Running a venue means juggling hundreds of details. Events, staff, volunteers, equipment, and audiences. With so much at stake, even a small scheduling mistake can cost thousands in lost revenue every year.
Here are the five most common pitfalls and how Artifax helps you avoid them.
1. Still Using Spreadsheets
Spreadsheets are useful, but they weren’t designed for complex venue scheduling. Multiple versions get saved, updates are missed, and suddenly two events are booked into the same space.
How Artifax helps: With Artifax, you get a single, centralized schedule your whole team can access. Everyone sees the same live version, cutting out duplication and preventing double-bookings.
2. Forgetting It's About People, Not Just Spaces
When scheduling only focuses on rooms, staff and volunteers often get overlooked. The result? Overtime payments, cancellations, or gaps in coverage.
How Artifax helps: Artifax links people and resources directly to your events, so you know every role is covered and nothing falls through the cracks.
3. Skipping Turnaround and Setup Times
It’s easy to underestimate how long it takes to reset a space between bookings. Rushed turnarounds lead to stressed teams, extra costs, and technical errors.
How Artifax helps: Artifax lets you build buffer times into every booking, so setup and changeovers are planned in from the start.
4. Not Sharing Changes Quickly Enough
Last-minute changes happen, but if updates aren’t communicated to everyone, chaos follows. Missed emails and out-of-date versions mean teams are working with the wrong information.
How Artifax helps: Artifax updates in real time across departments. When one team makes a change, everyone sees it instantly. No confusion, no missed details.
5. Underestimating the Cost of Errors
A double-booked hall or an under-staffed performance might seem like a one-off, but these mistakes add up — in lost revenue, wasted time, and reputational damage.
How Artifax helps: Artifax provides reporting and insights that show where errors are costing money. That means you can tighten processes, reduce waste, and make smarter decisions.
Final Thought
Scheduling mistakes don’t just cause stress, they hit your bottom line. With Artifax, venues cut errors, reclaim staff time, and deliver smoother, more professional events.