Case Studies

Performing Arts & Festivals

  • The Royal Albert Hall, London

  • The Barbican Centre, London

  • Shakespeare's Globe, London

  • Harbourfront Centre, Toronto

  • Glasgow Royal Concert Hall, Scotland

  • Sage Gateshead, Newcastle

  • Los Angeles Music Center

  • Royal Opera House, Oman

  • Wales Millennium Centre

  • Royal Shakespeare Theatre, Warwickshire

  • Walker Art Centre, Minnesota

  • Watershed, Bristol

  • Auditorio de Tenerife, Canary Islands

  • Winter Gardens, Blackpool

  • Birmingham Hippodrome

The first organisations to use ArtifaxEvent were concert halls, theatres and performing arts centres.

Decades later, the requirement for flexible software, powerful reporting and first class support is even more acute. Venues have been refurbished, rebuilt or reconfigured in order to maximise income from commercial events, audiences and programming have become more diverse, and learning and participation has gained a new focus. When competition for space is high, efficient and effective communication is key.

One of our long-standing clients is a regional theatre. Their unsubsidised venue averages over 500,000 visits annually making it the most popular single auditorium in the UK. With no public revenue funding, it is home to two resident dance companies, presents all of an opera company’s repertoire, welcomes the best in international dance, West End and Broadway musicals and is home to the world’s biggest pantomime. They recognised that they needed software that could keep pace with their ambition, and to equip their staff with the toolkit to do so.

ArtifaxEvent is enabling us to streamline our workflow across the organisations, providing more collaboration between departments and a central point of information for both on-site and off-site events. It is increasing productivity within our conference and events team.

Sector Challenges:

Not-for-Profit Registered Charity – ArtifaxEvent eliminates activities that don’t add value, such as manually typing in prices, printing hundreds of unnecessary pages of documentation on a weekly basis and creating fields for non-normalised data.

Collaboration - ArtifaxEvent provides a central calendar, with flexible permissions to control who can view and edit bookings. Tasks, checklists and scheduled reports ensure all staff keep up-to-date. A central repository for all data provides a single source of truth.

High Demand – Configurable sales process stages and event statuses enable an unlimited number of enquiries for a date, and all user actions are tracked in ArtifaxEvent’s audit trail.

Changing Requirements – Arts organisations need to be creative in order to meet their financial and artistic objectives. ArtifaxEvent places control of configuration in the hands of the organisation, and modules can be enabled for specialist functionality when you need it.

Requirements:

The focus of the project was on efficiency and data quality. The organisation needed access to good data, which they recognised would not be possible until it was easy to capture.

Improved communication between the Conference and Events, Technical, Administration and Finance teams was essential, reducing the amount of research required to answer a question and cutting the reliance on email.

Standardised processes were needed to eliminate holes in knowledge sharing between employees. They needed to be intuitive to minimise training and prevent it being diluted over time.

Staff needed to understand and take ownership of configuration and collaborate on its evolution. The organisation needed to avoid the risk of the software and processes only being understood by a single member of staff.

Because we can now rely on accurate data, we have started to include statistical information in board reports that are produced, as well as making more informed, pro-active decisions.

Features for this Sector:

Graphical Calendar - Allows you to colour-code your various activities. The user can create their own favourite rooms, spaces or activities and either save them and/or share them with colleagues.

Custom Forms – These give the organisation the flexibility to capture their customer’s requirements without keeping them on the phone for an excessive period of time.

Event Activities and Statuses – The client was able to set up event activities and statuses for their exact requirements, enabling the creation of operational reports and KPIs – saving hours of effort and, for the first time, providing accuracy.

Deals – Build a seating plan to record capacity and forecast for each area and ticket type, and configure deals that handle splits, guarantees, fees and contras of room and resource charges for multiple parties. These can be applied to different performances and, when combined with imported ticket sales data, can produce a settlement for the show.

ArtifaxEvent provided a solution configured to meet the needs of all departments, but remaining easy to use.

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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