Track event changes without the sleuthing work
You’re going about your day, doing your normal morning check-in on your event calendar, and you notice something off… the time of an event has changed in your event calendar, but you have no idea who did it and you don’t recall what the original time was. This could mean hours of detective work asking around the office who made the edit, and looking back in all your documents to see if you had noted the original time somewhere.
Thankfully, there’s a far better way to see the trail of event changes.
One of the most popular reports amongst JCA's Artifax clients is the "changes report". This report lists changes made to events in the past 24 hours, including what the original value was, what the new value is, and—in some cases— who made the change. The “changes report” can be scheduled for delivery to a specific group of users and parameters can be set to limit how far into the future the report should look, and what types of changes it should flag so that recipients can take the appropriate next steps.
Not all event details are created equal
Many organizations use some kind of booking request form that is distributed to anyone and everyone who needs to know any detail, large or small, about the event. Significant elements of the event, such as the when, where, and for whom, are given the same weight as technical details, such as “the event features an open flame on stage” or “this artist requires brown M&Ms in their dressing room”.
Often, if you don't know the answer, you leave a box unchecked thinking you'll come back to it (or your fireguard tracks you down to ask about why your rental client's publicity photo features flames on your stage).
The JCA Artifax team has the experience to know that an unchecked box next can either mean "No" or "I don't know yet" and understands how that distinction is increasingly important as the date of the event gets closer.
When looking at an Excel spreadsheet to manage your events, all empty cells look the same. In ArtifaxEvent, though, event managers can flag crucial information about their event that needs to be entered as it becomes available. This ensures that important event elements don’t get lost in the shuffle with the thousands of other details involved with putting on an event.
The butterfly effect
"All I did was request 5 more tables! What I didn't know was that we didn't have 5 tables to spare because all our tables were being used by Juan in Education. So Laura in Production ordered tables from a party rental company but the loading dock was not available at the time the party rental company was going to deliver. So Ying in Security hired an extra security guard at double-time. Now my tables have cost us 3 times as much as I'd told my client Chevonne they were going to."
The good news is that your colleagues, Juan, Laura, and Ying will probably forgive you. The bad news is that your client, Chevonne most likely will not. The best news is that there are event and venue management systems like ArtifaxEvent that can be configured to account for all these extenuating circumstances to minimize the potential that everyone will be angry with you.
Coming soon in The Mysteries of Event Management—"Who left the event hold on the calendar for three months?"
Learn More About ArtifaxEvent
To see what ArtifaxEvent can do for your organization, contact us.