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Managing events across several venues can feel challenging, to say the least. For venue managers, the sticky point isn't just about scheduling; it's balancing responsibilities of maintaining consistent brand quality, maximising every dollar, and delivering a flawless experience across unique properties. This often means battling frustrating double-bookings, chasing down crucial information, and feeling overwhelmed with juggling multiple systems.
But what if there was a way to harmonise your operations? Let's dive into five powerful strategies to elevate your multi-property venue operations.
Five proven strategies for streamlining multi-venue operations
5. Centralise everything: your venues, one smart hub
The problem: A potential event client calls, keen to book venue space. You're left scrambling, calling other locations, checking various calendars, or digging through outdated spreadsheets. This fragmentation leads to missed opportunities, awkward double-bookings, and a frustrating lack of overview of your entire portfolio's availability and performance. You're constantly playing catch-up.
| The solution: Simplify the entire venue booking process with an event and venue management platform designed for multi-property management. When a space is booked at one property, that information instantly updates across your entire network. This eliminates the panic of overbooked venue spaces and drastically cuts down on administrative tasks. What's more, this system becomes a central repository for all client interactions, preferences, and past event histories. If a returning client booked a conference at one venue last year and now wants to host a gala at another location, their specific needs are instantly accessible. This level of insight allows for highly personalised service, boosting client satisfaction and unlocking opportunities for easier upselling. |
4. Standardise smarter: consistency with a personal touch
The problem: While each of your venues has its distinct charm, a lack of consistent processes can lead to an uneven client experience and operational mishaps. Relying on individual property managers to reinvent the wheel for every event, or to remember every detail for every client, often results in errors and brand dilution across your portfolio.
| The solution: Develop flexible, pre-approved event packages and workflows that adapt to each property's unique offerings. Think of it as creating a core playbook for event excellence that can be adjusted when needed. Your teams can draw from a library of templated event packages that include pre-defined inclusions and pricing. The real benefit lies in their adaptability: individual venue managers can easily customise these templates to incorporate specific local offerings or unique client requests without starting from scratch. This approach ensures brand consistency in your core offerings and automates the generation of detailed Banquet Event Orders (BEOs) and contracts. By doing so, it significantly reduces manual errors and ensures that every operational team, from catering to audio-visual, receives precise, real-time event specifications, regardless of which venue is hosting the event. |
3. Maximise every asset: smart resource sharing
The problem: you've invested in venue resources, be it AV equipment, furniture, or even key staff members. However, efficiently moving or sharing them across multiple sites is often a logistical nightmare. This can lead to expensive duplicate purchases, under-utilised assets, or last-minute external rentals because you lacked visibility on what was available where.
| The solution: Implement an integrated inventory management system that provides real-time control over all shared venue assets. This means knowing exactly where every piece of portable equipment is located, its current availability, and its maintenance schedule across your entire portfolio. Included in event and venue management software like iVvy, this approach ensures your existing high-value assets are always working for you, generating maximum return. Beyond physical assets, this system extends to your most valuable resource: your team. By integrating staff schedules and skill sets across all your venues, you can identify opportunities for efficient cross-property staffing during peak periods. This optimises labour costs and ensures you always have the right expertise exactly where it's needed. |
2. Connect your teams: a unified communication stream
The problem: Communication breakdowns are amplified across multiple properties. A sudden change to an event setup at one venue might not reach the sales team at another, leading to misquoted services, client frustration, and internal friction. Relying on scattered emails and phone calls makes having a clear oversight nearly impossible and slows down your entire operation.
| The solution: Simplify operational flow with a centralised communication hub that connects all your properties. This is where all event-related discussions, updates, and notifications happen in real-time. This cuts down on lengthy email chains and ensures every relevant party is always on the same page, reducing the chance of important information slipping through the cracks. |
1. Future-proof your portfolio with data
The problem: Making strategic decisions for your whole portfolio—like figuring out where to invest in upgrades, which services to expand, or how to forecast demand accurately—can be tough when your data is spread out across different systems. It can leave you feeling like you're just reacting to the immediate demands of daily operations, rather than getting ahead.
| The solution: Use reporting data in your events & venue management software to shape your long-term strategy and predict future trends. By combining all booking, revenue, and client interaction data from every property into one analytical framework, you gain powerful insights. You can easily compare how your venues perform against each other, track which types of events are most profitable across your entire portfolio, and identify peak and off-peak periods. This detailed reporting helps you discover best practices, find areas that need improvement, and make informed decisions about marketing spend and venue pricing. Additionally, with access to this data, you can start using predictive analytics. By analysing past booking patterns and seasonal trends from all your properties, you can forecast future demand for specific events or times of the year. This allows you to create proactive marketing campaigns, optimise staffing, and strategically allocate resources to maximise revenue and efficiency across your properties. |
Multi-venue management made easy
Ready to make managing your multiple event venues simpler? iVvy event and venue management software can help you bring together your sales, operations, and reporting for every location.
iVvy acts as a central hub for all venue bookings, resources, and client information. This means you can say goodbye to manually copying data and juggling different systems. Your teams will get real-time updates, can follow consistent best practices (while still tailoring things when needed), and use detailed reports from one place. This approach helps you maintain consistency and boost efficiency across all your properties, without ever having to re-enter the same information.
Schedule a demo with one of our friendly team members today.
