" gets logged as a change request, quoted in hours × your rate (plus rush), and sent for approve, decline, or absorb. The running change log means the out-of-scope asks never quietly eat your profit — and the client always saw the price first. Nobody else markets this.

  • Log every out-of-scope ask — the moment it's requested.
  • Quote it — hours × rate, with a rush multiplier when it's last-minute.
  • Approve, decline, or absorb — a decision on the record.
  • Running change log that protects the margin all the way to invoice.
Live-stream the keynote to overflow
Client added after design lock · encoder + operator
RUSH 15 hrs × $150 APPROVED · $2,250
3 change requests this event+$4,850
SHOW DAY
When the doors open, every screen agrees.
SESSIONS, SPEAKERS & TRACKS

The agenda builds itself.

Add sessions, assign speakers, group them into color-coded tracks, and set rooms and capacity — then the public agenda, every personal agenda, and the signage all draw from the same source. Speakers get profiles; attendees build a schedule that warns them about conflicts.

  • Tracks & rooms — color-coded, filterable, capacity-aware.
  • Speaker profiles — bio, headshot, and their sessions, auto-linked.
  • Reserve a seat — cap a session and roll a waitlist when it fills.
  • CE credits earned per session, logged to each attendee.
DAY 1 · 4 TRACKS 3 ROOMS
MAIN
STUDIO B
ATRIUM
9:00
Leading with Heart
Grant Writing
Boards That Work
11:00
Panel: Real Impact
Data for Good
— open —
RUN OF SHOW

Call every cue from the dark.

A show-caller's console built for a dark ballroom: NOW and NEXT big and unmissable, cues tagged by department, a running show clock, and recovery controls so a misfire is one tap back — never a scramble.

  • NOW / NEXT deck — the current cue and standby, impossible to miss.
  • Department cues — LX, Audio, Video, Stage, color-coded at a glance.
  • Show clock — running time on the cue you're calling.
  • Back & top-of-show — step back a cue or reset, without losing your place.
NOW · CUE 7 OF 16
#7 LX
Keynote wash — cool front, warm backlight
NEXT CUE →
← BACK↺ TOP OF SHOW
EVERY GUEST
From the invite to the badge to the thank-you.
REGISTRATION & TICKETS

Every RSVP, sorted before it lands.

Build ticket types and tiers with their own caps, require approval for the ones that need it, ask the registration questions you actually need answered, and open the gate with coupons and access codes. Capacity and waitlists run themselves. STRIPE PAYMENTS · ROADMAP

  • Tiers with per-tier caps — General, VIP, speaker, crew, comps.
  • Require approval on the tiers that need a human yes.
  • Coupons & access codes — free or percent-off, gated links.
  • Custom registration questions — collect exactly what the event needs.
  • Capacity & waitlist — sell to the limit, then roll the list automatically.
30 registered
of 150 capacity · waitlist rolling
Standard · 19 Premium · 7 VIP · 4
2 access codes live1 approval pending
CHECK-IN, BADGES & WALLET

No line. No lanyard limbo.

A staffer scans a badge and the guest's whole record pops — one-tap check-in, then session-door scans that track capacity live and log CE credits per attendee. Level lanyards sort VIPs from crew at a glance, and every pass rides in Apple Wallet so the QR is always a swipe-up away.

  • QR stations & self check-in — front door or a kiosk, either way it's a scan.
  • Session doors — capacity tracked live, CE credits logged per attendee.
  • Apple Wallet passes — signed and branded to your client.
  • Level lanyards — VIP, speaker, crew, sorted at a glance.
Maya Chen
VIP
Bright Futures Foundation
EVENT
Impact Summit
DATES
Mar 10–13
BADGE
№ 0447
Scan at check-in & session doors
PEOPLE & TARGETED ALERTS

Everyone worth meeting, one tap away.

A living directory of attendees, speakers, and crew — searchable, level-aware, private by default, with CE credits tracked per person. And when something changes, a targeted alert reaches exactly the right pockets: only the people at a level, only the ones who saved that session, only that role.

  • Attendee, speaker & crew directory — searchable and level-aware.
  • CE credits earned per session, tallied per person.
  • Targeted alerts — by level, by who saved a session, or by role.
  • One message, every pocket in the building — instantly.
M
Maya Chen
Bright Futures Foundation
VIP
A
Aaliyah Brooks
Keynote speaker · 2 sessions
SPEAKER
J
Jordi Nunez
Production · on shift
CREW
📣 Room change → only the 40 who saved “Grant Writing” were pinged.
SPONSORS & EXHIBITORS

Deliver every promise you sold.

Run the sponsor tier board — Platinum to Partner — and track every deliverable you promised each one, with a week-out risk flag when something's slipping. Manage exhibitors through a booth pipeline from invited to struck, with power orders and load-in windows. Nothing that was sold gets forgotten.

  • Sponsor tiers — Platinum, Gold, Silver, Partner, with placements.
  • Deliverable fulfillment — logo on the step-and-repeat, program ad, booth, VIP seats — checked off per sponsor.
  • Week-out risk flags when a promise is at risk of slipping.
  • Exhibitor pipeline — booth #, load-in → strike, power orders POWER · COMING SOON
SPONSOR FULFILLMENT 18 DELIVERABLES
PLATINUMMeridian Health
GOLDBrightpath
SILVERNew Roots Co
PARTNERHope Collective
STREAMING + TV GUIDE

Every stage becomes a channel.

Each stage is a channel on the timeline, and your attendees browse a TV-guide of the whole event — live now, up next, all fed from the master schedule. Remote guests get the same show as the room, and it's built for backup ingest and replays as the streaming provider comes online.

  • A channel per stage — attendees flip between rooms like TV.
  • Timeline-fed — “up next” is always the real schedule.
  • Built for backup ingest & replays PROVIDER HOOKUP · ROLLING OUT
▶ LIVE CHANNELS · 3 STREAMING NOW
Main
● Opening KeynotePanel: Impact
Studio B
● Grant WritingWorkshop
Atrium
Fireside — up next 2:00
DIGITAL SIGNAGE

Signs that follow the schedule.

Data-bound signs in any aspect ratio, each fed live from the master timeline — so a door card or a lobby wall always shows what's happening now and next without a soul touching it. Sign builder and per-screen URLs are rolling out; the live preview is real today.

  • Timeline-fed — the sign redraws itself when the schedule moves.
  • Any aspect ratio — portrait door cards to landscape lobby walls.
  • A screen per URL SIGN BUILDER · ROLLING OUT
● NOW IN THIS ROOM
Leading with Heart
Aaliyah Brooks · Main Ballroom · 9:00–9:45
UP NEXT — Panel: Real Impact · 11:00
PRODUCTION ELEMENTS · GIGPAL BRIDGE

The gear that makes it happen, connected.

Pick a show's production package — video, audio, lighting — and see live availability, conflict flags, and the rental list, pulled straight from GigPal Pro inventory. The planning side of the show and the gear that runs it finally live on the same account.

  • Production package — build the show's gear list by department.
  • Live availability from GigPal inventory — owned vs. committed.
  • Conflict flags when two shows want the same piece.
  • Rental list for whatever you don't own, in one place.
VIDEO
Screens A+B · 2× LED wallowned · avail
Switcher (2 M/E)rental
AUDIO
FOH packageowned · avail
Wireless ×8⚠ conflict: Gala
LIGHTING
Stage wash + spotsowned · avail
THE VENUE
Rooms, hotels, and the map that ties it together.
HOTELS & ROOM BLOCKS

Room blocks that don't bite back.

Manage blocks and VIP sub-blocks, watch pickup against the cutoff countdown, and get an attrition warning before the deadline costs your client money. Every guest sees their own stay right in the attendee app.

  • Blocks & sub-blocks — main block plus VIP, speaker, and staff carve-outs.
  • Cutoff countdown — days-to-deadline, always visible.
  • Attrition alerts — see the pickup gap while there's still time to fix it.
  • Rooming list built the way hotels want it EXPORT · COMING SOON
ROOM BLOCK · WALDORF ASTORIA CUTOFF · 8 DAYS
Main block88 / 120 picked up
VIP sub-block12 / 15
⚠ Attrition risk32 rooms · 8 days left
VENUE & FLOORPLANS

Build the venue once. Everything hangs off it.

Lay out the venue tree — floors, stages, rooms, booths, docks — and upload the floorplans and CAD. Sessions, booths, and amenities all attach to a real place, and attendees get an in-app floorplan with a marker on exactly the room they're headed to. No bounce out to a maps app.

  • Venue tree — floors → stages → rooms → booths → docks.
  • Floorplan & CAD vault — the real layout, per event.
  • In-app wayfinding — tap a session, see where to go.
  • Stays in the app — branded, no handoff to Apple Maps.
GRAND HYATT · LEVEL 2
MAIN BALLROOM
STUDIO B
ATRIUM
FOYER
EXHIBIT HALL
REGISTRATION
DAY-OF OPERATIONS
The unglamorous machinery that makes it look effortless.
FOOD & BEVERAGE · BEO

The catering order, done right.

Build the Banquet Event Order line by line, pin every meal period to the master timeline, and let the dietary counts roll up automatically. Each order moves Draft → Ordered → Confirmed at one week, then locked at 48 hours — so nobody's guessing covers on show day.

  • BEO line items with live subtotals — covers, stations, bar.
  • Meal periods on the timeline — the kitchen and the show agree.
  • Dietary counts — VG, GF, allergy — tallied for you.
  • Confirm milestones — 1 week out, then locked at 48 hours.
Plated Dinner · 340 coversBEO · CONFIRMED 48H
Plated entrée (choice of 2)340
Passed hors d'oeuvres6 / guest
Hosted bar · 3 hrs2 bars
Late-night station1
28 VG14 GF6 allergy
PERMITS & COMPLIANCE

The permits nobody wants to think about.

A checklist of every permit and clearance — with the authority, the deadline, and the lead time worked backward from doors (some need months). Collect certificates of insurance from every vendor, book the ADA and fire-marshal walkthroughs, and move each item To do → Submitted → Approved.

  • Permit checklist — authority, due date, and lead time each.
  • COI collection — insurance certificates tracked across vendors.
  • Walkthroughs — ADA and fire-marshal, on the calendar.
  • Status board — To do → Submitted → Approved.
Amplified-sound varianceApproved
Fire-marshal assembly permitSubmitted · due 45d
COI collection9 / 12 vendors
ADA walkthroughTo do · book by T-30
SHOW BOOK · PLAYBOOK · AMENITIES

Everything the room needs, packaged.

The Show Book assembles itself into the on-site package — run of show, contacts, and the emergency sheet — sent to the client to approve and delivered a few weeks out. The Playbook holds your contingencies, scripts, and glossary. And Amenities tracks every VIP and speaker gift, tied to a person or a place and time.

  • Show Book — ROS + contacts + emergency sheet, client-approved, delivered ahead of doors.
  • Playbook — contingencies, scripts, a shared glossary, and an idea bank.
  • Amenities — VIP & speaker gifting, pending → scheduled → delivered.
📕

Show Book

ROS, contacts & emergency sheet — client approved, delivered T-14.

🎯

Playbook

Contingency scripts, glossary & idea bank the whole crew shares.

🎁

Amenities

Every VIP gift and speaker green-room touch, tied to a person or a place & time — pending → scheduled → delivered.

THE BACK OFFICE
The cockpit your clients never see.
COMPANY COMMAND CENTER

Run the whole studio from one screen.

The producer's back office your clients never see: a portfolio dashboard across every event, a CRM sales pipeline, and one unified calendar — with the planning cadence and client meetings feeding straight in. It's the cockpit that sits above all the events at once.

  • Portfolio dashboard — every event's health, open tasks, and days-to-doors.
  • CRM pipeline — deals to events, with a HubSpot bridge.
  • Unified calendar — cadence deadlines and meetings across all events.
  • GigPal bridge — see production readiness before it costs you a show.
7
EVENTS LIVE
128
DAYS TO NEXT DOORS
$214k
PIPELINE
96%
TASKS ON TIME
Event technology build-outoverdue 5d
The Impact Summit 2027on track · 23 open
ROLES, DATA & TRUST

Everyone sees exactly the event they need.

Owners run the company. Managers run the events. Crew get a focused, scan-first view. Clients see only their own polished attendee app. Every workspace's data is walled off with row-level security and synced across every device — the iPad, the phone, and the web all telling the same truth.

  • Four roles — owner, manager, member, and client.
  • Per-tenant isolation — row-level security walls every workspace off.
  • Multi-device sync — the iPad, the phone, and the web agree.
  • Your data stays yours — full export on the roadmap.
CAN…
Owner
Mgr
Crew
Client
Company & billing
✓
—
—
—
Build & edit events
✓
✓
—
—
Scan & check-in
✓
✓
✓
—
Their attendee app
✓
✓
✓
✓
ONE MASTER TIMELINE·WRAPPED IN YOUR CLIENT'S BRAND·WEB · iOS · APPLE WALLET·BUILT BY PRODUCERS
PLANS

Start simple. Scale to spectacular.

Every plan runs beautifully. Move up when you need more events, more channels, or more of your own brand.

Simple

For single events that need to run beautifully.

  • One live event at a time
  • Agenda, registration & attendees
  • QR check-in & badge printing
  • Announcements & alerts
  • Attendee web app
MOST POPULAR

Enterprise

For teams running serious calendars.

  • Unlimited events & workspaces
  • Hotels, sponsors & exhibitors
  • Streaming + TV guide
  • Budget, scope guard & compliance
  • Digital signage & command center
  • Priority white-glove support

All-Inclusive

The boutique experience nobody else offers.

  • 100% white-label — your brand everywhere
  • Branded UI down to the map pins
  • Custom fields & connectors on request
  • “Tell us your weird thing” concierge
  • Walk into the pitch with an app that's already theirs
Pal Pro family mark

Part of the Pal Pro family. VenuePal runs your guests — GigPal Pro runs your gear and crew. One timeline, front of house to loading dock.

Visit gigpalpro →
EARLY ACCESS

Be first through the doors.

We're onboarding a small group of founding clients — event teams, nonprofits, and planners who want the boutique treatment. Founding clients get white-glove onboarding.

Request early access →