Central Coast Council

Central Coast Council’s move to the cloud will save hundreds of hours every year for busy events team

Introduction

The events team at Central Coast Council in Tasmania are responsible for managing hundreds of community events and bookings every month covering a multitude of facilities including recreational grounds, sports halls, stadiums, swimming pools, athletics track, Ulverstone Wharf District as well as numerous different community centres/halls and dedicated function spaces at the Ulverstone Civic Centre hired out for council, community and private events.

The Ulverstone Civic Centre provides a quality convention and entertainment venue, conveniently located in the heart of Ulverstone’s central business district adjacent to the municipal offices and centrally located between Devonport and Burnie, catering for people from the two cities and surrounding areas.  It is imaginative in design, beautiful with natural materials and welcoming in its courtyard setting.  The centre includes a theatre, function room and small meeting room.  The Leven theatre with seating for 250 is intimate, functional and sophisticated, offering relaxed comfort to patrons.  The Gawler function room is a versatile area with full catering and bar facilities. The Isandula small meeting room is suited to smaller, intimate meetings.

Key Challenge – Need to effectively book and manage ‘colossal’ number and variety of spaces for mix of standalone and repeat community, council and private events

Customer Service Officer at Central Coast Council, Kim Badcock explains, “The council had been benefitting from using the Events Perfect solution for many years but when Priava introduced us to the cloud we were happy to change over and looked forward to seeing any enhancements that would result. We manage a colossal number of bookings and events each year across around 70 different spaces.  The nature of the events is quite diverse and includes events for sports groups, community clubs and associations, the council and special functions such as conferences, birthday parties and weddings.”

Apart from the core events team that has four staff, the council’s key spaces are the responsibility of designated Managers that take care of setting up of the rooms, marketing and liaising with third parties.

“We can see what assets are actually needed and if necessary we can move to a different venue or indeed sell off any items that are surplus to requirements.”

Central Coast Council

Kim Badcock

Customer Service Officer

Central Coast Council

The Results – Easy to use system that provides additional benefits over incumbent technology – from greater business intelligence through to huge potential time-savings

After migrating to the new cloud-based Priava solution in February 2014, the Council has realised some clear benefits compared with the old system.

Summary

The benefits that Central Coast Council has achieved through the use of the Priava cloud-based venue management solution so far include:

  • System is easier to use
  • Quicker access to event and booking information
  • Greater business intelligence
  • More controlled and secure access to data
  • Heightened flexibility on timings for bookings slots
  • More streamlined accounting procedures
  • ‘Bulk editing’ facility will save hundreds of hours every year
  • Better utilisation of assets e.g. AV equipment
  • Ability to integrate with other applications e.g. Finance
  • Technology helps to support job-sharing/cover with ‘Notes’ section

Favourite Feature:

“We like the universal search button, which enables us to instantly find details on a particular event.”

On Priava service and support,

“Priava are really good to work with and are always pretty responsive.”

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