The Challenge
The client operated five separate event venues and managed all bookings through a mix of Google Calendar and email threads. This led to frequent double-bookings, especially for shared resources like specific catering equipment or specialized staff members. Furthermore, collecting deposits was a manual process that often resulted in lost revenue due to cancellations.
The Solution
We developed a unified booking engine that acts as the central source of truth for all venues, staff, and shared resources.
Technical Implementation
The core of the system is a conflict-resolution engine built with Prisma and PostgreSQL. Before a booking is confirmed, the engine checks a multi-dimensional matrix of venue availability, staff schedules, and equipment inventory.
We integrated Stripe Connect to automate deposit collection, ensuring that a booking slot is only held temporarily until the payment is secured. If the payment fails or times out, the slot is immediately released back into the available pool.
The Results
The new platform eliminated double-bookings completely. By automating the confirmation and deposit workflow, the administrative staff saved over 20 hours per week, allowing them to focus on event execution rather than schedule wrangling.