The Venue Podcast

Wedding planning is exciting… but it can also feel overwhelming for couples.

In this episode, we break down how to create a client portal that becomes the calm in the chaos — a centralized hub that answers questions before they're asked, reduces inbox overwhelm, and elevates your couples' experience from day one.

Kinsey walks through exactly what she stocks inside her client portal, how she introduces it to couples so they actually use it, and how this one system saves hours of back-and-forth while increasing professionalism and trust.

We cover:

• What to include in your wedding venue client portal

• How to organize information so couples don't feel overwhelmed

• When and how to introduce the portal after booking

• The psychology behind positioning the portal as a luxury experience

• How to reduce repetitive emails and save time

• Ways to use your portal to elevate communication and set boundaries

• Why a strong portal builds trust and authority

If you want to create a smoother client experience while protecting your time as a venue owner, this episode is for you.

Connect with Kinsey and Lindsay:

Website

Instagram

Kinsey's email: [email protected]

Lindsay's email: [email protected]

Search is changing—and fast. With AI-generated answers now appearing at the top of platforms like Google and Bing, venue owners need to start thinking beyond traditional SEO.

In this episode of The Venue Podcast, Kinsey Roberts and Lindsay Lucas dig into AI search visibility and what it means for wedding venues moving forward.

You'll learn what AI search actually is, how it's different from standard search results, and—most importantly—how to position your venue to stay visible and competitive in a changing digital landscape.

We cover: 🤖 What AI search results are and how they're generated 📉 Why relying on your website alone may hurt your visibility 📈 Easy ways to boost your venue's relevance in AI-driven searches 🧠 Content strategies that work with both algorithms and couples ⚠️ What venue owners should do now to future-proof their online presence

If you're wondering how your venue can stay ahead of the curve and keep showing up when couples are planning online, this episode is your roadmap.

Resources Mentioned in this Episode:

Marketing against the grain podcast

Rick Mulready

Connect with Kinsey and Lindsay:

Website

Instagram

Kinsey's email: [email protected]

Lindsay's email: [email protected]

Episode Summary: Your Google Business Profile might be one of the most overlooked tools in your venue's marketing strategy—but it shouldn't be.

In this episode of The Venue Podcast, Kinsey Roberts and Lindsay Lucas break down how wedding venue owners can fully optimize their Google Business Profile to improve visibility, build trust with potential clients, and drive more qualified inquiries.

Whether you're just claiming your profile or looking to take it from "meh" to magnetic, this episode walks you through practical steps that will make your venue easier to find and more enticing to book.

What we cover: ✅ The importance of your Google Business Profile in local search 📸 What photos to post (and how often!) 📝 Must-fill fields that help you show up in search ⭐️ How to collect and leverage reviews 📍Common mistakes venue owners make (and how to fix them)

If you're relying solely on social media or your website to get found, you're missing a huge opportunity. This episode will help you make your venue stand out where it matters most.

Connect with Kinsey and Lindsay:

Website

Instagram

Kinsey's email: [email protected]

Lindsay's email: [email protected]

The detailed breakdown of Kinsey's Tech Stack to run her wedding venue, Vista View Events for less than $400/month.

Here's the List: Creative & Design Tools Canva Pro - $20/month

All social media content (Instagram carousels, Facebook posts, Reels covers)

Photo editing and headshot retouching

PDF guides and digital products

Physical printed materials (thank you cards, planners, branded envelopes)

Client Management System Dubsado - $20/month

Central CRM for all client relationships

Contract and agreement storage

Client portal functionality

Custom lists and client-specific resources

Inquiry form creation and website embedding

AI-Powered Productivity Suite Three AI Tools - $56.66/month total

ChatGPT Pro ($20/month): Primary AI assistant

Claude ($20/month): Alternative AI perspective

Perplexity ($16.66/month, paid annually): Research and fact-checking

Business Communications OpenPhone - $64/month

Professional business phone line on personal device

Business hours automation

Custom voicemail messages

Text messaging capabilities

Multiple number and user management

Alternative mentioned: Grasshopper as backup option

Financial Management QuickBooks - $35/month

Essential bookkeeping software

Tax preparation streamlining

Monthly reconciliation capabilities

Key advice: Start early, even with minimal revenue

Website & Online Presence Squarespace - $22.33/month (annual billing)

Website hosting and management

E-commerce capabilities for future products

Built-in email system (though not used)

Integration with other tools

Email Marketing & Client Communication FloDesk - $64/month

Beautiful, customized client emails

Automated check-in sequences

Annual "wedding year" celebration emails

New client follow-up automation

Integration with lead capture system

Automation & Integration Zapier - $29/month

Connects Dubsado inquiry forms to FloDesk sequences

Automated workflow triggers

Eliminates manual data entry

Set-and-forget functionality

Professional Email & Productivity Google Workspace - $25.50/month

Professional email addresses (@vistaviewevents.com)

Gmail interface with business features

User management capabilities

Multiple inbox organization

Scheduling & Appointments Acuity Scheduling - FREE

Automated booking system

Tour and consultation scheduling

Final walkthrough coordination

Phone call appointments

Cost-saving tip: Included with Squarespace subscription

Key Takeaway: Budget-Friendly Total investment under $400/month for a established venue

Strategic tool selection based on actual usage

Annual payment discounts when available

Tool Selection Philosophy: "The tool that works is the one you actually use"

1. Regular business audits to eliminate unused subscriptions

2. Focus on integration and automation over individual features

Growth Considerations: Tech stack has evolved over 9 years of business

Started with much lower monthly investment

Each tool serves multiple purposes to maximize value

In this short and sweet episode, Kinsey Roberts and Lindsay Lucas tackle one of the most frequently asked questions from venue owners: "Should I put my pricing on my website?"

We get straight to the point and unpack the pros, cons, and strategic considerations that come with displaying (or not displaying) your pricing online. Whether you're a brand new venue navigating your first inquiries or a seasoned pro refining your booking process, this quick listen will help you make an informed and confident decision.

In this episode, we cover:

• Why there's no one-size-fits-all answer

• How your pricing strategy impacts your lead quality

• Ways to display pricing (without scaring people off)

• The hidden power of transparency in today's market

Tune in for a fresh perspective and a few practical tips that will save you time, headaches, and maybe even a few awkward inquiry emails.

Connect with Kinsey and Lindsay:

Website

Instagram

Kinsey's email: [email protected]

Lindsay's email: [email protected]

Every week, another beautiful venue closes its doors within the first few years. The reason? It's the costly mistakes made before ever welcoming the first guest. In this episode, Lindsay pulls back the curtain on the 7 most expensive missteps first-time venue owners make and provide actionable strategies to avoid them.

Whether you're in the dreaming phase, applying for funding, ready to sign a lease or even a seasoned venue owner, this episode will save you time, money, and heartache by learning from others' expensive lessons.

🎯 Market research isn't optional

💰 The MVP approach saves money

📊 Know your real numbers

🏢 Location is more than rent

⚙️ Systems prevent disasters

📱 Marketing starts before opening

🧠 Mindset matters

Links + Resources mentioned in the episode:

• Funding 101
• Profit planner
• Operations Overhaul
• Free resources
• Freebie: Pre-Launch your venue

Kinsey and Lindsay both offer custom market analysis for 1:1 clients. Email Kinsey at [email protected] or email Lindsay at [email protected]

Feeling like your dream of owning a wedding venue is slipping away?

Take a breath — and don't give up.

In this solo episode, Lindsay Lucas, wedding venue consultant, shares a powerful mindset shift that could change everything: You don't have to build the dream all at once. You just have to start smart.

If traditional funding options said "no," it might be time to go back to the drawing board and explore building your venue in phases — a strategic, sustainable approach that reduces financial risk, opens more funding doors, and even comes with added benefits like spreading out tax liabilities over several years.

You'll learn:

• Why "no" from a bank isn't the end — it's feedback for your plan

• How breaking your project into 2–3 realistic phases can get you to the finish line faster

• The long-term financial and operational upsides of a phased approach

• How to regroup, rethink, and relaunch your venue dream without losing momentum

Whether you're in the early dreaming stage or facing obstacles mid-build, this episode will help you realign with your vision and move forward — wisely.

Connect with Kinsey & Lindsay:

Website

Instagram

"Bookings are down for this year" - sound familiar? If you've been watching your lead pipeline slow to a trickle while refreshing your inbox hoping for inquiries, this episode is your lifeline.

Kinsey and Lindsay are pulling back the curtain on three strategies that are actually working to generate wedding venue leads right now (not the same tired advice you've heard a million times).

Grab your notebook (seriously, you'll want to take notes!) as Kinsey breaks down: 📱 Strategy #1: Leverage Social Media Consistently Learn the exact content formula that moves couples through their buyer's journey - 40% awareness content, 40% consideration content, and 20% decision content. Plus, discover how to use automation tools like ManyChat to be the fastest responder in your couples' DMs. 🤖 Strategy #2: Optimize for AI Search & SEO Visibility Traditional SEO is evolving rapidly. Find out how to position your venue for AI search tools like ChatGPT, Claude, Perplexity, and Google's Gemini. We'll share specific tactics for creating AI-friendly content that gets your venue found. 🤝 Strategy #3: Network & Collaborate Strategically Move beyond random networking events. Learn how to deepen relationships with your vendor partners, host meaningful gatherings at your venue, and become the go-to connector in your market. Whether you're an aspiring venue owner or a seasoned pro looking for fresh ideas, this episode delivers actionable strategies you can implement today. Resources mentioned:

ManyChat (for social media automation) Claude by Anthropic ChatGPT Perplexity Google's Gemini AI Got questions or want to share your success? Find us on Instagram @yourvenueexperts or email us at shecreatesbusinesspodcast.com P.S. Would you attend a venue owners conference in Colorado? Let us know - we might just be planning something special! 👀

In this episode Lindsay answers a listener's question,

"Should my wedding venue accommodations be in a separate LLC?"

If you're running (or planning) a venue with onsite lodging, this episode is a MUST-LISTEN 🎧

Lindsay breaks down exactly why smart venue owners separate their accommodations into their own LLC:

• Liability protection (because wedding drama ≠ lodging issues)
• Different insurance needs = different coverage
• Cleaner financials = better business decisions
• Exit strategy flexibility (sell one, keep the other!)

This listener question came at the perfect time - so many of you are adding accommodations or considering it. Don't make the mistake of lumping everything together!

Connect with Kinsey and Lindsay

Website

Instagram

In this episode, Kinsey Roberts and Lindsay Lucas break down the key steps for wedding venue owners considering selling their business. With an increase in inquiries about buying and selling venues, they share practical advice based on real experience.

• Get your financials organized first - Buyers want to see actual profit, not just potential. Have your gross and net revenue clearly documented and ready for scrutiny.
• Prepare for thorough due diligence - Serious buyers will conduct what feels like a "financial cavity search." Be organized with all paperwork, documentation, and proof of income.
• Decide your selling strategy early - Determine if you're selling just the business, just the real estate, or both together. This affects your entire approach and gives you flexibility later.
• Get a professional business valuation - Hire a third-party evaluator with venue or hospitality experience, or start with DIY options like bizequity.com to reduce attorney hours.
• Ensure legal compliance - Review all licenses, permits, zoning requirements, and existing contracts with vendors and employees before listing.
• Manage your expectations - Buyers purchase based on current profit, not future potential. If they're buying for potential, expect a lower price since they'll be doing the work to realize that potential.
• Consider your personal brand - If you've built the venue around founder content and personal branding, start shifting to venue-focused content well before selling, as buyers see no equity in your personal brand.
• Prepare emotionally - Selling is an emotional journey for both parties. Don't take buyer questions personally - they're seeking facts, not criticizing your management.
• Use NDAs properly - Any serious buyer should be willing to sign a non-disclosure agreement. If they won't, they're not serious.