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Finding Success with Event Management Software

How to get what you need to make your job easier.

If you plan and produce events, I'm sure you've taken on (and earned) the title of superhero. Event management takes a special skill set: the ability to do a lot with very little.

It's no wonder that people make do with Post-it Notes, Excel spreadsheets, Google Docs, and lots and lots of coffee. Events are executed successfully, but what the executive team of your organization doesn't see is the hard work and Rube Goldberg machine of systems you've created to do your job effectively.

Event and venue management software can be time (and sanity) savers, especially for non-profit organizations, but are a hard sell in a way that software like Point of Sale isn’t because the return on investment is difficult to quantify in dollars. So how do you get upper management to invest in something that has so many benefits that are hard to define?

Here are some tips on how to get that line item approved in the budget.

Figure out where you fit in the bigger picture.

Most people who are interested in venue management software need to deliver on things that happen in a certain space at a certain time, and all the things they need to make it happen. For most cultural institutions like performing arts centers and museums, that pretty much defines your existence – which is why the successful execution of events is mission critical.

Increase efficiency with a centralized system

If you are managing your room and resources in a decentralized system, then getting stakeholders from other departments shouldn’t be hard. If you do an assessment of all the organizational touch points that take an event to its first entry into the calendar all the way through the settlement, you’ll find a lot of people who will be grateful for more shared information and greater ROI and efficiency.

Focus on areas of improvement.

Better communication. No more checking multiple calendars to avoid potential conflicts. This is particularly useful for events that occur in the future. Ungerboeck simultaneously centralizes the information but categorizes them by status. This is particularly useful for events that are in the planning stages but not confirmed. Ungerboeck sets the stage for creating a workflow that manages holds and quickly identifies the “owner” of a particular booking.

Furthermore, there’s no more hoping a task has been completed or wondering if the task has been communicated. Ungerboeck filters information so users can send the specific tasks for each requirement to the person who needs to complete the task, making it easy to know when they’ve been completed and what’s still pending. Perhaps more importantly, it serves as a central repository for the latest event changes and requests so that operations can trust that the information at their fingertips is the most up to date, and important information isn't sitting in their coworkers’ inboxes.

Less duplication of effort. No more taking information from one calendar and duplicating it in your own department calendar. Prior to implementing Ungerboeck, many organizations were manually creating a separate calendar for each department to capture information like IT setups or operations information and re-entering it in another document like a work order.

Fewer overlaps. No more overbooked resources or conflicting events. Ungerboeck provides a complex level of overlap checking which encapsulates more than just whether there is an event taking place in that particular room at the same time. Notices can highlight other potentially clashing elements like sound bleed, traffic flow, street closures, and other events which are not specific to the venue but can affect event attendance such as public holidays and sporting events. The system can also warn users when there isn’t enough turnaround time in a room or if you’ve overbooked your resources.

Better reporting. No more manually counting and adding up figures. Numbers like estimated attendance or potential revenue can be calculated and centralized in Ungerboeck. You can also use it to gain statistical data, which helps forecast for future programming and provide information for funding and grant writing purposes.

And there’s no more mystery around cost versus revenue. Ungerboeck can track revenue for your events and costs. As you continue to use Ungerboeck, you’ll start to see not only the ROI on marketing efforts in terms of the number of inquiries and qualified leads, but also get a holistic view of revenue versus costs for each event and each type of event. Ungerboeck tracks lost revenue to help you understand the indirect costs of the programs and other events, which can inform decisions like the public programming scheduling or the impact of donating space.

Do your research and present options. Ask your peers at other organizations and non-profits in your area and across the country. LinkedIn can be helpful, but you can also use professional organizations like IAVM. Ticketing systems like Tessitura usually have a user community that lists partner vendors since the requirements are often intricately linked.

Every superhero needs a techie sidekick to help them save the day. Let Ungerboeck be yours.