Tour and Event Management for Museums

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1 Tour and Event Management for Museums Artifax Event is a tour schedule and event management system that handles all aspects of group scheduling, docent, guide, room and space-related bookings. Used by over 500 venues in the US and Europe, the system is highly configurable to meet the specialized needs of people who manage any type of venue or facility including galleries, museums and visitor attractions as well as arts, entertainment, conference venues and stadiums. The system acts as a single, efficient resource for all future schedule information - from clients' contact details to their exact booking requirements and set-up instructions. It automates a wide range of administrative workflow including the calculation of charges and the generation of standard business documents. Artifax Event is designed to increase efficiency - by providing staff with fast access to up-to-date information and reducing manual administrative tasks. In doing so, it enables management and staff to focus on the more important aspects of running their businesses. KEY FEATURES OF ARTIFAX EVENT: Manages Docents, Tours and Education Programs, producing itineraries, worksheets and reports for visitors and groups. Maintains a shared Calendar so everyone can see all events in one place Assigns and tracks resources (equipment, staff, catering etc.) available, with their prices and any external suppliers. Manages mailing lists and all contact relationships with customers, suppliers, staff and everyone else you work with. Stores and manages all documents and media relating to organizations and events Integrates Microsoft Visio, to design room plans, automatically assign resources Manages workflow; sets tasks and reminders for any member of staff on a given date. Artifax Event can be configured for use in all types of facilities, large and small. Users may add custom fields and forms for any type of data desired. The software offers a range of standard reports including confirmation letters, event listings, invoices and statistical data. Artifax Event integrates with a wide variety of 3rd party software, including Ticketing and Accounting systems, providing data access across all areas of operation. FOR FURTHER INFORMATION, PLEASE CONTACT:

2 Staffing Module AUTOMATICALLY ALLOCATE STAFF TO BOOKED EVENTS; REDUCE WORKLOAD OF PREPARING PERSONNEL SCHEDULE The Artifax Event Staffing Module is an add-on for the venue management system Artifax Event. The Staffing Module handles requirements for an unlimited range of jobs - for example: ushers, box office, docents, and other volunteers. It automatically picks people to fulfill these roles - taking into account availabilities, skills and other factors such as rank. The Staffing Module significantly reduces the workload of creating staffing schedules, and in doing so saves time and lowers the possibility of error. Manage Your Team s Availabilities, Skills, and Other Information The module manages details for any number of employees - whether full time, part time, or occasional volunteer. It also stores an unlimited range of personnel data and contact details. Plan your Staff Requirements for each Event Staffing requirements for each item on the schedule are set up via the calendar in Artifax Event. Each event can have its own unique personnel requirements, meaning that the Artifax Event Staffing Module can cope with even the most varied and dynamic schedules. And because the module integrates with the master calendar, the user avoids the need to repeatedly re-enter data. Reduce the Workload of Ongoing Scheduling The Artifax Event Staffing module also enables supervisors to enter the actual number of hours worked against each employee s shift, creating a history of time requested vs. time worked that can be pulled easily pulled into a summary report. Generate your Standard Documents Automatically Like Artifax Event, the Staffing Module generates a wide range of automated reports, including Daily Schedules, Event Schedules, and Individual Staff Members Schedules. By producing standard reports via the Artifax Event Staffing Module, venues can save more time and reduce the possibility of errors. KEY FEATURES OF ARTIFAX EVENT: Handles range of staffing information Availabilities, Skills, Contact details Generates schedules according to event staffing requirements Produces wide range of reports Daily schedules, Individual schedules KEY BENEFITS OF ARTIFAX EVENT: Reduces administrative workload Lowers possibility of error

3 Online Staffing Module ALLOWS TOUR AND EVENT STAFF TO ENTER THEIR OWN AVAILABILITY The Artifax Event Online Staffing Module allows secure access for volunteers and staff to browse and enter general availability online, or select their availability for specific events from an upcoming events schedule. The Online Staffing Module handles the job of feeding staff availability information directly into the Artifax Event Staffing database, so that real-time staff scheduling information is always available without the need for an administrator to manually enter the new or revised schedules of many staff members. Reduce Data Entry Time The Artifax Event Online Staffing module enables administrators to grant staff permission to enter their own schedule and program availability via simple a web interface, saving hours of valuable time and increasing the accuracy of the staff schedule database. Share Access to Staff Schedules Like Artifax Event, the Online Staffing Module acts as a shared filing system in which all users can read the same information. The information shared between staff member and administrator can help to quickly resolve potential scheduling issues. KEY FEATURES: Online, Secured Access to: Staff Availabilities & Schedule by Calendar/Date Staff Availabilities & Schedule by Event Staff enters event or calendar availability using a simple web form KEY BENEFITS: Reduces administrative workload Lowers possibility of error

4 ARTIFAX // FOYER KEEP STAFF AND VISITORS INFORMED WITH A SELF-UPDATING EVENT SCHEDULE Artifax Foyer is an additional module to Artifax Event which provides for public display screen viewing of schedule and event information. Artifax Foyer is an efficient and professional tool for communicating up-todate schedule information to staff and visitors. Automatically updating with information stored in your Artifax Event database, Artifax Foyer is capable of displaying any event information you choose. Artifax Foyer can sit on all types of screens, including a plasma screen, LCD projection, or computer monitor. Artifax Foyer will welcome your visitors with a scrolling banner appearing at the top or bottom of the screen, displaying your own text in any format you choose. Artifax Foyer allows you to interweave other static or moving images such as ads or announcements into the event schedule display. The module also gives you control over how many days you wish to display, and over style elements such as font size, color, and background. KEY FEATURES: Displays the latest information Automatically updated Wide choice of display styles Scrolling Welcome Banner Alternates with other static or moving images Deploy in multiple locations with unique settings Replaces paper reports Powered by Artifax Event User friendly customer interface

5 Technical Information Version 3.2 SYSTEM REQUIREMENTS Database Type Microsoft SQL Server Program Written in Microsoft Visual Basic 6.0 Client Operating System Client Software Client Hardware Specification Server Operating System Server Software Required Server Hardware Specification Server Hard Disk Space Network Bandwidth Network Protocols Microsoft Windows 2000 / XP/ Vista Microsoft Word Recommended: P4 3GHz, 512MB RAM, XGA display. Minimum: PIII 1GHz, 256MB RAM, SVGA display. Windows 2000 server or 2003 server. SQL Server 2000 / 2005 / 2008, SQL Server 2005 Express Recommended:P4 3GHz, 1GB RAM Minimum:PIII 1GHz, 512MB RAM (disk space depends on database size) Application files: 40MB appox. (large venue) 3GB Data + 1GB Log (medium venue) 1GB Data MB log (small venue) 300MB Data + 100MB log (new database) 15MB Data + 15MB log N.B. if document storage is utilised, consideration should be given to hard disk space based on type and volume of files Recommended:100Mbit Ethernet Minimum:10MBit Ethernet TCP/IP ARTIFAX EVENT WILL RUN ON ANY WINDOWS 2000 OR XP COMPATIBLE COMPUTER.

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