Venue Managers: Share the Workload

Anne Choe - August 23, 2018

Running a venue is more than a full-time job, in fact, it’s much more like parenting, because you’re always doing it.

A venue manager’s office hours are filled with responding to inquiries, marketing the venue, fielding questions from other departments, and managing vendors and staff.

Off-hours are filled with liaising with clients, putting out fires, and general fretting. How many middle-of-the-night, shoot-up-in-bed panicked moments have you had? “Did I remember to tell the house manager that the wine delivery was coming through the stage door at 6 a.m.?” “Did Oscar tell me that the building was closing early on Friday or Saturday?” “Did I get the general liability insurance certificate from the client with the pyrotechnics and the tequila sponsor?”

As a venue manager, you are no doubt capable of doing everything—but sometimes not able to do everything. Since you already have coping mechanisms to deal with work-life balance, I won’t suggest any of those, but I will suggest the next best thing: sharing the load.

Sharing the load means effectively distributing information so that life will carry on even when you run off after winning the lottery.

To manage the various operations required to effectively run your venue, most Venue and Event Management systems, including ArtifaxEvent, have a built-in process for managing tasks.

Venue Managers: Share the Workload

But if you’re cobbling together a system on your own, there are two questions that need to be answered:

1. What needs doing?

2. When does everyone need to know?

1. What needs doing?

Knowing the sets of tasks specific to every event at your venue may seem like second-nature to you, but having a written-out list of tasks for others to reference is crucial to the successful operation of your venue.

ArtifaxEvent allows you to create a set of tasks and automatically apply them to events.

These task lists allow your venue to be functional even when you’re out of the office. Whether you’re consuming chicken soup and NyQuil in bed or consuming pina coladas on a beach, those tasks cannot remain undone! The organization still needs to know the date each task needs to be completed and whether the person assigned to that task is available to do it.

Write that task list down, put it somewhere that everyone who needs to know about it can access it, and —if you can—associate those tasks with events, dates, and/or people. Put checkboxes next to each one and check them off as they’re completed. Not only is this process incredibly satisfying, but it also lets other people know what’s been done and what still needs doing.

2. When do we need to know?

A set of tasks that is communicated to only you is fine when you’re impervious to stress and illness, but let’s assume you don’t fly around in an invisible jet and have bulletproof wrist cuffs. Do yourself a favor and give those around you the holistic view and the ability to prioritize.

The ability to search by date of the task or person assigned is crucial to the architecture of your process. It will make it easy to identify and pass on to the next person (or army of people) for execution. A system that off-sets the due date and start date of a task based on either today’s date or the date of the event is invaluable.

Here’s how ArtifaxEvent allows you to see the details of each task:

As disaster scenarios lessen and you gain a little clarity, you’ll find that establishing a way for other people to share the responsibility of managing the venue and events provides a better experience for everyone: clients, attendees, staff, and you. You might even find yourself with some spare time to binge-watch a few shows. Feel free to email me for show recommendations - or to talk about ArtifaxEvent.

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Anne Choe's avatar


Anne Choe

Prior to joining JCA in 2011, Anne had a varied career in opera singing and production, venue management and professional basketball marketing. Anne is an avid reader and podcast listener, but also tries very hard to keep the family’s 4 goldfish alive (there used to be 5).


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