How CCAE strengthened collaboration and efficiency across departments with ArtifaxEvent.
Overview
The California Center for the Arts, Escondido manages a year-round program of concerts, theatre, visual arts, and community events. As activity expanded, so did the need for a reliable digital system that could coordinate multiple departments. By adopting ArtifaxEvent, the Center brought all its scheduling, communication, and reporting together — giving staff real-time access to information, even when working remotely.
The Challenge
The Center’s busy schedule spanned concerts, conferences, education, and civic events, all managed by multiple departments. Siloed tools and manual processes made it difficult to track bookings, resources, and communication. Leadership wanted a shared platform that could simplify scheduling, centralise data, and make information accessible across the organisation — wherever staff were working.
The Solution
CCAE implemented ArtifaxEvent, giving teams one secure system for event planning, resource allocation, and reporting.
- Central Calendar: All events, hires, and rehearsals visible to every department.
- Integrated Reporting: Instant insights into usage, income, and availability.
- Remote Collaboration: Cloud access allowed programming, operations, and technical teams to stay connected and coordinated from any location.
- Automated Communication: Task assignments and updates replaced manual email chains, ensuring consistency and accountability.
The Results
The new system transformed day-to-day coordination. Staff could plan and adjust schedules in real time, managers had instant access to reliable information, and reporting that once took hours could be generated in minutes. Even as working patterns evolved, CCAE maintained clear oversight of every space, event, and resource.
Key Outcomes:
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Unified workflows and calendars across departments.
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Faster response times and fewer scheduling errors.
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Improved reporting and decision-making through centralised data.
Client Testimonial
Being sent home at the beginning of the pandemic was a scary time for all of us. We weren’t sure how to work from home or if it was even possible. With ArtifaxEvent, we were able to be productive right away. We tightened up our processes even further and started relying more heavily on document storage and finances. If we did not have a complete system, our department most likely would have fallen apart and become impossible to manage outside of the office. We will forever be grateful to ArtifaxEvent."
Why It Matters
CCAE’s experience shows how cultural organizations can build resilience and efficiency by adopting a single system for all operational data. With ArtifaxEvent, teams can adapt to change, collaborate seamlessly, and focus on what matters most — delivering creative experiences to their communities.
See Artifax in Action
Explore how our venue and event management software helps you simplify scheduling, streamline operations, and deliver standout experiences — all in one place.