Between IPAC and the Town Hall, Merrigong is responsible for four performance spaces ranging in size from 80 to 800 seats, numerous meeting and rehearsal rooms, foyers that are available for events, a cafe and a restaurant forecourt.Demand for the venues is high. The main auditorium at IPAC is in use more than 80 per cent of the time, while usage of the smaller theatres sits at around 50 per cent. Even the Town Hall, which Merrigong is yet to begin fully marketing, is booked 20 to 30 per cent of the time.In addition to physical space, Merrigong also hires out crew to support shows along with a wide range of back-of-house facilities including lighting, power, staging and audio- visual equipment. This means that almost every booking requires input from a variety of Merrigong’s 20 full time staff.Until recently, the theatre company used an on-premise software system to manage venue bookings which had met the organisation’s prior requirements but what with an increase in events staged and a drive to improve operational productivity, a decision was made to review new platforms which could realise potential business benefits.
Trevor Ahearn, Director of Operations, Merrigong Theatre Company, explains, “When I arrived here 12 months ago, I found that there were a number of inefficiencies in our venue booking software as information could exist in half a dozen Excel spreadsheets that were held on IT systems spread around the building. Although the software was highly capable, it was also underutilised by staff.“I quickly realised that we needed a program that could be used easily by multiple people across the business for many different things. We wanted a central repository of knowledge for all events,” says Ahearn.Aware also that mandatory use of the software wouldn’t solve the problem, Ahearn decided to replace the solution with deployment of the cloud-based, user friendly and simple to use Priava venue and event management software.“Priava had the kind of functionality and reporting we needed. Apart from being far more suitable for our needs, it also gave us impetus. By bringing in new software, we had an opportunity to look at how we deliver our business and to consider new ways of doing things. We could introduce new processes,” Ahearn notes.
Director of Operations
Merrigong Theatre Company
Working in the cloud
A central repository of booking information
Easy creation of estimates leave no surprises with invoices
Increased staff productivity
Reporting to suit all needs
- Providing a single source of event and booking information
- Enabling the generation of quotes prior to events
- Reducing last minute fire-fighting and stress due to unexpected client requirements
- Support for flexible working – system can be accessed from any location
- Saving time due to fewer post-event invoicing queries and debriefs
- Improving staff productivity by reducing duplication of effort
- Providing comprehensive, accurate information about every venue and every event
“We brought on Priava at a time when a few things were coming together. It gave us the impetus to streamline processes, to find efficiencies and to restructure our staffing so it made more sense. This clean-up of processes gave us the opportunity to consider the capacity we had to take on another venue.”
Final comment from Ahearn
Get in touch if you’d like to learn more about how you can introduce live availability and instant bookings at your venue using Priava.