What is Production and Event Management Software and Why… | Ungerboeck

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What is Production and Event Management Software and Why Does Your Performing Arts Center Need It?

Performing arts centers are complex operations with a mission of bringing a community together and fostering an appreciation of the arts. At the intersection of this mission and the people who make it happen sit systems for organizing productions and events, managing processes, generating revenue, information storage, and communication.

Production and event management software combines all the moving pieces. It seamlessly tracks accurate information about performances, special events, workshops, and other programs by highlighting the spaces required, the timeline of events, and the people, services, and equipment booked, and (in some cases) what is charged for them.

 Every activity in your organization that gathers people to attend an event – whether it is a concert, theatrical production, education workshop, or internal meeting – will go through five phases in its lifecycle: Planning, Scheduling, Producing, Executing, and Analyzing. Our software solutions are designed to create a cohesive flow through each step.

Here’s how:

  1. Planning: Provides a centralized repository for information about an event, even before it has a date or a space, within the context of other future planning, possible conflicts, budgeting and programmatic curation.
  2. Scheduling: Roots the event into a date, time, and place while assigning event statuses to provide flexibility to make changes and accept multiple holds on a date.
  3. Producing: Details the timeline of events and tasks such as set up, rehearsals, sound checks, and loadouts. It also tracks the schedule of equipment, people, services, and other resources with associated rates and overbooking warnings.
  4. Executing: Organizes and communicates the necessary elements leading up to the event all the way to the last audience member exiting the hall.
  5. Analyzing: Compiles and reports on key information to give you both a bird's eye view of your organization's activities and trends, as well as the minute details needed in settlement.

Having a centralized system allows you to be creative in your planning without overstretching, helps you anticipate bottlenecks, eliminates double entry and inefficiencies, and gives you an accurate picture of your organization's financials, statistics, and demographics so that you can complete the circle and plan for the future.