Balancing event schedules, managing bookings, and coordinating staff can make managing a venue challenging. Thankfully, there's a solution that can simplify your processes: venue management software. This comprehensive tool automates tasks, centralises operations, and enhances the overall efficiency of your venue. If you're ready to take control and optimise your day to day tasks, this step-by-step guide is here to help.
We'll walk you through the process of implementing venue software, providing practical tips and valuable insights to ensure a smooth transition and unlock your venue’s full potential.
1. Assess Your Venue's Needs |
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When choosing your venue management software, first assess your venue's specific needs. Identify pain points and challenges that your current processes are facing. Clearly define your goals and objectives for implementing venue software, and the essential features you need to operate successfully. This could include:
In addition to functionality, consider operational factors including:
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2. Research and Select the Right Software |
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Once you have your needs, goals, pain points, and essential features mapped out, start researching venue management software options. Software review sites like G2 and Capterra allow you to compare venue software features, functionalities, and pricing to find the best fit for your needs and budget.
Don't forget to read reviews and seek recommendations from industry peers to gain insights into software performance and user experience, as you move through the selection process and make your choice. Keep track of each platform's features as you shortlist software options - this will help you to compare and ensure you're making an informed decision. |
3. Plan the Implementation Process |
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Implementing venue management software requires careful planning to ensure a smooth transition. Work with your chosen venue software provider to create an implementation plan that outlines the key steps, timeline, and responsibilities. Having a supportive software partner can make the implementation process much smoother and ensure that you receive the necessary guidance and assistance throughout.
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4. Prepare Your Venue for Implementation
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5. Implement Your Chosen Venue Software
When it comes to setting up and configuring cloud-based software, the first step is establishing the necessary cloud infrastructure. This is undertaken by your chosen provider. During configuration, aspects such as security settings, network configurations, and scalability options are defined to ensure the software operates efficiently and remains accessible at all times. Data import and migration in a cloud-based software involves transferring existing data to the cloud infrastructure. The process may require data transformation and mapping to match the format and structure of the cloud-based software. Data validation and verification are undertaken during this process to ensure data accuracy during migration. During this step, your software provider will customise your software's settings and features to align with your venue’s specific requirements. This can include setting up event types, menus, ticketing options, pricing structures, and resource management rules. Customisation also includes integrating venue software with cloud services or APIs to enhance functionality.
Before fully deploying the venue management software, your software provider will work with you to thoroughly test its functionality and troubleshoot any issues. This involves conducting tests, such as verifying data integrity, testing user scenarios, and evaluating system performance. Testing ensures that the software works as intended and meets your venue requirements. Once your software passes all tests, it is then deployed in your venue’s live environment. Careful monitoring of the system should be undertaken by your software provider and all venue software users during the initial period to address and communicate any issues that may arise. Continue to receive regular check-ins from your venue management software provider, and access support services at any time. Regularly review and optimise your venue’s software use to maximise its benefits, including the impact it has on internal and external operations, revenue generation, customer satisfaction, and overall efficiencies. Post training and implementation, iVvy will assign a dedicated customer service representative to your account. You also receive access to regular webinar sessions, designed to ensure you're getting the most from your software. |
iVvy is software designed to help venues boost revenue, sell more function space, and streamline venue management processes using automation and cloud-based technology. Venues can save time and effort on manual tasks while significantly reducing the time it takes to create and deliver quotes, invoices, BEOs, and reports.
All team members can easily view and work from a central function diary, ensuring everyone is up to date on bookings and requirements, and removing the risk of double bookings. Integration with over 55 third-party programs and tools makes consolidating all important event data into one organised platform easy. An easy-to-use dashboard gives venues real-time visibility of key metrics to make better business decisions, backed by accurate data for reporting and forecasting. Backed by 24/7 support and an outstanding customer satisfaction score of 6/7, iVvy gives venues of all shapes and sizes the tools and guidance to fill their function calendar and deliver quality, memorable events.