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3 Min Read

Wanted: The Person Who Changed My Event

You’re hot on the trail of that evil villain – the one who made a change on the master calendar to your event! You've interviewed all the suspects. It wasn't Laura in Production. It wasn't Mike in Accounting. It wasn't even Becky in Membership.

It’s impossible to know who the culprit is in this case. If you're a frequent sleuth of this type of mystery, you're likely the victim of a labyrinthine process that requires you to spend more time on who made the change, and not enough time on the nature of the change, plus all the things you need to do to exact that change. This generally happens when there is either one master calendar that everyone in the organization has equal read/write access to, or multiple calendars over which each department has a tyrannical reign but are treated equally by the organization. In either scenario, changes can be damaging to your stress level because it's requiring a lot of last-minute running around and an overload of information that you can't filter.

Event and venue management systems like Ungerboeck provide a number of safeguards against the damaging effects of changes and the tools to mitigate the need for future investigations.

Does it take less time to file your taxes than it does to request an event?

Many organizations use a booking request form that’s difficult to complete. This form is then distributed to everyone who ever needed to know anything about the event. Details about when, where, and for whom are treated as equally as whether there will be open flame or if an artist requires brown M&Ms in their dressing room. If you don't know the answer, you might leave the “Open Flame” box unchecked, thinking you'll come back to it… or until your fire guard tracks you down to ask why your rental client's publicity photo features a wall of flame.

Ungerboeck creates a workflow for people to easily request an event and filter crucial information to be completed as it becomes available. An unchecked box next to a "Ticketed" field can either mean "No" or "I don't know right now." That distinction is increasingly important as the date of the event gets closer.

Not all changes are equal.

A 30-minute change in the start time of an event that takes place next week is very different from a change in time to an event that takes place next year. Ungerboeck has a robust method of tracking changes without bombarding you and your colleagues with information. You can set up dashboards and favorites with parameters limited to events that take place in the next two weeks, along with critical information for users and coworkers so they can be notified to take the next steps.

The butterfly effect.

Does this scenario sound familiar?

"All I did was request five more tables! I didn't know we didn't have five tables to spare because all our tables are being used by Juan in Education. So, Laura in Production ordered tables from a third-party rental company, but the loading dock wasn’t available when the party rental company was going to deliver. So, Ying in Security had to hire an extra security guard at double time. Now my tables cost three times as much as I told my client Chevonne they were going to."

The good news is that Juan, Laura, and Ying will probably forgive you. The bad news is that Chevonne probably won’t, and you’ve lost her business.

But the best news is that there are event and venue management systems like Ungerboeck configured to account for all these extenuating circumstances and minimize the potential that everyone will be angry with you. Ungerboeck’s solutions offer safeguards against unnecessary confusion and unauthorized changes that make event planning simpler and smoother for everyone involved.