By Grace Sansom (Marketing Assistant)

We may have started in 1986, but by no means are we stuck in the past! In fact, it’s our decades of experience in the arts and cultural community that drives our technological advancement and what forms the basis for our passion for our industry. We are constantly refreshing our skillsets and  developing the potential capabilities of ArtifaxEvent and ArtifaxAgora. We’re a company dedicated to excellence in our software solutions and our staff’s self-development. In this article, we’ll delve into the ways in which Artifax stays up-to-date with, and relevant to, industry needs and how we're an investment that works hard for you at every step.

Quarterly Product Updates

ArtifaxEvent updates every quarter! Each update is built with innovation and best practice for our clients in mind. We are constantly striving to develop the best product we can. Our Product Specialists have years of experience working in the arts and cultural sector and now spend their days at Artifax working with our incredible community of industry professionals. They know what our users need and this is fed back to our teams of developers. ArtifaxEvent is built by creatives for creatives, and our quarterly updates mean we evolve with this in mind. We don’t just recognise the importance of innovation, we embody it.

Before each update launch comes a What’s New Webinar with the dedicated focus of informing our community about what’s to come. All users are welcome to join, listen, and watch as our experts present the highlights of our latest product update and the changes they can expect to see in the next release of ArtifaxEvent.

Knowledge Sharing

Learning from our community drives us forward, and it’s an absolute privilege to watch our community inspire each other too! Throughout the year, we hold industry-specific Community Meetings hosted by our genius Adam Pepper (Head of Products). These meetings present an educational space for arts management professionals to collaborate on Artifax best practices and hold a discussion on how the product needs to develop to meet changing needs. Overheard in our specialised Cathedral Workshop, ‘I learnt one thing that changed my life’! There’s definite power in surrounding yourself with your peers and learning from the experiences you share or those that set you apart. Being part of Artifax’s global community brings such a strong advantage, as there are so many incredible organisations you get to ‘work’ with, learn from and grow with.

We also take our learnings from our Community meetings and share them internally during our regular Knowledge Share Workshops. That way our entire team gets to stay up to date with current trends and changes in the market requirements. Our knowledge of the industry we work in is one of our core company values and something we have a collective passion for constantly developing.

Software Integrations

In order to ensure ArtifaxEvent is the most relevant venue and events management solution in our market, we integrate with the leading software platforms in the industry. We’ve got you covered! One of our core goals is to provide organisations, like yours, with a single source of truth and alleviate interdepartmental silos. Our open API allows a whole world of possible integrations to be open to your venue and create the best fit product for your needs - whether it’s finances, marketing systems, ticketing platforms or many more. Our integration ecosystem is something we are constantly reviewing, so as to make sure we are the perfect system for our users. We research possible partners, talk to clients and assess the market’s needs. Check out our state-of-the-art integrations here!

Industry Events

Our mission at Artifax is to be the beating heart of the arts and cultural community, and this means participating in the exciting world of industry events! We exhibit at multiple events throughout the year, meeting friends, forming new connections and learning from all the fantastic sessions highlighting the current industry trends and upcoming developments. Most recently, we attended The Ticketing Professionals Conference in March and had an incredible time learning about the ticketing industry and the developments in AI, accessibility and more! We’re excited to be attending the Museums & Heritage Show in May, so please let us know if you’re going to be there too. We don’t just exhibit at shows though, we attend many each year just to learn from our community and our industry as a whole. Last year, our Marketing Team had a wonderful time at The Arts Marketing Association Conference and we also look forward to attending the Theatre Conference in June held at one of our own clients – Southbank Centre. We’re motivated by educating ourselves about the arts and cultural sector and celebrating the individuals and organisations that make it the incredible industry it is.

Client Engagement

Client Engagement is a priority of everyone at Artifax. When you invest in Artifax, you invest in a supportive, collaborative relationship that is always there for you. Our Professional Services team is renowned for their dedication, passion and care for our client’s success. Being in a community driven by the pursuit of excellence, doesn’t just benefit our users. Yes, it ensures that they’re getting the best out of their ArtifaxEvent and have great support behind them, but nurturing these relationships and this community through client engagement benefits us as well. We learn so much about our clients, the current industry climate and the issues being faced, and how the product is being used. Do we need to change things up? Add new features? How can we further improve and maintain this excellence? You won’t find a venue and  events management solution that has a team full of more collaborative, industry experts than Artifax.

Social Media Presence

We keep up to date with all things arts and culture over on our busy social media channels! We’re constantly reading the latest reviews, press and thought leadership pieces, to make sure we stay current with celebrating the achievements and accolades within the Artifax community and beyond. Most recently, the prestigious Olivier Awards were held at The Royal Albert Hall, a celebrated member of our user community, and it was such a joy to revel in the celebrations of talent during that evening. It has been a very hard few years for the industry and, whilst times do continue to be tough, these celebrations remind us all how remarkable and essential the arts are in society. We also use Artifax’s social media channels to shout out about our Artifax Anniversaries – acknowledging the years (often decades!) that our users have been empowered by our software solutions. We are honoured to have some of the industry’s leading venues as part of our community and we love to shout about it and celebrate our mutual relationship.

Staff Training Workshops

The self-development hustle never stops at Artifax! We are constantly training and educating ourselves on security, accessibility, best practices, and a plethora of other topics. We also invest in ourselves, reading and learning about how best to work and then workshopping our findings to our teams, so that we all benefit from the knowledge gained. Knowledge sharing is power! We also host multiple professionals throughout the year to offer new ways of working. Our product is built on knowledge, efficiency and excellence so it’s essential our teams reflect this too.

Volaris Community

We belong to an incredible organisation driven by best practice sharing and growth, we’re very lucky to be members of the Volaris Group family of over 190 software companies! This is a global community of organisations that strives to work at the highest standard, and that leans on each other through the sharing of knowledge so we can level each other up. We all have expertise to bring to the table and are united by this commitment to excellence, even though our industries are wonderfully different! Through best practice summits, , newsletters and Teams channels, we all stay connected and learning from each other. It ensures we’re always evolving and hold the highest standards of cyber security and working practices. You're in the safest hands and guaranteed an incredible product.

We work hard to maintain excellence for the benefit of our user community - we’re a company of high achievers and big dreamers: we’ll always stay current and relevant as we don’t know any other way to do things! We’re passionate about you, passionate about our product: passionate about empowering arts and culture organisations to create unforgettable experiences for their audiences. This was the case back in 1986, and it’s the case today.

We might be the system powering many arts and cultural organisations including museums across the globe, but we're not an artefact by any means! The Artifax Advantage is only getting stronger so...

By Laura McMullin (Product Specialist)

Success often hinges on efficient organisation, seamless coordination, and meticulous planning. This article will go into detail about how investing in ArtifaxEvent proves to be a strategic move, offering a two-fold lever of implementation cost and annual subscriptions as a tool for growth. I’ve been involved in the arts for 15+ years, working on stage and then behind the scenes in multiple venues. I’ve seen how ArtifaxEvent can benefit organisations first hand!

Being from the arts, we have a special place in our hearts for organisations struggling to streamline their businesses or reduce admin working hours. It can feel as though there aren’t enough hours in the day! A software system should be working FOR you, not the other way around. We are passionate about helping your business grow. Stay ahead of the curve in the dynamic world of arts event management and discover actionable strategies with ArtifaxEvent; we can revolutionise your approach to planning and executing events, from cost-effective implementation to leveraging annual subscriptions for sustainable growth.

Each section of this article delves deeper into how Artifax can be your key to unlocking success in the arts industry through tackling:

• Inefficient processes
• Implementation of a new system
• Institutional knowledge decreasing year on year

Unlocking growth potential in event management starts with efficiency and strategic investments. Discover how ArtifaxEvent streamlines operations, minimises costs, and provides actionable insights, paving the way for sustainable growth. From streamlined efficiency to cost-effective implementation and flexible subscriptions, Artifax empowers organisations to orchestrate successful events and unlock their full potential. Dive into our upcoming article to learn more about how Artifax can propel your growth goals forward.

Inefficient Processes

We oftentimes don’t realise how the little things in our business can add up – adding the same column to each of our contract documents or changing the font on our staff-wide calendar print-out each time we need to send it out… the list goes on. Small details, like needing to send an email every time an event is confirmed or the amount of post-it notes we go through when trying to remember event details, start to become incredibly time-consuming. What if you could get that time back?!

ArtifaxEvent streamlines the entire venue and event management process, from initial concept to post-event analysis. Its intuitive interface allows users to manage every aspect of an event, including venue selection, scheduling, resource allocation, and calendar management. By automating repetitive tasks and centralising data, Artifax significantly reduces the time and effort required for venue and event management. This efficiency not only enhances productivity but also empowers event organisers to focus on creative elements and strategic decision-making, leading to more memorable and successful events. When our teams are working more efficiently, it also means that processes and procedures for our clients and customers can run smoother.

With tools like Tasks, Automations, Contact History, Sales Process Stages, and Scheduled Reports, we can begin to tighten our internal processes and spend less time on admin work and more time on creative endeavours (the whole reason we work in the arts!). Tasks received a recent upgrade allowing the user to automatically assign Task Sets based on a certain set of criteria. This upgrade takes the guesswork out of establishing (and remembering) a checklist every time an event is confirmed or even added into the system. Let the system work for YOU, rather than YOU working for the system.

Implementation of a New System

At ArtifaxEvent, we realise that implementing a new software system is likely not top of mind for most of your staff. We also recognise that not everyone will have the capacity to devote most of their workday to configuring a new system. Since all of our Product Specialists have a background in arts management, we completely understand what that’s like! That’s why we have developed a tried and true standardised training plan when it comes to the implementation of your new software.

One of the key considerations for any investment is the initial implementation cost. Artifax offers a cost-effective solution that delivers substantial returns on investment. Unlike traditional event management methods that rely on spreadsheets, emails, and manual processes, Artifax streamlines operations, minimising errors and maximising productivity. The implementation process is smooth and hassle-free, with dedicated support and training provided to ensure a seamless transition. This eliminates the need for extensive IT infrastructure or specialised technical expertise, making Artifax accessible to organisations of all sises and budgets.

Institutional Knowledge Decreasing Year on Year

We all know how it feels when we buy our dog a new toy and they destroy it within minutes leaving behind remnants of fabric and stuffing – our hard-earned cash down the drain once more! The same feeling applies to institutional knowledge when we experience high staff turnover rates – what we invested into our implementation is now slowly going down the drain.  Artifax fosters collaboration among team members, vendors, and stakeholders by providing real-time access to event data and communication tools. This promotes transparency, accountability, and synergy across different departments, resulting in smoother workflows and better outcomes. Furthermore, Artifax offers powerful analytics and reporting capabilities that provide valuable insights into event data and statistics, customer relationships, booking / sales process, and internal communication. By leveraging these insights, organisations can identify areas for improvement, optimise resource allocation, and make data-driven decisions that drive growth and profitability.

In conclusion, investing in ArtifaxEvent is not just a cost-effective decision, it's a strategic investment for sustainable growth. By streamlining efficiency, minimising implementation costs, offering flexible subscriptions, and empowering organisations with actionable insights, Artifax equips arts venues with the tools they need to orchestrate successful events and unlock their full potential. We are not like most software companies – Artifax was made for people in the arts by people in the arts! We are in a position to bring our arts perspective and consultancy to your business. We understand your unique pain points as an arts organisation and can use our industry knowledge to work towards a better solution for you. Join our global community in discovering the Artifax Advantage, and find out more with an expert demonstration.

Want to find out more about implementing ArtifaxEvent?

By Grace Sansom (Marketing Assistant)

In the busy world of arts and culture, your needs can change quickly. What you require from a venue and event management system, or your booking processes, can change and you may have to look for a new solution to accommodate these evolving needs. There is no hiding from the fact we’re facing a time of uncertainty regarding funding, so any investment in a new system needs to pay dividends for your organisation. And quickly! 

Correctly configuring and implementing a new system will prove essential for saving you precious time and money. A great implementation, with guided training for your team, will result in a greatly empowered team. Having buy-in from your team on your new system right from the beginning, thanks to a good implementation, will secure endless benefits. Getting fast return on investment, reducing the reputational risk of booking errors, and the power of the business intelligence gathered in your new system will be invaluable.  

Let's get on the road to a great implementation!

Step 1 - Laying the foundation 

Arts and culture organisations are complex, and we understand this first hand! In our decades of experience, guiding implementations for organisations of all shapes and sizes we’ve found that implementation projects rarely go to plan unless we lay steady foundations first. We know that successful implementations rely on four main working pillars: 

1. Breaking tasks down into accessible chunks 

2. Intentional and productive prioritisation 

3. Realistic timeframes and goal management 

4. Allocating tasks to the right team members at the right time 

These pillars are all essential to maximising productivity and mitigating the impact of change. Consider these four pillars when working through the rest of the steps below to ensure you retain great foundations for your implementation project.  

Step 2 - Build the right team 

The implementation teams we build have enormous impact on the success or failure of the implementation, and thus the ultimate return on investment from your new system.  

There are key components that make a great team. Working together to achieve these can mitigate the risk of any issues in implementing a new system, such as ArtifaxEvent. Through our years of delivering new systems to many a team dynamic, we’ve met incredible groups of people that work brilliantly together, and these teams have these key components in common: 

Accountability 

Each team member must have a clear understanding of their role and what they are individually accountable for. This is the key to a team member meeting their goals for timescale and budget.  

Agility 

We think project teams work best when kept small and agile. Large teams can be inertial, with the risk of decision paralysis. Small, agile teams can communicate easily, make decisions quickly, implement, test, and then improve.  

Set Goals 

Having clear, defined goals will keep your team on track. Using SMART goals will give clear identification of the deadlines, metric for success and keep the tasks realistic. You’ll waste time if you are unclear when setting goals and could potentially foster an anxious working environment as team members are unsure what is expected of them. Be SMART – specific, measurable, achievable, relevant and timely.  

Time Bound 

Your implementation won’t last forever and neither should the team formed to complete it. Your project team will work best when time bound. Be sure to form with a clear remit, and then dissolve the team when the project is completed.  

Decision Making and Doing 

A carefully considered balance of decision makers and doers will work wonders for your implementation’s success. Yes, it’s great when everyone in the room can make the calls, but are they the same people that will be using the system daily? Involving staff that will be the key users of your new system will reduce friction within your team, as they gain understanding of the context behind decisions. During implementation, having the users’ insight into your workflows will also be hugely beneficial for system configuration.

Step 3 - Building your system specification

You could be reading this looking for a new system, with systems already in place, but are reviewing how to improve your current use or figuring out how your systems could work better together. Whatever your position, the steps to the perfect system specification are the same.  

Get to know your existing system 

This is always the first step. Before considering other options, have a look around and explore what you’re already using. What tools are already at your fingertips? Systems are updated so frequently that you’re likely to have missed new features without realising. ArtifaxEvent for example, releases a product update each quarter with hot fixes if required and new developments. When reviewing your current workflows consider the following: 

Task Management: Can you flag key tasks to specific users at a designated point in time? 

Integrations: Can you send data between systems automatically? Or is it a manual process? 

Automated Actions: Do you have automatic alerts that let users know about unexpected activity? (e.g. a cancellation or a change in resource requirements)

Scheduled Reporting: What does your current reporting framework look like? Do you manually generate your reports or are they scheduled and automatically send to specified users via email? 

Exception Reporting: It’s worth not only reporting on what is happening, but also when data is missed that could be useful for other teams to know. Do you have custom reports designed to inform you when something has not happened?   

Integrations: What does your ecosystem of solutions look like? Can you connect finances with ticketing systems? Or event information to staffing systems? When it comes to tools like integrations, big expense is not necessary! Think about what you would like your information workflows across all your systems to look like and look for systems with open APIs for ease of connection.  

Step 4 - Planning your workflows 

Now you’ve assessed what’s at your disposal with your current system, you can begin to plan your desired workflows! Based on our experience at Artifax, these are our top tips: 

1. Take time to assess processes and ensure your implementation is a collaborative project 

2. Don’t expect your new system to replace your processes - choose the system that aligns the closest to your needs 

3. Be prepared to adapt existing processes to better fit with new systems 

4. Consider your reporting requirements carefully  

These steps ensure that everyone benefits from the changes made!

Step 5 – Consider how to train your users on the new system 

When choosing your new system provider, carefully consider the support you are offered for your implementation and the training resources for new users. There are a variety of implementation methods used for software: from guided implementation to self-led implementation.  

Guided implementation is the method available with Artifax. We believe working in partnership with us, to perfectly configure ArtifaxEvent for your needs, results in a system built to your exact requirements. The system is then ready to be used from day one after your Go Live date. Our Professional Services team are all industry experts who have worked in arts and culture organisations! Having a complex understanding of your workflows really helps them in guiding you to make the right decisions for your needs.  

The alternative to this is a self-led implementation, where you may be offered the use of a video library or a resource portal with self-help guides for configuration and set up. If you are making your decision with a heavy emphasis on the financial cost, it is also worth considering the time and energy cost for your team. Is it time efficient to have your users configuring a new system using online resources, especially when compared to a guided implementation with an industry specialist? 

Guided implementation can of course be supported with tools such as the Artifax Help Centre, but self-led implementation could cause anxiety and apprehension which would result in low adoption and decreased return on investment. 

After decades delivering industry-leading systems to industry leading organisations, we know what works when it comes to implementation! The advice given in this article is relevant regardless of which system provider you choose but, if you would like to speak to us about the implementation process for ArtifaxEvent, please contact our Sales team. They'll get back to you about organising a FREE introductory demo.

By Grace Sansom (Marketing Assistant)

In the intricate world of event management for arts and culture organisations, orchestrating seamless operations whilst ensuring an exceptional experience for attendees is paramount. Integrating innovative tools can significantly streamline processes and the boosted efficiency can be invaluable. After decades of working in your industry, we know this is not to be underestimated! Synergised systems save time and connect departments, in turn empowering your workflows. One such powerful synergy lies in integrating ArtifaxEvent with your ticketing system, so we've summarised the top five benefits!

Our open API makes integrations easy. This dynamic fusion not only enhances efficiency but also unlocks a myriad of benefits that redefine event organisation. Let's delve into the top five advantages of integrating Artifax with your ticketing system: 

1. Unified Management: Integration fosters a cohesive ecosystem where event teams can effortlessly oversee all facets of their events. By synchronising ArtifaxEvent’s comprehensive event planning functionalities with the ticketing system's transactional capabilities, organisers gain a centralised platform for managing resources, schedules, and ticket sales. This unified approach minimises the risk of discrepancies and ensures real-time visibility into event dynamics. Our system brings empowerment to teams, ensuring informed decisions are made swiftly. 

2. Enhanced Collaboration: Effective collaboration is the cornerstone of successful event execution. We know this to be true! Integrating ArtifaxEvent with your ticketing system facilitates seamless communication and collaboration among different departments involved in the event lifecycle. From marketing and sales to production and finance, teams can synchronise their efforts, share crucial data, and coordinate tasks effortlessly. This synergy reduces departmental silos and promotes a culture of collective achievement. Productivity is amplified and errors are minimised.  

3. Optimised Resource Allocation: Efficient resource allocation is vital for maximising ROI and delivering memorable experiences. By integrating ArtifaxEvent with your ticketing system, event planners and operations managers gain unparalleled insights into resource utilisation and attendee preferences. This data-driven approach enables optimised seating arrangements, the strategic allocation of staff, and effectively tailored offerings to meet audience demands. As a result, events become more personalised, resources are utilised judiciously, and attendee satisfaction soars. Win, win, win! 

4. Real-time Updates: Changes made in either ArtifaxEvent or your chosen ticketing system are instantly reflected in both solutions. Instant synergy! Whether it's adjusting event schedules or updating ticket availability, real-time updates ensure that all stakeholders are informed promptly. We ensure minimised confusion and minimal space for errors. We'll find and execute any way to streamline communications and alleviate efficiency lags!

5. Data-Driven Insights: In the age of digital transformation, data is a glittering goldmine for informed decision-making and continuous improvement. The integration of ArtifaxEvent with the ticketing system generates a wealth of actionable insights derived from attendee behaviour, sales trends, and event performance metrics. By harnessing these insights, you can refine your strategies, fine-tune future events, and drive sustainable growth. Whether it's optimising pricing strategies, or identifying emerging trends, data-driven decision-making is the sure step way to informed and ensured success.  

The integration of ArtifaxEvent with your ticketing system heralds a new era of efficiency, collaboration, and attendee-centricity in event management for arts and culture organisations. By leveraging this synergy, you can streamline operations, enhance collaboration, and deliver exceptional experiences that resonate with attendees long after the curtains close. That’s our brand mission: we empower your teams to create unforgettable experiences for your audience. Every single time.  

As the event landscape continues to evolve, embracing innovative solutions that prioritise integration and data-driven insights will be instrumental in staying ahead of the curve and shaping unforgettable audience experiences. Training and support are paramount too, and we take pride in our Professional Services team who have real-life experience in your industry. Our expertise in unrivalled, just like our integrations. Our open API makes integrations easy, so check out our ticketing integrations here. If you would like to learn more about the ticketing integrations - let us know!  

By Rebecca Weaver (Product Specialist)

Red flag alert! We’ve only gone and mentioned change and finances in one sentence.  Whilst we know that these two topics will not win a popularity contest, if you are finding your current financial processes painful, be sure to read on - as they don't need to be! Finance processing can be made pain-free with ArtifaxEvent. Embrace our years of experience helping arts and culture venues, just like yours, gain control of their finance processing. We know your finance workflows inside out, and would love to share what we know.

Picture this scene - you’ve successfully delivered your event and are already neck deep in facilitating the next one, but:

• Your finance team are asking for clarification about charges and budget codes
• A customer from a booking months ago wants to pay an invoice they’ve not yet received
• And you’re approaching month end which you dread because it always involves journaling miscoded figures.  

If any of those scenarios sound vaguely familiar, there is room for improvement in your organisation's financial processes.

Whether you are currently in an isolated position in advocating for change, or if an organisational wide view that needs implementing, you’re not going to be able to make any changes without support.  So how can you start getting buy-in to make things happen?

Identify who is involved and impacted?

Do you know every stakeholder that contributes into your financial processes and who is reliant on information from it? Identifying who has a role to play and understanding their requirements will offer huge insights and help you to create a solution that is fit for purpose across each stage of the process.

What does our process look like?

This can be tricky when you are playing a certain role in that process. A cog in a machine has a role to fulfil as part of a bigger picture, and it is not until you take a step back that you see how everything connects. If it doesn’t exist already, get mapping, and capture how your process actually looks now. This will raise awareness of pressure points, areas of duplication, patterns of behaviour, and general challenges that exist within the process as it stands. Once everyone is aware of these issues, there will be less resistance to making changes to help tackle them further down the line.

Let Artifax help you!

With those steps of preparation achieved, you can start looking at how the process could look and planning for change. Artifax can help by giving your Finance team a demonstration of how a financial process can flow through ArtifaxEvent. People do not know what they don’t know after all!  

We can discuss areas that you have identified as challenging, and work with the team to remap areas of your existing process to define a more streamlined workflow. When it comes to ‘how’ you want your process to look, we can support you to build that process into ArtifaxEvent, using a range of tools to ensure that information is accurate, consistently presented, and communicated to the right people, at the right times.

We take pride in empowering arts and cultural organisations to provide unforgettable experiences for their audiences, and that means empowering all departments, with all workflows, for all users. Turn those red flags green and book a demo with our experts today.

By Grace Sansom (Marketing Assistant)

Event management is an ever-changing and dynamic landscape, particularly within the arts and cultural community, meaning it’s essential to have the latest, greatest and most configurable software solution at your fingertips. Staying ahead requires more than just creativity and attention to detail – you need a solution built for you and working with you. Enter ArtifaxEvent. Built for the arts and culture venues, we understand exactly what you need when managing events. We've been working in your community since 1986!

In this article, we delve into the top 10 reasons why adopting ArtifaxEvent is not just a choice, but a strategic imperative for those aiming to excel in the world of arts and cultural events. Our community is world-renowned, and our product is industry-leading. Our solutions deliver empowerment for your team, enabling them to create unforgettable experiences for your audience.

1. Streamlined Planning Processes: ArtifaxEvent brings order to the threats of chaos in event planning. From scheduling to resource allocation, our platform's intuitive interface makes every step of the planning process seamless, ensuring that no detail is overlooked, and no task is left to chance. 

2. Enhanced Collaboration: Successful events hinge on effective collaboration. Artifax’s solutions facilitate real-time communication and collaboration among team members, vendors, and stakeholders. We eliminate miscommunications and ensure a unified team working towards a shared vision. One team, one dream! 

3. Optimal Resource Management: Venues, staff, equipment - managing resources efficiently is at the heart of successful events. We know this from experience. ArtifaxEvent’s resource management tools empower you to optimise resource allocation, ensuring that you make the most of what you have, even during peak event seasons. Everything is where you need, when you need it. Ah, you can breathe!  

4. Real-Time Updates: In the fast-paced world of events, adaptability is key. ArtifaxEvent provides real-time updates, allowing you to make informed and accurate decisions on the fly. Whether it's sudden changes in schedules or unexpected challenges, you're always in control and we’re right behind you.  

5. Comprehensive Reporting and Analytics: Knowledge is power, and ArtifaxEvent equips you with powerful reporting and analytics tools. Gain insights into room usage, resource usage, financial performance, and other critical metrics. Use this data to refine your strategies and elevate your future events.  

6. Financial Planning and Budgeting: Artifax is not just about the show; it's about the numbers too. The software's financial management features ensure that your events not only dazzle but also remain financially viable. Track expenses, manage invoices, and make strategic financial decisions with confidence.  

7. CRM Capabilities: Building lasting relationships with clients and artists is a cornerstone of successful event management. Artifax's CRM capabilities enable you to manage contacts, streamline communication, and nurture long-term partnerships, ultimately contributing to the success of your events. 

8. Flexibility and Adaptability: No two events are the same, and Artifax understands that. Its flexibility allows you to tailor the software to your unique needs. Adapt to changes, embrace new challenges, and let ArtifaxEvent be the versatile and dependable tool that grows with you.  

9. Time-Saving Automation: Time is of the essence, especially in arts and cultural industries. ArtifaxEvent automates repetitive tasks, saving you precious time and allowing you to focus on the creative aspects of event planning. Let the software handle the routine, while you concentrate on making your events as extraordinary as possible.  

10. Future-Proof Your Events: In an industry that's always evolving, staying ahead is not just an advantage; it's a necessity. Artifax is not just a solution for today; it's a platform that future-proofs your events. Embrace innovation, harness the power of our technology, and elevate your organisation to new heights. 

At Artifax, we aren’t just an event management solution; we’re a game-changer. From revolutionising planning processes to providing real-time insights, the platform is designed to empower event professionals across the arts and cultural community. As the industry continues to evolve, those who embrace the capabilities of ArtifaxEvent will find themselves not only keeping up but leading the way in creating memorable, impactful events. Our priority is to empower you to create unforgettable experiences for you and your audiences, and it’s a priority we always deliver on. Say goodbye to event management headaches and hello to a soothing future where every detail is in its perfect place. We’re built for you.  

By Grace Sansom (Marketing Assistant)

Investing in the right software solution can be transformative for venue managers and event planners, but we know the value extends further than these roles. With Artifax, we guarantee your whole organisation will feel an undeniable benefit. This uplift and empowerment is hard to put a price on! Our industry-leading software stands out as a comprehensive and indispensable toolset designed to revolutionise venue and event management.  

Here are the top 8 compelling reasons why Artifax Software goes beyond being a worthwhile investment: 

1. Streamlined Operations: At Artifax, we offer an integrated platform that streamlines various aspects of venue and event management, including event scheduling, resource allocation, client management, and financial tracking. Our champion user-friendly interface simplifies complex tasks, enhancing operational efficiency. 

2. Tailored Solutions for Diverse Venues: Whether managing a theatre, museum, conference centre, or any event-centric space, you can count on Artifax for specialist and customisable solutions that cater to diverse venue types. This expert adaptability ensures that the software aligns with specific venue needs, allowing for seamless integration into your existing workflows. 

3. Comprehensive Event Management: Our dynamic suite of tools covers the entire event lifecycle, from initial inquiry and booking to resource allocation, invoicing, and post-event analysis. This end-to-end functionality facilitates efficient event planning and execution. We’re there at every step of your journey, ensuring smooth-sailing efficiency.  

4. Data-Driven Insights: Our software is renowned for our robust reporting and analytics capabilities that are set to empower teams: with actionable insights derived from historical data. These insights facilitate informed decision-making, enabling organisations, just like yours, to optimise resources, tailor offerings, and enhance client experiences.  

5. Enhanced Collaboration and Communication: Artifax fosters, cultivates and ensures better collaboration amongst team members by centralising information and enabling real-time updates. You’ll feel the benefits of Artifax improving communication across your busy departments, ensuring everyone is on the same page, leading to smoother and more successful operations. We go by the motto of one team, one dream, so efficient cohesion is the aim of our game!  

6. Scalability and Flexibility: As your organisation grows and evolves, we scale accordingly alongside you and our flexibility helps promote further growth. Artifax accommodates your changing needs and expanding operations. Our flexible architecture allows for customisation, ensuring we adapt to evolving requirements and accelerate your track to evergreen successes.  

7. Regulatory Compliance and Data Security: Artifax prioritises your data security and external compliance. We are (certifiably) guaranteed to be your safest security bet! We offer the most excellent features available, and ensure dedicated adherence to data protection regulations. This includes secure data storage, access controls, and compliance with industry standards. 

8. Ongoing Support and Updates: We provide reliable, renowned and unrivalled customer support and our regular software updates are brought to you through perfected communication channels. We ensure that our users have access to the latest features, improvements, and technical assistance. Our community is our priority.  

ArtifaxEvent is an invaluable asset for venue managers seeking a comprehensive, adaptable, and efficient solution. Since 1986, we’ve been dedicated to your industry and our system has been shaped by its dynamic specifics. Because of this, we’ll continue to grow with you! Our ability to streamline operations, provide data-driven insights, foster collaboration, and adapt to evolving needs make us the most worthwhile investment for organisations aiming to excel in today's competitive event landscape. Embracing Artifax sets the stage for enhanced efficiency, informed decision-making, and unparalleled success in venue management.  It turns out, it pays to be empowered by Artifax! 

By Grace Sansom (Marketing Assistant)

An efficient booking process is pivotal in venue and event management. It ensures smooth operations and optimal resource utilisation, and we’re all about maximising efficiency. At Artifax Software, we take pride in being the industry-leading provider of event management solutions for the arts and cultural community. In this article, we’ve summarised 9 invaluable tips to ensure a streamlined booking process and elevated overall efficiency.  

1. Centralise your Booking Procedures: Utilise ArtifaxEvent as a centralised hub for managing all bookings and watch your life get easier! You’ll streamline your processes by consolidating enquiries, availability checks, and reservations all within our platform, ensuring all team members have access to real-time booking information. We know the value of centralising processes – and our system is built on this very knowledge. We’ve experienced your booking process, using our team’s experience of working within the arts and cultural community, we have created a system dedicated to making this as productive and profitable a process as possible.  

2. Standardise Booking Workflows: Establish your standardised booking procedures within Artifax, defining the clear steps from initial enquiry to confirmation. Utilise our state-of-the-art customisable templates and automated workflows to streamline the process, reducing manual input and minimising errors. We know the demanding nature of your work, and want to free up your precious time to be spent elsewhere!   

3. Real-Time Availability Checks: Leverage ArtifaxEvent's real-time availability feature to swiftly check space and resource availability. This functionality aids quick decision-making during client enquiries, reducing back-and-forth communication and expediting the booking process. We’re right there with you – at every step and every second! 

4. Resource Optimisation: Our software enables the most efficient allocation of resources like staff, equipment, and spaces. The holy trinity in events management! Utilise its tools to ensure optimal resource usage by avoiding those pesky double bookings, managing untimely overlaps, and maximising utilisation without overloading your essential resources. 

5. Integrated Communication: Cultivate an environment that is rooted in efficient, seamless communication amongst team members and clients through your ArtifaxEvent platform. Utilise our automated reporting and task management to streamline internal discussions, clarify all important details, and keep all stakeholders informed throughout the booking process. We champion the importance of your organisation’s communication, because we know the value first hand. Our system is built on our team’s years of experience in your industry – you can trust in us. 

6. Automated Notifications and Reminders: Set up automated notifications and reminders within ArtifaxEvent to keep both clients and internal teams perfectly updated on booking progress, payment schedules, or upcoming events. This minimises the chances of missed deadlines or overlooked details, and the resulting unfortunate consequences. 

7. Client Self-Service Portals: Utilise Artifax's self-service portals for clients - ArtifaxAgora: a community space to submit enquiries and make bookings directly. ArtifaxAgora empowers our users through direct communication with dedicated specialists, reduces administrative workload, and expedites the booking process. 

8. Reporting and Analysis: Make use of ArtifaxEvent's expert-led reporting tools to analyse booking trends, conversion rates, and popular event types. Data-driven insights enable better forecasting, allowing venues to optimize their offerings and adjust strategies for maximum efficiency. We’re here to help you pave the road to your future successes. 

9. Regular Training and Updates: Ensure that staff members are well-trained in utilising ArtifaxEvent's booking features effectively and this will benefit your organisation in both present and future. We have specialists dedicated to your success, here to use at your disposable – and you couldn’t find more lovely, more intelligent, or more industry-savvy bunch! Stay updated with our latest software enhancements and functionalities to leverage new tools that further streamline your booking process and beyond.  

By implementing these top tips with us, your event managers can significantly enhance their booking process’ efficiency. Embracing streamlined workflows, leveraging real-time data, and maximising the capabilities of Artifax Software empowers venues to excel in delivering exceptional experiences while optimizing operations. We empower you, to empower your audiences. 

By Grace Sansom (Marketing Assistant)

In the dynamic, and ever-changing, landscape of venue management and event planning, historical data serves as a pivotal cornerstone when it comes to informed decision-making and operational excellence. Here at Artifax Software, the industry-leading provider of event management solutions, we offer an invaluable and robust platform for storing and leveraging historical data.  

We’ve summarised the 6 compelling benefits of using Artifax for storing your organisation's historical data: 

1. Data Accessibility and Centralisation: We provide a centralised repository for storing comprehensive historical data encompassing past events, bookings, client details, resource usage, and financial records. Our state-of-the-art centralized system ensures easy accessibility to valuable historical information, streamlining retrieval and analysis processes. Deep diving for past data will clog up your to-do lists no more!  

2. Informed Decision-Making: Access to historical data empowers venue managers and event planners through providing valuable insights into past successes, challenges, and trends. Let’s champion your hard work! Through analysing previous events and outcomes, data-driven decision-making is enabled, aiding in the formulation of effective strategies for future events and venue operations. 

3. Improved Planning and Resource Allocation: Leveraging historical data within your Artifax facilitates better planning. We help you successfully and succinctly identify patterns and trends in your event bookings, resource utilisation, and attendance. This insight allows for smarter resource allocation, minimising waste, and maximizing the utilization of venue assets. Future you will be very grateful … 

4. Enhanced Client Relations and Customisation: Historical data storage enables a deeper understanding of client preferences, event requirements, and past interactions. We know how much you value your customers, and our system helps reinforce this value. With Artifax, organisation and venue managers can personalise client experiences based on past interactions, leading to stronger relationships and increased client satisfaction. 

5. Performance Evaluation and Continuous Improvement: Artifax's historical data analysis tools enable thorough performance evaluation. Venue managers can assess the success metrics of past events, identify areas for improvement, and implement strategies to enhance future event outcomes continually. Our team have worked in your industry, and understand the power of tool-driven performance evaluation. Our system is built with this experience in mind and helps cultivate a forward-thinking and thriving system for organisations just like yours.  

6. Regulatory Compliance and Reporting: Storing historical data securely within Artifax Software ensures compliance with data protection regulations. We’re your safest bet! Additionally, it simplifies the process of generating reports required for audits, financial analysis, and regulatory compliance. 

Artifax’s robust and reliable historical data storage capabilities empower venue managers and event planners to harness the power of past insights. By utilising historical data, venues can make informed decisions, optimise operations, strengthen client relationships, and drive continual improvement. Embracing Artifax Software as a repository for historical data sets the stage for success in delivering exceptional events and managing venues with efficiency and foresight.