Stay ahead of venue contract renewals
Every Monday, WebRun opens Planning Pod, checks every venue contract for terms expiring within 60 days, logs each one to a Google Sheet with the current rate and expiry date, and drafts a renewal inquiry in Outlook to the venue for your review, so a preferred rate or date is never lost to a missed deadline.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I stay ahead of venue contract renewal deadlines?
WebRun opens Planning Pod every Monday and checks every venue contract for terms expiring within 60 days. It logs each one to a Google Sheet with the current rate and expiry date, then drafts a renewal inquiry to the venue in Outlook and leaves it unsent for your review, so a preferred rate is never lost to a missed deadline.
- No preferred venue rate is lost to a missed renewal deadline
- Every upcoming contract is logged 60 days out with its terms
- Renewal outreach is drafted and ready, never sent without review
Built for event planning firms · venue relationship managers · corporate event procurement · wedding and event planners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app2.planningpod.comin a real browser with your saved login - no setup, no API keys. -
1
Planning Pod - check venue contracts nearing expiry
planningpod.com How to Automate Planning Pod
WebRun opens Planning Pod to check venue contracts nearing expiry. - Open Planning Pod and go to the Contracts module for each venue partner
- Filter to contracts with a term expiring within 60 days
- Capture the venue, current rate, expiry date, and any auto renewal clause
Done when Every venue contract expiring within 60 days is listed with its terms.
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2
Google Sheets - log the renewal window
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log the renewal window. - Open the Venue Contract Renewal tracker sheet
- Log each contract with its expiry date, current rate, and auto renewal status
- Sort by expiry date, soonest first
Done when The tracker sheet reflects every upcoming venue contract renewal.
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3
Outlook - draft a renewal inquiry to the venue
microsoft.com How to Automate Outlook
WebRun opens Outlook to draft a renewal inquiry to the venue. - Draft a short renewal inquiry to the venue's contact asking about terms for the next period
- Reference the current rate and contract expiry date
- Save as a draft in Outlook. Leave it unsent, since contract terms need your review before going out
Done when A renewal inquiry draft is waiting in Outlook for every venue contract nearing expiry.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the renewal inquiry to the venue without me?
No. WebRun only drafts the inquiry in Outlook and leaves it unsent. Contract terms need your review before anything goes out, so you send it yourself.
How far ahead does it flag a renewal?
By default it flags contracts expiring within 60 days, enough runway to negotiate rates. That window can be adjusted in your run settings.
What if a contract auto renews?
It reads the auto renewal clause captured from Planning Pod and notes it in the tracker sheet, so you know which renewals need action and which will renew on their own.
Related templates
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