ICT Project Management

Event scheduling

Core business

The world of culture revolves around performances and events. Just as much for theatres and concert auditoriums, as for event venues and museums. Under no circumstances should an auditorium be double-booked, or the technicians have a start time scheduled that is different from what the visitor hears at the box office.

Event scheduling in Excel

This is why when a cultural organisation initiates automation event scheduling is often addressed first. Other internal business processes can also benefit, but often later.


There comes a time when a seasonal overview in Excel will no longer suffice, as several people need to be able to peruse or process the information simultaneously from different locations. Because you want all information relating to the same event in one place and want to note everything down just once.

The base

A good event scheduling system provides you with a wealth of information, such as:

  • A good event scheduling system provides you with a wealth of information, such as:
  • The availability of all spaces at a glance;
  • The status of each booking, from first option through to the final invoice;
  • The details of rental, box office, and promoter guarantee agreements;
  • The kickback agreements with suppliers;
  • The detailed schedule arranged by performance and event;
  • Logistical information: from flowers to parking spaces, from guides to departmental heads;
  • Management information: quarterly and annual figures in relation to targets.

What are the benefits?

An event scheduling program that is entirely interwoven with your business is a splendid tool for shaping and facilitating inter-departmental cooperation. If everyone gives it their support, starting with management, individual departmental lists are a thing of the past and information is shared throughout the entire business. And the client, the performance and the event are the focus.

Read more about personnel scheduling.