Top five tips for planning resources efficiently

The secrets to a successful event are planning, preparation and delegation! If you can manage your time and resources efficiently, you will create unforgettable experiences for your audience.

One of the most important resources you need to consider when planning an event is your time. Reduce stress levels by managing your time efficiently and delegate tasks wherever possible.

Tip 1 - Make lists – whether digital, in a notebook, on the back of an envelope or in your mind. Lists can be used to plan a schedule, tick off remaining tasks, delegate tasks between a team and be shared amongst a team so that everyone is aware of the remaining tasks and how close to complete the event planning is.

Did you know that you can create task templates (called task sets) within ArtifaxEvent that you can use when creating similar arrangements in your calendar and allocate the tasks to individuals or user groups?

Tip 2 – Automate the sharing of information where possible. Most online project management tools allow you to automate the notification of completed tasks or the allocation of tasks. Don’t leave the sharing of information as a manual process where possible to reduce the possibility of miscommunication or no communication at all.

Did you know within ArtifaxEvent you can automate the sending of reports based on changes in resource requirements or send automate the sending of a regular report such as the Resource Usage report that could be sent weekly or the Resource Bookings with Changes report. This report emails the next few days of resource bookings to the Ops team and the report shows if anything's changed (e.g., new bookings, changed time, etc).

Tip 3 – Get a bird’s eye view of your resources when you have large quantities of equipment such as chairs and other furniture, AV equipment and even staff. Getting an overview of how many of each item is currently allocated and it’s required location can give you an overall understanding of the demand for that item. Is it under-utilised and not needed or over-utilised and you need to purchase additional items? In the case of staff, it can help to highlight occasions where temporary staff are required.

Did you know you can view reports such as Resource Usage, Room Usage, Staff Schedule and What’s On- List by Date with Resources within ArtifaxEvent. All these reports can help you get an overview of resource requirements for equipment, rooms, and staff.

Tip 4 – Configure your digital resource planning to what works best for you. Use filters, configuration options and settings to create your ideal digital planning environment. View the information that you need, how you like to view it.

Did you know you can customise the columns that you want to see, including custom form data, the order the columns appear and how/if they are coloured within ArtifaxEvent? Also, when editing resources, hold Ctrl down (cmd click for mac users) when clicking on the resource you want to edit, and it will open it in a new tab in your browser. You can have all the resource you need to work through open in separate tabs.   

Tip 5 – Let’s not forget your money is a resource too! Getting paid on time can help you budget better, pay your suppliers in a timely manner and improve cash flow. You did all the hard work now you need to get paid for it. Proper management of invoices is the key to success in this area, sending them out on time, having a process in place for chasing late invoices and managing incoming payments.

Did you know you can create custom invoice schedules for your resources, for example to automatically offset advanced deposits, booking confirmation and settlement charges? You can also set up Batch Invoicing which will automatically generate invoices that are due within a specified date range.

Lastly, a little bonus tip for you. Cut yourself some slack! As event organisers you tend to be highly detail oriented, organised people but trust me when I tell you no one will notice the little details like you will. Focus on the big picture and putting tools and systems in place like the ones suggested in this article. The result will be a happier team, resources used to their maximum potential and reduction of potential errors.

How to effectively use calendars to manage your events

Written by our Head of Products, Adam Pepper

You’re using ArtifaxEvent to capture everything that’s happening in one place, but a single source of the truth doesn’t mean that everyone has to look at the data in the same way.

Are you and your colleagues taking advantage of the many ways Artifax enables you to view and share calendar information? Make sure you’re using the most efficient tools for the job with our top five tips, and by signing up to our webinar where we’ll be taking a deep-dive into the Calendar module.

Same views? You lose!

How many of us have an array of knives in a block on the kitchen counter, but tend to use the same blade for most tasks and ignore the others? Guilty! But using the correct tools for each task provides significant improvements in efficiency once you know how to use them.

ArtifaxEvent has four radically different Calendar views, and everyone has their favourite – but if you stick with the same one for all purposes you’re missing out on time-saving opportunities, so it’s worthwhile familiarising yourself with them:

On your marks, get Settings, go!

Don’t settle for the defaults, tailor each view to your requirements by using the settings in the drawer to organise the data in the way its easiest for you to understand at a glance. For example, on the Graphical view:

Less really is more

Filters really are you friends. Use them to restrict the data you’re viewing to specific groups of spaces, or to events based on their properties. Just meeting rooms. Just bookings made by that customer who often loses track – or perhaps your own! Just bookings that have require catering. Just bookings that are pencilled or confirmed. Just opportunities where you or your team are managing the sale. Just comedy gigs – we all need a laugh!

Simply create an Event search and turn it into a calendar filter – and administrators can share them with other users so that everyone can start with a set of useful filters without needing to set up their own.

Get out what you put in

You’re viewing a calendar that’s showing you events or availability that you need to communicate to someone else? No problem! You can configure reports to be launchable from calendars. Run it, attach it, send it.

Sharing

The more accessible you make the data, the fewer queries you’ll get from colleagues about availability or their bookings, so find the ways that make it easy for them to access the data.

Of course the absolute best way to get efficiency out of your calendar is to make sure it is your ‘Single Source of Truth’. “If it’s not in Artifax, it’s not happening” is the mantra of many of our clients. To reduce the number of mistakes that can be made and improve your time efficiency you need to use ArtifaxEvent as the one place where everyone inputs the event details and the first place everyone goes to find information. Eliminate any other places where event info could be kept and really embrace the Calendar and its reports.

If you have staff members who aren’t trained on Artifax, you don’t have the reports you need or aren’t sure where to start, contact us about our Professional Services packages.

We will be doing a webinar with a deep dive into the Calendar functionality with tips and hints, sign up today.

Calculating the ROI of a Venue Management solution

Watch the above video for an explanation on how we can help you to calculate the Return On Investment you would get from implementing Artifax in your organisation.

Harder to calculate than traditional revenue generation software such as a ticketing system, Artifax helps to increase efficiency, save you valuable time and streamline data processes within your venue. And we all know time = money!

For a more detailed look at calculating the ROI for your organisation and your processes, contact us for a demo and a walk-through our ROI calculator based on your current procedures and timelines.

Rediscover festivals with your industry experts

We can all agree that the response of the art and culture sector to the Covid-19 pandemic was inspiring; from art centres turning into vaccination sites to museums delivering tours online, ensuring the public doesn’t miss out on the well needed entertainment and education. But for festival organisers the last 15 months have been particularly challenging, as most of them rely on the audience to deliver the art in-person. So what do you do as a festival manager when your only option is to take your event online?

We sat down with festival organisers Zen Bharmal from the British Film Institute and Michael Csar from Bregenz Festival to discuss the impact of lockdown on their organisations and the future of festivals.

Innovation driven by change

Online and hybrid events became a game changer for many organisations. They allowed the venues to reach audiences further than even before and be more inclusive.

For BFI, opening up their usually London-based film festivals to the wider audience helped expand their reach, but also allowed them to be more accessible for people with disabilities – which is a fantastic benefit of virtual events.

Zen agrees there is an appetite for the return of in-person events, but does it mean the end of virtual performances?

"My own personal view is that it's hard to put that back in the can. Once people know what they can access, to take that away from people would be quite difficult."

Zen Bharmal, British Film Institute

BFI took every opportunity to learn while delivering Flare, one of the biggest LGBTQ+ film festivals in Europe. With the London Film Festival just around the corner, staying agile provides a sense of comfort to organisers and attendees.

"For us it depends on people being in the venue. That’s what makes the experience and really represents the art in the way that it was intended. We are quite fortunate that we will always have the opportunity to pivot to the hybrid or digital model."

Zen Bharmal, British Film Institute

How can you drive safe return of in-person festivals?

Having the ability to turn to digital provides many organisation with a safety net, but it’s not “one size fits all”. For Bregenz Festival there was never an option of transferring into the digital sphere. After all, their unique location is part of the immersive experience and you simply can’t recreate that online.

So if virtual is not an option, what can you do to make sure your in-person event is safe for your audience, staff and partners?

Michael says there are two key things festival organisers should focus on: preparation and communication.

"One aspect is developing a health and safety plan and prevention plan: what do you do with the audience? How do you rehearse? How do you accommodate a chorus and orchestra working together without the risk of infection? Develop a plan and very clear guidelines of what you can do.

[…] keeping the relationship with artists, with partners, with official authorities alive and the communication going is very important... We invest a lot of time and energy in those relationships and the worst thing you can do is not keeping them involved."

Michael Csar, Bregenz Festival

Want to learn more? See the full conversation here.

Have the right tools for your festival management

Rescheduling your festival may cause a ripple effect, especially if you plan your programme years in advance.

Changing a single date means altering contracts and checking artists’ availability for several other events. It may feel like putting together a puzzle without a picture to guide you.

Our Artistic Programming module will help you manage those last minute changes, giving you a peace of mind now and in the future.

See it in action on Thursday, 9 September at 16:00 BST in our FREE webinar. Save your spot here.

Artifax Software - Artistic Programming module free webinar invitation - festival management

Zen and Michael use Artifax to deliver exceptional customer experiences. We can help you take your organisation to the next level. Book a free demo today and explore your opportunities.