Case Study

The Innovative Software to Manage and Automate the Entire Event Management Lifecycle

Introduction

This case study explains the need for robust business process automation in the domain of theaters, auditoriums, and other performing arts to automate the complex event management lifecycle. Also, it elaborates on the challenges faced due to the lack of digital technology along with the solutions to those challenges that can be solved by a robust event management system.

Challenge

The Live Events sector has played a vital role in our arts culture throughout the ages by presenting thrilling and dynamic performance arts to an audience craving for live theater, concerts, magic shows and more. Those who are lucky enough to work in this sector take great pleasure in hosting and delivering events for ticket buyers, and they have the skill and passion required to bring Broadway, live music, comedy, and other performance arts to their communities. Industry pros thrive on the stress and pressure required to be ready to perform once the doors open and the curtain rises.

Behind the scenes, though, is a different story. Many firms in this industry struggle to handle the back-office chores necessary to make these events happen with a system that is cumbersome, bulky, manual, closed off, inflexible, unintuitive, and difficult to grow. The systems at their disposal are frequently an obsolete software used to manage a booking calendar and possibly client information, with severely limited capabilities and access allowed to a select few, and/or manual files dispersed around the firm.

Furthermore, accomplishing more with less overhead and lowering operational expenses is a universal problem that we all confront, especially in the aftermath of the Covid-19. For far too long, many businesses have suffered with obsolete technological solutions and/or manual processes that no longer meet the dynamic and evolving needs of today’s live events sector.

As a result, event information is frequently dispersed and stored in many locations, including excel and word documents, hard-copy files, and the general ledger. The absence of a unified system of record leads in archived event details that do not correspond with the event financials.

When a promoter requests a list of open dates, your staff spends hours searching for the most recent booking calendar, gathering all the scattered notes they have, and then manually typing out a list of available dates. When the CEO requests a schedule of shows for the next twelve months, a list of new contracts signed this quarter, or a calendar of empty/dark theatre days. It frequently entails reviewing multiple sites where information is stored, including hard-copy paper files, and then creating a manual response.

Furthermore, other departments lack accessibility to the event calendar and rely on others to supply the most recent and accurate event dates, yet due to the manual method of keeping the calendar, the information is frequently obsolete as soon as it is shared.

Need For A Comprehensive Venue Booking And Event Management System

Your event site has a lot of event income potential. However, in order to fully utilize your property as an event venue, you must have a cost-effective and efficient system in place to schedule rooms, manage event details, and communicate with potential clients.

If you’ve tried paper calendars or spreadsheets, you’ve probably learned that they can’t accomplish everything. Writing down the space, client, and time is insufficient; you may have even tried though “venue booking systems” and discovered the hard way that you require a more sophisticated venue booking and event management solution.

Solution

An End-to-End Event Management Software to Solve All Event Management Challenges

Event Management Software by Al Rafay Consulting was developed to provide a new, streamlined, and dynamic solution to the performing arts industry. Innovative technology combined with a simplistic design result in a configurable solution that is intuitive, versatile, and simple to use.

The software platform addresses the global challenge of decreasing resources (human capital and cash) while increasing demand for efficiency, transparency, and collaboration by bringing together artistic programming, planning, management, accounts/finance, the front house, and venue operations staff in a centralized and dedicated platform.

Make Your Next Event Stand Out From The Crowd

In the competitive venue marketplace, you must have a competitive advantage to distinguish out from the various options accessible to your clients.

You must meet, if not surpass, your clients’ high expectations
You must work efficiently while keeping costs down
You must conduct events flawlessly, with no glitches, or your venue’s reputation may suffer

Event management software by ARC provides you with the competitive advantage. Event managers can now experience the advantages of adopting a single, centralized system that includes all of the functions you require in venue management software.

Your team members will be able to find the information they require directly on VenueArc’s user-friendly interface. You don’t have to worry about miscommunications or mistakes caused by outdated information when you use VenueArc as the single, authorized source of data that is updated in real time as you work. Personnel can go over allocated duties, event needs, equipment setting, catering menus, and other details. The usage of multi-level user permissions ensures that only the appropriate persons see the relevant information.

It is more than simply calendaring software; it is an entire event venue management system, complete with reports and analyses. VenueArc keeps a complete archive of all venue, booking, and client data, which is important for evaluating ongoing operations and envisioning the future.

It instantly centralizes the data you need for crucial decisions, such as estimating future income and venue usage, due to built-in reporting. As a versatile event management software solution, it can be adapted to any type of venue or event. Management-controlled options allow you to tailor it to your company’s needs, while multi-layer user permissions ensure that only the right individuals have access to important data and settings.