Kamar - Venue Management System for a Historic Events Mansion
Venue Operations for a Heritage Venue in Yerevan
Designed and built a clickable venue management system for a 19th-century Yerevan mansion with six event spaces: an enquiry pipeline with 1st and 2nd option holds that expire, an availability calendar with fire-safety capacities and curfew lines, and a versioned event order that checks every timing against the venue's limits.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Dashboard, enquiry pipeline, enquiry detail, availability calendar and the event order. The pipeline's quick view and New enquiry panels open, and Export CSV works.
Every hold carries a rank and an expiry countdown, and a 2nd option shows who holds the 1st. Holds can be extended, released or promoted when the first option lets go.
Each space has layout capacities, a fire maximum, a music cut-off and an end-of-event time. Bookable capacity is the lower of layout and fire maximum, against a building-wide maximum of 520.
Enquiries across every pipeline stage plus lost, 11 holds, 12 events, 4 maintenance and filming blocks and 9 staff users, priced in Armenian dram in Yerevan time.
The Problem
Vardaqar House ran its bookings from a paper diary at reception, a shared spreadsheet and three sales managers' WhatsApp chats. Twice in one season the Grand Hall was promised to two wedding parties for the same Saturday, holds never expired, event details were retyped into a Word document that was out of date by the afternoon, and a late wedding in the Courtyard led to a warning from the district administration.
Our Solution
Kamar takes an event from first enquiry to the morning after. Sales managers work one pipeline with holds that expire and rank against each other, the calendar shows every space as booked, held or blocked with its limits, and the event order becomes the single, versioned source of truth that checks timings and numbers before it is published to the kitchen, bar, duty manager and suppliers.
The Challenge: Six Spaces, One Listed Building
A heritage venue sells the same rooms to weddings, corporate events, dinners and concerts, under limits set by fire safety, noise rules, heritage consent and alcohol licences. Every booking has to respect all of them at once.
Holds That Lived in Chats
A pencilled hold in one manager's WhatsApp never reached the diary, so a date could be promised twice. Holds had no rank and no expiry, and popular Saturdays stayed blocked by couples who had booked elsewhere.
Capacity Is Not What Fits
Each space has a maximum occupancy from the fire safety assessment, often lower than a layout could physically seat, plus a building-wide maximum across every space in use at once. Sales needed the real bookable number, not the floor plan's.
Curfews and Heritage Rules
Night-time noise rules and the venue's own permits set music cut-offs that differ by space and by day. The mansion is treated as a listed monument, so fixings, rigging points, naked flames and floor loading are restricted room by room.
Event Details Out of Date
Menus, first dance times and which supplier brings the stage were retyped from emails into a printed Word document. Kitchen, bar, duty manager and suppliers worked from different versions on the day.
Our Approach: From Venue Rules to a Clickable System
Spec and Rules Research
Mapped 10 roles from sales manager and duty manager to the client and supplier, 42 screens across staff desktop, staff mobile, client and supplier views, and the data model for spaces, layouts, versioned limits, licences, enquiries, holds, proposals, contracts, payments, event order versions, setup plans, run sheets and incidents. Wrote down the rules the design follows: Armenia's Law on Protection of Personal Data, fire safety occupancy, alcohol licensing, noise and curfew limits, heritage monument rules, hosted card payments and SRC e-invoicing.
Clickable Demo on a Production UI Kit
Built 5 key screens on a production dashboard kit: the dashboard with KPIs, a per-space week timeline, My work by role and Needs attention; the enquiry pipeline as board and table; enquiry detail with fit check, holds and a single conversation across email, WhatsApp, Viber and calls; the week and month availability calendar with a building load bar; and the event order with readiness checklist, timings, curfew and capacity checks, menus, suppliers and priced lines. All actions run on local state.
What a Production Build Adds
Card payments on an Armenian bank's vPOS gateway, Idram and bank statement import, DocuSign contracts, ArmSoft or 1C for accounting and tax invoices, Postmark email, Twilio SMS, WhatsApp Business and Viber messaging, and staff calendar sync. Staff auth by role, an append-only audit log, data requests, and the remaining screens: proposals, contracts and deposits, setup plans, run sheets, incidents, staff rota, reports, the staff mobile app and the client and supplier portals.
Why It Works: Every Limit Checked Before the Day
A Fit Check on Every Enquiry
For each preferred space, the enquiry shows whether the guests fit the chosen layout at the lower of layout capacity and fire maximum, whether the end time is inside that space's music cut-off and end of event, and whether the date is free, held or booked.
Holds Rank and Run Out
Holds show as 1st option striped and 2nd option outlined on the dashboard and calendar, each with its expiry. A pipeline card can never be dragged to Confirmed: that happens only when the contract is signed and the deposit is paid.
Limits Come From Documents, Not Code
Fire maximums, cut-offs and heritage rules are entered per space from the venue's approved documents, with the source document recorded. Kamar never hard-codes an hour or decibel level, so a new permit changes the settings, not the product.
One Event Order, Versioned
The event order shows its published version and any unpublished changes, flags a last orders cue that falls after the music cut-off, and lists who will be notified when it is published. Changes after contract become priced change requests for the client.
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Enterprise Software Engineering - Human + AI
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Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab