The Best Venue Management Software for Live Music Venues

It’s Time to Evolve to Event Management Softwar

Concerts are back and yet live music is as challenging as it’s ever been. The opportunities are there alongside the incredible demand, but music pros are stretched to their limits trying to make everything work. Venue operators and concert promoters are trying to work around high costs, a complex marketing environment, and enough turnover to test even the strongest teams. Everyone is looking for an edge to rise to the occasion—or simply to stay afloat.

But with today’s challenges also come game-changing solutions. The best venue management software can provide the boost many promoters need to thrive in today’s music scene. The grind of paperwork and documentation can be all but eliminated with a dynamic management platform, freeing event planners up to handle other core tasks. Knowing what to look for can be the difference between running in place and riding the wave of audience enthusiasm.

The best venue management software helps pros face new challenges

We’re now in unexpected territory. Everyone was happy to see crowds pouring in to all levels of concert events after the downturn, from international headliners to local acts that are the backbone of independent music. But the surge in business also puts enormous pressure on promoters to deliver experiences that live up to high audience expectations.

To deal with an uncertain environment, savvy concert planners have been turning to technology to save time while handling the flood of new business. Some of the key pressure points event organizers are dealing with every day include:

Training staff and the lingering effects of high turnover

The terrifying spike in turnover was one of the main issues concert organizers had to deal with in 2020 and 2021. Though many music professionals returned in 2022, plenty of teams were thinned out or badly shaken up. As the crowds turned up ready to pay top dollar for a great concert experience, operators and promoters were scrambling to put together a staff that could handle packed event calendars.

This is about the time when anyone using an antiquated management system felt the full brunt of the changing environment. Staff training is always a challenge, but those relying on old methods create an inefficient onboarding system that can hold everyone back. 

On the flip side, being able to effortlessly share documents and updates in an easy-to-navigate portal is especially helpful to new team members trying to get up to speed. Much of live music training is still based on experience, though today’s managers can give new hires a huge boost of support with the right platform.

Widespread burnout

As artists hoped to rebound from the pandemic, rigorous tour schedules led to burnout and mental health issues. Although artists like Sam Fender and Justin Bieber were in the public spotlight in 2022, burnout has been felt far and wide within live music. Concert promoters and venue operators have had to do more with less, often training fresh team members on the fly and finding replacement workers at the last second.

This dynamic has tested even veteran music pros who have been through other difficult cycles. Many industry leaders have turned to automation-based management platforms to improve efficiency and stay organized. Less busy work means shorter hours, more focus on the core business, and less burnout among team members.

Elevated costs and the need for efficiency

Live music can often feel like an island, although it’s like any other business in one critical aspect. A lack of efficiency can be detrimental to an event, leading to missed opportunities, diminished customer service, and questionable decision-making. Such mistakes all end up costing the business either immediately or down the road. With supply chains and inflation already driving up costs, organizers simply can’t afford costly lapses in efficiency.

Related: Say Goodbye to Spreadsheets: How Live Music Management Software is Changing the Game

Cutting back or eliminating manual tasks is one of the best ways to improve workflows and keep a team on track. Automation can organize and process many of the fundamentals, allowing staff members to stay focused on making sure concerts reach their potential. Less tedium for staff means more time to cultivate the best possible fan experience—one of the driving forces of future business in live music.

What to look for in a music management platform

When you’re shopping for the best event management software for live music, don’t settle for a platform that only does part of the job. Choose a system that:

• Can handle multiple events at once—being able to keep separate events organized is one of the most important tools of a management system.
• Increases accuracy with real-time data—having a reliable look at ticketing data is an enormous advantage as organizers look to maximize revenue.
• Is user-friendly—tech savviness always helps, but you don’t want to put an experienced team member at a disadvantage. Find a platform that’s easy enough for everyone to use.
• Allows you to build custom offers—effortless customization, especially in dealmaking, is the sign of a management system built for the pressures of the industry.
• Automatically tracks revenue and expenses—letting an automated system crunch the numbers for you is one of the best ways to improve accuracy and efficiency.
• Fosters teamwork and communication with your entire staff—one reliable platform creates a mobile workspace that is available wherever your team members are. Your system should enhance your team’s ability to communicate and share documents from anywhere.
• Is easily integrated with any application—the best venue management software should neatly assemble all your tools, making it easy to work with any app or system you use.

For live music venues

Specialized software enables venue owners to streamline their booking process and keep everyone on the same page. With a centralized, real-time calendar, everyone on the team can see the event schedule as it evolves. This is how today’s best organizers prevent overbooking, overselling, and overcharging. 

The best venue management software systems also make it easy to assign tasks and deadlines to team members. Since everything is taken care of in one integrated platform, you should have confidence that nothing will fall through the cracks.

Top-tier platforms can also shave off unnecessary time spent trying to get a headcount or a revenue report for a particular concert. With customizable automated reports, all you must do is click a button to get the information you need and move on to the next task.

For concert promoters

The best software solutions for live music enable promoters to generate offers, place holds, and settle events quickly no matter where they are. Cloud technology makes it easy for promoters to juggle multiple clients on the go, which is especially important for promoters with touring artists.

In addition to real-time expense tracking and a central calendar, music event software should provide promoters with historical and forecasted insights to help them develop future show dates and strategies. Everything is streamlined for the benefit of the promoter, eliminating frustrating setbacks and improving workflows during the busiest times of the event calendar.

For agents

Agents have a lot on their plate, so music-first software works to lift some of the weight off their shoulders. With the top platforms, agents can find what they need fast from their smartphone, tablet, or computer. In the modern live music environment, being able to work seamlessly on the go is an essential part of the gig.  

Since agents are overseeing multiple artists, software replaces the old filing cabinet they formerly used to keep tabs on their artists. Agents can have all earnings, commissions, number of shows, deposits, and settlements right at their fingertips.

The importance of all-in-one solutions

We’re not really in a work-from-home economy; workers now perform many of their duties from anywhere. Live music has always been an industry that thrives on mobility, though today’s organizers deal with some of the most mobile workforces on the planet. Keeping everyone on the same page can feel impossible without software that allows team members to contribute from wherever the job takes them.

Related: 8 Signs You Need a Venue Management System

If cohesion is a problem on your team, it’s a clear red flag that your management platform is letting you down. Many organizers still rely on multiple systems that each require their own sign-in process, creating a convoluted system that puts unnecessary pressure on staff members. Every person on a team should be able to quickly log onto one platform and have all the documents and tools they need to do their job.

Security and control over access

Promoters and venue operators need control over documents, particularly when it comes to finances. When overseeing a team with diversified skill sets, you need to be able to provide different levels of access, which can be difficult or impossible with a more generic management platform. The best systems make it easy to limit access to the appropriate team members. This makes sure that you’re safeguarding sensitive information that doesn’t need to be shared with the entire staff.

And as new team members are added, you should be able to determine the right level of access with only a few clicks. Management systems that prioritize security and customizable access let organizers remain confident they are operating in a safe and productive way. The last thing you need is access issues in the lead-up to an event. Dynamic music management software can help you stay ahead of security issues while offering total control over the information you need to safeguard.

Industry-specific software provides a major edge

The event management software business is expected to rise for years, giving industry pros more than enough options. But concert organizers and promoters don’t want to spend too much mental capital on their software platform. They have artists to discover, shows to promote, and audiences to wow on their way to their own version of live music nirvana. Every event planner wants to cut through the noise and focus on the parts of the industry that made them dream in the first place.

And there’s only one way to get there. While generic software can provide a glimpse of how automation can revolutionize music management, music-centered software creates an inherent advantage that can pay off for years. The music world is simply too unique to be pigeonholed by software better suited for sales campaigns and weddings. Superior platforms enable seamless workflow for your whole team, from planning to soundcheck to the final payouts.

Show you’re a pro in payments and dealmaking

Spreadsheets and number crunching aren’t why you got into live music, yet having a smooth system for financials is a pivotal part of the business. Everyone expects transparency and quick resolutions in today’s fast-paced concert world. Even for the most organized of professionals, automation can expedite the dealmaking process and ensure everyone’s time is properly valued. The last thing anybody wants is a hiccup on the back end while the buzz from a great show is still fresh.

This is another area where generic software simply doesn’t cut it. Industry pros need customized dealmaking ability and real-time updates to stay on top of the loose ends. Former deals and offers should be instantly available, allowing you to quickly use older formatting as a springboard to your next deal. Instead of manually trying to remember who gets paid what and when, the right platform will automatically take care of the granular details and save you time.

The result of automated dealmaking can be profound for any type of live music business. Promoters and venue operators can ensure a fast and accurate settlement that will always be appreciated by staff members and partners. Without even playing the number-crunching game, you can showcase your professionalism to all event personnel, building a positive reputation that can prove invaluable in today’s complex entertainment field.

Music management software that can instantly improve your workflow 

The top management software options cut down on busy work and let you look ahead to shaping the concert events you were born to promote. Your system should adapt as you go, giving you an edge that will help you handle whatever comes next. Faster training, more efficient bookkeeping, and superior communication are only some of the advantages the top platforms offer to music professionals.

At Prism, we know how difficult it is to manage workflow while fulfilling the obligations that come with a busy events calendar. Our versatile live music management software is built for the multi-tasking music pro who needs an automated boost to thrive. Try a demo today to see how the right management software can become the perfect assistant.