Automate Venue Management. Get Your Life Back.

Venue Management Hassles

Question: how many hours a day do you spend on venue management? If you’re like the majority of venue owners and managers, most of your day is spent doing the same general tasks over and over again to keep operations flowing. You’re using spreadsheets, Google docs, or even pen and paper to manage bands, holds, calendars, settlements, and finances. It’s a bit chaotic, not exactly organized, and you’re tied to your desk to do a lot of it.

Sound familiar? Here’s the problem. When everything you do is manual or you’re using multiple applications to get things done, you’re wasting a lot of time you could be spending on other things like building relationships with agents, exploring new talent, diving into cool new marketing ideas, or maybe taking your dog to the lake. 

When your hours are spent on tasks that could be automated, you’re losing more than just time. You’re potentially losing business and profits.

There’s A Lot to Lose

Most venues are small businesses. You have a limited staff and budget, so you most likely don’t have a surplus to spend on technology. We hear that all the time. But what venues don’t understand is that they are losing money if they’re still relying on manual efforts and disjointed and dispersed systems. It consumes precious time and doesn’t provide you with any analytics or transparency to run your venue efficiently.

Business 2 Community says there are at least six reasons to integrate business systems:

1. Increase revenue
2. Improve customer service
3. Reduce time and complexity
4. Enhance employee communication and collaboration
5. Improve productivity
6. Improve data accuracy

We couldn’t agree more. The return on investment is worth every penny. With margins already thin, venue owners and managers have to find any way they can to become leaner and more efficient without sacrificing service. Integrating systems and automating tasks are two of the most worthwhile things you may ever do for your business. 

Organizing The Chaos

When we ask venue owners and managers to use one word to describe their venue management process, we almost always hear “disorganized.” It’s a chaotic mess and full of repetitive tasks. Automation was made to eliminate repetitive tasks and it’s precisely why so many venues are introducing it into their processes. A monday product survey found that 54 percent of respondents believe they could save at least five hours if they had automated tools and 32 percent would choose to eliminate repetitive administrative tasks if they could improve one thing about work.

We aren’t talking about a simple cloud-based spreadsheet or basic calendar. We are talking about an integrated software solution that combines collaboration, calendar, and financials for a repeatable process to simplify booking talent and managing venue operations.

Integration is critical if you want to improve efficiency and organization. Much of the time you’re spending is going back and forth between applications and programs. This not only sucks up your time, but it prevents you from being more proactive and making smarter decisions. You can manage promoter requests faster with fewer resources, helping you reduce costs and increase profitability.

One of the situations we hear quite a bit is from customers who want to get more organized and streamline their processes but can’t find anything that fits their needs. Some first talked with their ticketing company to see if they had some sort of a solution to make their lives easier. They were either told “no” or were sold a basic application that didn’t scale or have all of the features they really needed. What they were looking for was a comprehensive solution with features they would actually use and could eliminate other programs. Few realized there are better solutions out there that directly integrate with the most popular ticket platforms, task management systems, etc. 

Why is this important? Because integrations save time, improve accuracy and reliability, increase transparency, and keep you organized. One example of how this works is when you integrate with your ticketing platform. As soon as someone purchases a ticket on the platform, your financials are automatically updated without you doing a thing. You can see how your show is trending in real-time and can change course early on if necessary. For instance, if you see the show isn’t selling tickets as quickly as you anticipated, you have time to rethink marketing strategies, push out more social feeds, and even shift the show to a smaller room. You don’t have to wait for your ticketing company to send you a weekly sales update. By then, it may be too late to do much to boost sales or shift rooms. 

The transparency an integrated venue management solution brings is priceless. When data is scattered all over the place and isn’t integrated, you can’t see what’s really going on or determine the best way to make money. You’re making decisions based on gut feeling or on what’s always been done without any regard for what’s really happening. You don’t have forward-looking data, top-line financials, or streamlined communications to understand who is working on what and how money is flowing in and out in real-time.

Finding The Right Solution

There are a ton of venue management solutions out there, but only Prism is geared specifically for live music venues and was built by live music industry professionals. We’ve been in your shoes and know the pain points you deal with every day – the things that slow you down and cause disorganization, inefficiency, and lost revenue. It’s the sole reason we created our first-of-its-kind, automated, integrated talent buying and venue management software.

Don’t worry. We didn’t go at this alone. We partnered with some of the best software developers out there to transform our ideas into a comprehensive software solution that’s easy to set up and use right out of the gate – even from your mobile device. Because we know you want to get out of the office and still be productive.

It allows live music pros the ability to effortlessly manage calendars, build offers, track revenue and expenses, and advance and settle shows – all in a consolidated solution. No more jumping back and forth, using spreadsheets, or relying on emails. Everything is in one place and everyone is working from the same page.

We thought through exactly what venue owners/managers, promoters, and artists really need to make their lives easier and their businesses more profitable. We worked hand in hand with our software developers to make sure the platform had all of the integrations necessary for seamless operations and trustworthy data sharing. Our team of designers worked tirelessly to create an interface that was simple to navigate and presented information in a way that made sense. 

Venue management doesn’t have to be so hard. It’s time to modernize your operations and make more money so you can enjoy doing the things you love.