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WANTED: Who changed my event?!

Anne Choe - May 25, 2018

You’re hot on the trail of that evil villain—the one who made a change to your event on the master calendar! 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!

Unfortunately, I don’t know who the culprit is in this whodunit. If you’ve become a master sleuth of this type of mystery, you’re likely the victim of a labyrinthine process that requires you to spend more time finding out who made the change and not enough time doing all the things you need to do to enact the change.

This generally happens when there is either: A) one master calendar to which everyone in the organization has equal editing access or B) multiple calendars over which each department has a tyrannical reign but the calendars are treated as equally accurate.

In either of these scenarios, calendar edits can be damaging to your stress level because they either require a lot of last-minute running around or an overload of information that you can’t filter.

Event and venue management systems like ArtifaxEvent provide a number of safeguards against the damaging effects of untracked changes and can be useful tools to mitigate the risks of future investigations.

WANTED: Who changed my event?!

Track event changes without the sleuthing work

You’re going about your day, doing your normal morning check-in on your event calendar, and you notice something off… the time of an event has changed in your event calendar, but you have no idea who did it and you don’t recall what the original time was. This could mean hours of detective work asking around the office who made the edit, and looking back in all your documents to see if you had noted the original time somewhere.

Thankfully, there’s a far better way to see the trail of event changes.

One of the most popular reports amongst Artifax clients is the “changes report”. This report lists changes made to events in the past 24 hours, including what the original value was, what the new value is, and—in some cases— who made the change. The “changes report” can be scheduled for delivery to a specific group of users and parameters can be set to limit how far into the future the report should look, and what types of changes it should flag so that recipients can take the appropriate next steps.

Not all event details are created equal

Many organizations use some kind of booking request form that is distributed to anyone and everyone who needs to know any detail, large or small, about the event. Significant elements of the event, such as the when, where, and for whom, are given the same weight as technical details, such as “the event features an open flame on stage” or “this artist requires brown M&Ms in their dressing room”.

Often, if you don’t know the answer, you leave a box unchecked thinking you’ll come back to it (or your fire guard tracks you down to ask about why your rental client’s publicity photo features flames on your stage).

The Artifax team has the experience to know that an unchecked box next can either mean “No” or “I don’t know yet” and understands how that distinction is increasingly important as the date of the event gets closer. When looking at an Excel spreadsheet to manage your events, all empty cells look the same. In ArtifaxEvent, though, event managers can flag crucial information about their event that needs to be entered as it becomes available. This ensures that important event elements don’t get lost in the shuffle with the thousands of other details involved with putting on an event.

The butterfly effect

“All I did was request 5 more tables! What I didn’t know was that we didn’t have 5 tables to spare because all our tables were being used by Juan in Education. So Laura in Production ordered tables from a party rental company but the loading dock was not available at the time the party rental company was going to deliver. So Ying in Security hired an extra security guard at double-time. Now my tables have cost us 3 times as much as I’d told my client Chevonne they were going to.”

The good news is that your colleagues, Juan, Laura, and Ying will probably forgive you. The bad news is that your client, Chevonne most likely will not. The best news is that there are event and venue management systems like ArtifaxEvent that can be configured to account for all these extenuating circumstances to minimize the potential that everyone will be angry with you.

Coming soon in The Mysteries of Event Management

“Who left the event hold on the calendar for 3 months?”

Anne Choe's avatar

Author

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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