State, local, and education
City event venues, civic centers, parks-and-recreation facilities, campus event scheduling, K-12 facility-use coordination.
← All services·Booking and Event Operations Integrator
Replace the subscription. Own the platform.
The booking and event management software market is dominated by SaaS subscriptions priced for thousand-venue international operators. Many organizations end up paying for capability they do not use, locked into renewal cycles they did not choose, dependent on a vendor for data they should own. The Booking and Event Operations Integrator replaces that pattern.
AC5 Labs builds you a purpose-built operations platform shaped to your actual facility model, integrated with the financial and payment systems you already use, supported through the contract term, and owned by you at handoff.
- Three flat-fee tiers
- Small, Standard, or Large by footprint. Same four-phase model and same refund-backed first engagement at every tier. No percentage of booking volume.
- 14 to 19 weeks plus ongoing support
- About two weeks of scoping, ten to twelve of build, about a week of handoff. Then ongoing support through the contract term.
- First engagement refund-backed
- If the Scope phase does not land right, we refund the Scope fees in full and transition out. You keep the Scope artifacts.
Who this is for
Organizations that run facilities or events on a recurring basis.
The pattern applies wherever booking and event management is core to operations and the current subscription is too expensive, too generic, or both. We do not target a single buyer category. The platform is built equally well for each of the buyers below.
Enterprise
Corporate event spaces, conference rooms, training centers, internal-event management.
Hospitality
Private venues, hotel function spaces, banquet operations.
Associations and membership organizations
Member-event scheduling, conference operations.
Nonprofit and community organizations
Community space coordination, mission-event scheduling.
Commercial real estate and healthcare
Tenant amenity booking, shared workspace management, facility and equipment scheduling for clinical and administrative use.
What you get
The shape of the platform.
- Booking calendar with multi-facility visibility and color-coded event categories
- Operational dashboard with key metrics, revenue-by-category reporting, and upcoming-events tracking
- Daily reconciliation report with general-ledger account mapping, tax-status toggling per line item, and one-click export to your accounting or ERP system
- Customer-facing reservation portal with your branding applied
- Contract, invoice, deposit, restoration-fee, and refund workflows aligned to how you actually book and bill
- Role-based access controls separating administrators, event staff, finance, and limited-access viewers
- Source code, database schema, configuration, and documentation transferred at handoff
What it looks like
Four screens from a representative build.
These mockups show the shape of a typical engagement. Names, facilities, and account codes are illustrative; your real platform reflects your facility model, your chart of accounts, and your branding.
The engagement
Four phases from scope to ongoing support.
Phase 1
Scope (about two weeks)
Structured discovery covering facility workflows, financial reconciliation patterns, payment-gateway flow, current-system data export options, role-based access requirements, and chart-of-account mapping. The phase ends with a written Scope Acceptance Memo defining the build specification, the integration approach, the data migration scope, the role-based access matrix, the reporting catalog, and the agreed go-live strategy.
Outcome
Scope Acceptance Memo. Refund-backed Pilot Risk-Reversal gate sits here.
Phase 2
Build (about ten to twelve weeks)
Two-week iteration cycles with mid-iteration check-ins. Booking and event management, financial management, equipment and price-list management, reporting and analytics, payment-gateway integration with hosted-payment-page and vault tokenization for PCI scope reduction, role-based access, and your branding. Includes two structured user-acceptance testing rounds against the Scope Acceptance Memo.
Outcome
Working platform passing two UAT rounds, deployment runbook drafted.
Phase 3
Handoff (about one week)
Production cutover. Training delivered on-site, virtual, or train-the-trainer per your preference. Delivery of user manuals, administrator documentation, the data dictionary, the deployment runbook, the export documentation, and the full source code. Credentials and any third-party API keys established in your name from day one.
Outcome
Platform live, team trained, source code and credentials in your possession.
Phase 4
Ongoing Support (through the contract term)
Standard support hours, after-hours and emergency support, defined response times by issue priority. Bug fixes at no additional charge for AC5-introduced defects. Security patches and dependency updates. Integration adjustments when payment gateways or accounting systems release changes. Reporting and configuration changes within a defined quarterly allowance. Annual systems review.
Outcome
Continuous support contract through the term, with annual review and clear off-ramp at the end.
Why this, not the alternatives
Four categories of alternative. Where each one fits.
Honest framing of where each category of competitor wins and where we win. We will tell you on the discovery call if a category we are not the right answer for is what you actually need.
Versus enterprise SaaS platforms
You own the platform. Source code, schema, data, and documentation transfer to you at handoff. No seat licenses, no annual renewals, no platform-access fees. The system is built for your actual operating model, not adapted from a generic platform designed for thousand-venue international operators. After the contract term, you keep operating; you are not held by a renewal cycle.
Versus cheap event-calendar SaaS
Real financial reconciliation. Real payment-gateway integration with PCI scope reduction. Real accounting-system integration. The data lives in your database, not on a vendor server under their access controls. Exit is operationally simple because the system is yours.
Versus verticalized booking specialists
The platform is not opinionated about a single operating model. It works for civic conference centers, corporate event spaces, university venues, hospitality operators, healthcare facilities, and private operators because it is built around your specific operating reality, not a verticalized reference model someone else picked.
Versus custom development shops
A full operating asset, not a code-drop. Documentation, training, recorded walkthroughs, role-based access, contracted ongoing support through the term, and a refund-backed first engagement. The engagement does not end when the code ships.
Pick the tier that fits your footprint
Three flat-fee tiers.
Tiers describe footprint, not dollars. Specific pricing lands in the written quote inside 48 hours of the discovery call. All three tiers include the full four-phase model, the platform handoff, and the refund-backed first engagement.
Smallest footprint
Tier 1 · Small
Single-facility operator. Single venue or small complex. Modest annual booking volume. Single payment gateway. Single accounting export target.
- All four phases included
- Calendar, dashboard, customer portal
- Financial reconciliation with single GL export
- One payment-gateway integration
- One accounting-system export target
- Refund-backed first engagement
Most common engagement
Tier 2 · Standard
Multi-facility complex. Multiple distinct venues with shared visibility. Moderate annual booking volume. Single payment gateway. Accounting export with documented reconciliation.
- Everything in Tier 1
- Multi-facility calendar with shared visibility
- Reconciliation against accounting reconciliation feed
- Tier-1 plus operations staff training
- Standard reporting catalog
- Refund-backed first engagement
Largest footprint
Tier 3 · Large
Multi-facility plus additional custom integrations (point-of-sale, bidirectional accounting, additional reporting targets). Larger annual booking volume. Additional role-based access tiers. Advanced reporting.
- Everything in Tier 2
- Additional integrations (POS, bidirectional accounting)
- Multiple accounting export targets
- Extended role-based access matrix
- Advanced reporting catalog
- Refund-backed first engagement
Pilot Risk-Reversal
First engagement, refund-backed.
At the end of the Scope phase, if you determine the engagement is not progressing to your satisfaction, AC5 Labs refunds the Scope phase fees in full and the engagement terminates with no further obligation. You retain the Scope artifacts produced through Phase 1: the Scope Acceptance Memo, the data-migration map, the role-based access matrix, and the reporting catalog.
We were formed in 2026. The platform pattern is one we know cold from past operating work; the public reference history on this specific service is still being written. The Pilot Risk-Reversal is how we make a first engagement safe for you to try.
What you keep at handoff
The operating asset, in full.
At every tier, the buyer owns the deliverables below. No seat licenses, no auto-renewals, no platform-access fees. After the contract term, you keep operating; you are not held by a renewal cycle.
- Full source code repository, configuration, and database schema
- Data migrated from your prior system, in your possession, in standard formats
- Administrator and end-user documentation, the data dictionary, and the deployment runbook
- A recorded walkthrough of the system
- One training session for your operations staff
- Documented credentials and any third-party API keys held in your name
Replace the subscription. Own the platform.
30-minute discovery call. Written, fixed-fee quote in 48 hours with the right tier and the right scope for your actual footprint. If a category we are not is what you need, we will say so on the call.