Event logistics · Rooms
Wedding room allocation software for multi-venue celebrations
Stop managing hotel blocks in spreadsheets. Assign rooms with drag-and-drop, see occupancy live, and send each guest their room details on WhatsApp before they reach the reception desk — for weddings and other large multi-day events.
The event-week room problem
Large weddings and multi-day celebrations often house hundreds of guests across hotels and resorts. When the rooming list lives in Excel — and WhatsApp is the only “system” — double bookings, missing families, and late-night “where’s my room?” calls are almost guaranteed.
“Where’s my room?”
Reception flipping through sheets while guests wait with luggage.
Someone was never assigned
Last-minute shuffles because a family never made it onto the final list.
Copy-paste WhatsApp hell
Typing room numbers one by one — then again when the hotel changes rooms.
Drag-and-drop room allocation — the system of record
Smart Planner is built for celebration-week logistics, not just messaging a column from a spreadsheet. Your room board is live for the team: planners, reception, and logistics roles can work from the same assignments.
- Drag-and-drop guest-to-room assignment across venues
- Live occupancy and key-holder tracking
- Global room search when a guest arrives unexpectedly
- Send personalized room details on white-label WhatsApp
- Role-based access so reception is not editing the master sheet alone
Illustrative UI — production boards connect to your linked venues and guest list.
Who this page is for
Choose Smart Planner rooms when
- · You run hotel blocks across one or more venues
- · Reception needs a live room board, not a forwarded sheet
- · Assignments change during event week and the team must stay synced
- · You also care about pickup/drop, KYC, and guest updates in one ops stack
What you unlock
- · Drag-and-drop multi-venue room boards
- · Live occupancy the whole team can trust
- · Room details ready to send on WhatsApp
- · One stack with transport, KYC, and guest CRM
Frequently asked questions
It helps planners assign hotel or venue rooms to guests, track occupancy in real time, and keep reception and coordinators on one shared board. Smart Planner is built for weddings and other large multi-day celebrations with hotel blocks.
Yes. You get multi-venue room allocation with drag-and-drop assignment, occupancy tracking, and key-holder details — so every family has a clear room before they arrive.
Yes. After rooms are assigned, you can send personalized room details on white-label WhatsApp so guests know where to go and reception stays calm.
When assignments change, the live board stays the system of record for the whole team — then WhatsApp is the last mile to notify guests. That is much smoother than juggling multiple spreadsheets.
Professional planners, family logistics teams, and hospitality desks running weddings or large multi-day celebrations with hotel or resort blocks.
See room allocation on a real event setup
Book a free demo. We’ll walk through multi-venue rooms, occupancy, and WhatsApp room details — and how it fits your next wedding or celebration.
Request a demo