Case Studies

Galleries & Museums

  • The National Gallery, London

  • Aukland Museum, New Zealand

  • The Royal Pavillion, Brighton

  • Cleveland Museum of Art, USA

  • Ashmolean Museum, Oxford

  • London Transport Museum

  • National Portrait Gallery, London

Museums face operational challenges that require a truly flexible solution. Events might take place in a single space, or move around the building. Public spaces might have a private event taking place within them. Some galleries might only be accessible via others, and some might be unsuitable for noisy activities nearby. School visits can mean that coach parking spaces, lunch room usage and education resources need careful scheduling, and may only be possible at pre-set times. In common with other ArtifaxEvent clients, a museum also has requirements for corporate and special events, and might also organise performances.

ArtifaxEvent is used by museums across the world, from small but busy sites to large venues with collections of national importance, extensive education and outreach programmes and a full calendar of corporate events.

A university museum was awarded funding to introduce systems for the collection and submission of visitor data that went well beyond what they had traditionally captured. It asked for a much more detailed breakdown of visits by schools and young people in education, and individual adult and community groups’ participation in their activities. It was important that they avoided a dependency on bespoke software, and approached Artifax for help. The result was that they exploited the system’s flexibility to make it work in areas which were not foreseen at the outset, and ArtifaxEvent is used organisation-wide.

For the first time we have a comprehensive database underpinning all of our activities

Sector Challenges:

Related Spaces – When one gallery is overlooked by another, or must be passed through, ArtifaxEvent will warn you of bookings that might be affected. You might also need to be notified about noise transference, or need to manage spaces that can be subdivided.

Tracking Usage – ArtifaxEvent can remove the burden of collating statistics for stakeholders by producing reports on how your museum is being used, and by whom. Easily generate breakdowns of guided or self-guided tours, workshops, seminars, lectures and events, by age range of attendees or target audience or by department.

Schools and Tours – A school visit might include multiple groups of students and staff, with a simultaneous schedule of tours and workshops. Manage their schedule including parking, assembly, activities, lunch, and departure; book the required staff, education packs and merchandise; generate booking confirmations and invoices, and build templates in ArtifaxEvent to make the process as fast and efficient as possible.

Sharing Information – Produce and distribute function sheets, daily briefings and weekly schedules across your organisation manually or automatically, and push directly to staff calendars, to ensure that all departments are kept up to date.

Requirements:

The primary objective was the ability to generate KPI reports in a specific format in order to satisfy funding criteria. Our consultants worked closely with key users in order to ensure that configuration and workflow captured the correct data, and helped them to specify custom reports that presented the data in the exact format they required.

Data entry had to be fast and straightforward. Many staff were casual or volunteers, and were moving from paper or rudimentary spreadsheets and documents. The museum was keen to ensure that the application and any training was not intimidating. Using familiar terms for fields, setting up templates and a skilfully crafted implementation plan ensured success.

Some spaces in the museum were reserved for exclusive use by a particular department, and there was concern that the transparency of a collaborative system might result in chaos or frustration. Flexible security rules enabled the museum to ensure that bookings could only be created in appropriate spaces, and eased the transition from separate calendars.

Having a single record to represent a person who could be a teacher, parent, researcher, visitor and member was an exciting opportunity for the organisation. ArtifaxEvent’s CRM backbone provided exactly that, with an easily viewable history of all the records to which that person or organisation is linked.

All bookings to any room (conference room, seminar room, reading room, studio, etc., including venues for family events such as the garden) are handled in a standardised way, thus simplifying much of our administration and cutting down on duplicate paperwork.

Features for this Sector:

Room Equivalences – Avoid accidental clashes by building relationships between spaces.

Templates – Save time by using templates for bookings that follow a set pattern, then adjust as required.

Attendees – Record organisations, individuals, or groups of people as attendees on exclusive and non-exclusive events. You can even track their status and manage a waiting list.

Published Calendars – Configure calendars that can be shared with other applications, such as Microsoft Outlook, Google Calendar or your website.

We were impressed with the non-technical and user-friendly approach to the training, which offered us considerable flexibility in designing the system to reflect the uniqueness of our organisation.

Curious how we would help you configure ArtifaxEvent to suit your needs?

Contact us today for a demo

We find ArtifaxEvent to be an excellent system. It easily helps us manage bookings for private hire events from the initial enquiry stage to the production of a final invoice. Over several years we have been able to build in new systems which have further improved our efficiency. The support staff are great - prompt to respond and always willing to assist. I couldn't do my job without it.

Tom Deller, Corporate Hospitality Manager, Bath’s Historic Buildings

Bath & North East Somerset Council

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