Four Common Misconceptions About Event & Venue Management Software
Terry Salmon - December 13, 2019
Venue management software can help event venues with scheduling room bookings, programming performances and managing staff. At Artifax, we’ve been providing this kind of software for over 25 years, and despite the established success of our platforms—which are used by some of the biggest venues in entertainment around the world—many misunderstandings still tend to arise over its capabilities, advantages and drawbacks.
To help you navigate these conflicting ideas, we’ve chosen to address the four biggest misconceptions about event and venue management system:
Misconception 1: It’s only needed for large-scale venues
A lot of our clients are large venues with multiple spaces for hire, who are expected by their boards to take full advantage of every available square inch. Our software works well for them because it provides a one-stop solution where they can keep track of existing bookings and identify unfulfilled opportunities. These days however, even smaller venues are under pressure to monetise their operations as fully as possible, meaning that they can also benefit from venue management software.
One of the central principles for the software we produce at Artifax (and indeed, for any software as a service) is that it’s fully scalable—we manage the infrastructure and then depending on the size of database required, we simply input the appropriate values to generate the site for the customer. This means we can create a system that gives access to any number of users.
Misconception 2: It’s expensive
Anything of value is worth paying a fair price for, but because value can mean different things for different individuals, one person’s idea of expensive might be a bargain for someone else. Our aim is to ensure that the software we provide brings a clear reward for our customers, so that the money they spend is justified when looking at the end result. For instance, the specialised tasks that our system perform can save significantly on staff costs while also bringing in revenue that would otherwise be lost.
On top of this, we try to keep our pricing fair for customers of all sizes, with a basic platform fee for each system supplemented by a per-user price, making it affordable for smaller, single-user applications. Because the software is also highly scalable, it can easily be customised for clients with a whole range of operation sizes, so it will remain cost-effective even with a broader scope of use.
Misconception 3: Managing it requires constant effort
Any new software platform comes with an adaptation period that involves learning how to get the most out of it and adapting from old ways of working to the new functionality that the platform provides. Sometimes, if a software provider hasn’t taken the time to implement proper onboarding with a new client, or if a system has not been set up optimally for some reason, using it can require more effort than it should.
At Artifax, we take the time to fully teach our system to new customers, making sure that they’re comfortable with the software and that they know how to use its range of features in the way that best suits them and their business. In addition to having a range of capabilities built in, Artifax software is made to integrate with other systems; depending on the customer’s needs, this can occasionally get complex. Having said this, the basic functionality is easy to set up and can help to immediately reduce workload and avoid errors—and even with more complex tasks, once the client has taken the time to set it up and learn how it works, it will save, not demand, time and effort in the long term. In any case, because our system can do so many different things, the benefit a customer gets out of them will reflect the effort they put in to begin with.
Misconception 4: It will replace people in the organisation
The idea of people’s jobs being taken over by intelligent machines is a scary prospect for many people, but a lot of these fears are based on horror stories that people hear from other industries or futurists. This can make them afraid of any technology that claims to improve organisational efficiency.
As mentioned, the more a customer puts into our system, the more they’ll get out of them—and Artifax software requires human input to work as effectively as possible. It is a tool that can be used to enhance the way an organisation works, not a sentient system that can replace individual people and take over a company. In fact, if it’s championed and used to its fullest potential, it will only help employees to do a better job, enhancing the organisation’s operations and bringing success that can lead to more job creation!