Save Time and Reduce Stress with Event Management
When it comes to school events, from talent shows and bake sales to dances and athletics, tasks add up that generate excess stress and which can easily get overlooked, causing hiccups during go time. Even just helping requesters find and schedule the right space can be a pain. Tight coordination across educators, IT, administration, and facilities staff is key to a streamlined event that produces a positive experience for attendees.
The good news is that it’s easy to reduce administrative burden and lessen the chance of missed details with automations. If you have event management software that allows for it, then things like reservation forms, payment processing, and managing approvals can be automated to free up staff time so they can focus on the important stuff. Automations also reduce response time in each step, so you condense the length of time for the event planning process.
The Magic of Automations
Let’s take a look at just how many ways simple automations can streamline school events:
Event Reservations
Providing the ability to self-serve allows users to do their own research to find a space with the right capacity and other features so it’s not a staff person having to take down all the information needed. Many requesters do their research outside of business hours, so having a reservation portal available 24/7 means they can investigate school space when it’s convenient for them.
Multi-chain Approvals
To keep events moving forward and ensure nothing gets buried in inboxes or lost in piles of paper, automatic multi-chain approvals make sure the right people get the notification that they need to review and sign off as soon as it’s their “turn”.
Event Task Workflows
Remove the manual process of having to make a ticket or send an email to the Facilities or IT team about setting up for an event with automations that do it for you, so they know what to do and when with a work order slotted into their regular queue. Then, do the same thing on the backend with clean up for the Janitorial team and the Facilities/IT team breaking down what they initially set up.
Communications
Consolidate communications about events and automate as much as possible to keep the process moving forward and avoid wasting time trying to find the email chain or notes with the details needed.
Integrate with Athletic Calendars
Sports teams have so many practices, meetings, and games, and it can be hard to keep track of it all – especially when there are last minute changes. Integrating with athletic calendars reduces the work of maintaining info in two (or more) different places, so it’s all encompassed in one transparent place that provides automatic updates and communications, keeping everyone on the same page.
Using an event management software tool will help keep your events running smoothly and reduce the busy work burden on your staff. Automations free up time so school employees can work on other, more valuable tasks while ensuring event planning continues in the background. Learn more about how iiQ Events can revamp your school event management.
