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Museums and Events: Simplify Your Booking Strategy

Now that venues are opening again, it seems like everyone wants to hold their event at your museum. Departments within museums often find themselves competing to book space for events that are equally important and equally support the mission of the museum. Ever gotten into an email war with your colleagues over who gets the gallery and who gets the adjacent lobby? With limited time and space, how do you prioritize who “wins” the most sought-after event spaces?

  A museum must have exhibits, it must have people who come to see those exhibits, and it must have money to sustain the mission. Most events at museums fit into these three categories:

  • Curatorial events that support the museum’s central mission
  • Audience development events that reach beyond the core audience to engage specific demographics
  • Revenue-generating events like fundraisers or space rentals to third-party organizations

Many museums book on a first-come, first-serve basis. But this becomes complicated, especially when space availability is hard to define without four walls and a door. You must factor in sound bleed, flow of traffic, or exhibits with sensitive content. Often, departments use their own systems to track schedules and different calendars.

So, how do you break down department silos and prioritize events? Ungerboeck solutions can help in the following ways:

  1. Define and share with staff members the criteria your organization uses to evaluate what events get space. Sharing criteria with the staff reinforces the idea that they’re all working toward the same goal and validates the equal importance of each department.
  1. Work within one centralized event and venue management system. Avoid the double entry or miscommunication that can result from departments working in separate systems. A centralized system ensures that everyone has the same information and is aware of important last-minute changes.
  1. Create a workflow to confirm events. Establishing a process that takes events from request to confirmation, execution, and settlement not only staves off territorialism but also minimizes double-booked or conflicting events.
  1. Develop a planned communication structure for event management. Identify what each department needs to know about events and have regular updates via email, meetings, or shared calendars like the ones generated from Ungerboeck.

Ungerboeck provides a holistic view of all events across an organization, while simultaneously making it easy to dig down into the fine details of each event. Give your staff the tools to turn their passion for your organization’s mission into exciting experiences for your communities.