How Waipuna Estate Streamlined Operations and Eliminated Double Bookings with Sonas

Discover how Sarah Smith from Waipuna Estate transformed their wedding venue management by switching from multiple disconnected systems to Sonas - the all-in-one event management platform designed specifically for wedding venues and event spaces.

Sarah from Waipuna Estate - a premier wedding and events venue just outside of Christchurch, New Zealand - shares how switching to Sonas revolutionised their operations, enhanced client relationships and gave their team the tools they needed to deliver exceptional service.

Can you tell us about yourself and your business?

I'm Sarah Smith and I work at Waipuna Estate, a wedding and events venue with onsite accommodation. We specialise in creating memorable experiences for couples and their guests in a beautiful setting.

What were the main challenges you faced before implementing Sonas?

Our biggest challenge was the lack of streamlined systems. We were juggling multiple different software options to operate the venue, but they didn't communicate with each other at all. Managing our daily operations meant having numerous tabs open for different software programmes - it was incredibly time-consuming and clunky! We knew there had to be a better way.

What specific features attracted you to Sonas over other solutions?

The client portal caught our attention immediately, but honestly, there's so much more that appealed to us. Having everything integrated into one system was incredibly appealing. The calendar function makes it so easy to see at a glance what we have scheduled.

What I love most is that Sonas has empowered my team with more control - they can pencil in dates and update invoices themselves, which has given me back valuable time to focus on other aspects of the business.

How did the implementation process go? Any standout support experiences?

I'll be honest - it was definitely an involved process and one I had probably underestimated! But I totally understand why it needed to be thorough.

Holly was an absolute standout throughout the entire process, what an amazing asset she is to the business. There was no question too big, nothing she couldn't or didn't handle. I just loved the support throughout the whole implementation. Even now, when I send a quick query to the team, it's so lovely to see her name pop up in my inbox. The care Holly shows is amazing and probably could've sold me on Sonas alone - if Robin didn't already do a great job of that!

Can you share a specific instance where Sonas directly impacted your operations?

One of my biggest fears has always been double booking, it's every venue manager's nightmare. With Sonas, there's no risk of double booking and it's never happened to us. I love that my team can instantly see what we have going on and where each client is in the process if they've pencilled in a date - and that doesn't have to involve me at all. They can pencil in a client there and then, rather than waiting for an admin person to do it.

In the past, the danger was that the admin person might not update the system for a couple of days, making our data inaccurate. The confirmation process also works really well now.

How has Sonas affected your relationships with couples and suppliers?

We've received really positive feedback from our couples about the portal, it seems to be very well received. I think using Sonas helps boost our professionalism; we look better as a business because we have efficient and fast tools that work seamlessly together.

Have you noticed improvements in sales and marketing since adopting Sonas?

For sales it's definitely easier to track conversations and see exactly where enquiries are in our pipeline. The visibility and organisation have been game-changers.

Which tools or features does your team find most valuable?

The calendar function, for sure! It makes it so much easier for pencilling in couples with no worries about double bookings. The invoicing function is also invaluable - my team can now add items directly, which means much less double handling for me.

Can you quantify the impact Sonas has had on your business?

The time saved has been huge. We used to have a dedicated admin person handling all the pencilling in of couples and now we don't need anyone specifically for this role because everyone manages their own entries.

The portal has also made life so much easier during those crucial last few weeks before a wedding. Clients can enter all their details themselves and then we can easily review everything together. It's streamlined our entire pre-event process.

How would you rate the ongoing support and updates?

Outstanding! I honestly can't speak highly enough of the support from the team. They've been incredible throughout our entire journey with Sonas.

Would you recommend Sonas to other wedding venues?

Absolutely! I would love to see more venues in New Zealand working with Sonas. If you're facing similar challenges with disconnected systems and time consuming processes, Sonas could be the solution you've been looking for. The integration, support and peace of mind it provides are truly worth the investment.

Transform Your Venue Operations Today

Ready to experience the Waipuna Estate transformation for your own wedding venue or event space?

Sonas is more than just venue management software - it's a complete business solution designed specifically for the unique needs of wedding venues, hotels and hospitality businesses of all shapes and sizes.

Join successful venues across the world who have already discovered how Sonas can revolutionise their operations, boost professionalism and deliver the exceptional service their clients deserve.

Visit our booking page today to schedule your personalised demo and see how we can help you streamline your venue management, eliminate operational headaches and focus on what you do best - creating unforgettable experiences.