Ovatic for
Venue &
Accommodation Rental
From the first enquiry to the final invoice: manage your rental planning, quotes, contracts and run-of-show documents professionally from one system.
© De Breehoek
Professional rental, less paperwork
Ovatic replaces manual Excel sheets and scattered emails. Everything around your rental process lives in one system.
Planning & Rental
Clear rental calendar per room, hall or accommodation. Double bookings made impossible by automatic conflict detection.
Quotes & Contracts
Create professional branded quotes and convert them to a signed contract with a single click. Digital signing supported.
Run-of-show documents
Digital run-of-show documents per event, shared with your team and the client. From setup to breakdown: everyone knows what to do.
Time registration
Register staff hours per event. Link to your payroll system or invoice extra hours directly to the client.
From enquiry
to invoice
Ovatic guides the complete rental journey, from the first enquiry to the final invoice. Every step is automated and captured in the system, so nothing slips through the cracks and your clients always receive a professional response.
Receive enquiry
Online enquiry form or manual entry. Automatic confirmation sent to the client.
Prepare quote
Generate a tailored branded quote. Send digitally and track its status.
Contract & run-of-show
Convert quote to contract. Create the run-of-show document and share with your team.
Execution & registration
Register hours and materials used during the event. Everything ready for the invoice.
Everyone knows
exactly what to do
With digital run-of-show documents in Ovatic, every team member has access to the right information — always current, always available on mobile. No more printed task overviews that are out of date the moment something changes.
- Digital run-of-show document per event or rental
- Assign tasks to individual staff members
- Client can view and comment on the run-of-show
- Automatic notifications when changes are made
- Archive of all past events
Why rental organisations choose Ovatic
Rental organisations using Ovatic save an average of hours per event in administrative work.
Never a double booking
Automatic conflict detection prevents two clients from booking the same space at the same time.
Professional image
Branded quotes and contracts leave a professional impression with every prospective client.
Faster payments
Digital quotes and invoices with an online payment link lead to faster and easier payments.
Fewer mistakes
Information only needs to be entered once and flows automatically through to quote, contract and invoice.
Satisfied clients
Clients appreciate the professional communications, digital run-of-show document and transparent follow-up.
Revenue insight
Real-time overview of revenue per space, period and event type, for better decisions on pricing and investment.
Trusted by leading
cultural organisations
We are very pleased with the onboarding and conversion process and have nothing but praise for the support Ovatic provided throughout. We're also delighted with how effortlessly everything works.
Anne Walstra
Ticketing Coordinator, Theater de Lampegiet
We process our phone reservations with iDEAL payment requests directly from the Ovatic POS. It saves us an enormous amount of time and works brilliantly.
Gerie Wiedenhof
Front Desk & Box Office, De Agnietenhof
Marketers can now very quickly and easily build their own audience selections for campaigns, enabling far more targeted outreach.
Jeanine Dijkhuis
Marketing Manager, Theater Lampegiet
Discover Ovatic for Venue & Accommodation Rental
Book a free demo and discover how Ovatic streamlines your rental process from enquiry to invoice.