As a church institution, we are a cultural and educational service provider and are looking for an event management system. We want the software we are looking for to enable us to manage our in-house program, the foyer shop, and external bookings and rentals of our rooms in terms of content, logistics, accounting, occupancy, personnel deployment, technology, and organization. We also require interfaces for ticket sales for program events as well as for our website and social media.
Our program covers events, guided tours, faith, gastronomy, art, music, and literature - in the broadest sense, cultural and educational offerings. When we offer guided tours of the building and exhibitions, our offerings are more like those of a museum; when we offer lectures, seminars, or workshops, they are more like those of an educational center; and when we offer music, they are more like those of a concert hall. Then there are various events, conferences, and private celebrations that can be booked through our rental service. But in principle, all these offerings, as well as external bookings, are all “events” with different content and requirements, cooperation partners or clients, which are recorded in a booking calendar. The size of the rooms ranges from seminar and conference rooms with 15, 30 or 50 seats to a large event hall with around 200 seats. We have a partner as an internal caterer (tenant – bistro operation – event catering as required – own invoice).
The software we are looking for should meet the following requirements:
- Billing functions
- Offer management
- Task management
- Order management
- Booking processes
- Accounting
- Controlling functions
- Documentation
- Lecturer management
- GDPR compliant
- Email management
- Email dispatch
- Event planning
- Electronic payments
- Export option for program and contact data
- Feedback processes
- Invoicing
- Homepage interface
- Transfer of events, program display
- Booking requests or online shop for bookings
- Booking confirmation
- Tickets for events
- Calculation, cost planning
- Fees
- Expenses
- Travel expenses
- Accommodation costs
- Technical costs
- Ticket sales
- Communication
- Contact
- Last name, first name
- Address
- Mobile phone, landline, private email, work email
- Bank
- Qualification
- Export option for
- Letters (salutation, etc.)
- Emails
- Newsletter
- Invoices, etc. – e.g., Excel spreadsheet, .txt, Word document, etc.
- Cooperation
- Customer management, contacts
- Speaker(s)
- Cooperation partner
- Institution
- Responsible person, management
- Contact
- Client – customer for external bookings
- Institution
- Responsible person, management
- Contact
- Customer portal
- Dunning
- Marketing or marketing interfaces Homepage and social media
- Advertising texts
- Image material
- Media, required by
- Digital - homepage, newsletter, Facebook, Instagram, separate mailing
- Print - complete flyer, individual flyer, poster
- Export function
- Material management
- Newsletter
- Online booking functions
- Outlook integration
- Human resources management
- Planning
- Layout function
- Occupancy plan with room management Planning grid
- Calendar or Outlook interface
- Appointment, room requests Occupancy
- Start
- End
- Room or rooms
- Zoom
- Total time required (e.g., setup and dismantling, rehearsals)
- Alternative dates
- Invoices, invoicing
- Forms, templates
- Products and rentals
- Sales
- Cash register can be integrated
- Reservation requests with service selection for rooms, technology, requirements, etc. - Export planning grid
- Reservation confirmation
- Reservation management
- Resource management
- Foyer and staff
- Box office
- Free admission for volunteers?
- Foyer opening
- Admission
- Staff requirements Full-time staff, volunteers
- Staff locations
- Preparation
- Cleaning
- Maximum and minimum occupancy
- Expected number of participants
- Catering
- Schedule
- Tickets/cash register
- Room and technology
- Technicians
- Seating
- Stage
- Sound
- Presentation
- Coat
- Other
- Artist requirements
- Artist and speaker travel
- Parking permit, special permission
- Catering
- Backstage area
- Book table
- Other
- Statistics
- Participant management
- Ticket system, registrations, ticket sales
- Ticket creation
- Surveys
- Create events, event calendar
- Event information
- Waiting list management
- Template management
- Incoming payments
- Outgoing payments
- Target group marketing
- Flyer creation, if necessary
- On premises or cloud
Eight to ten software workstations are planned. MS Windows systems will be used.