iVvy Venue Management

The typical implementation process for iVvy Venue Management follows several key steps common to cloud-based venue management solutions:

1. Needs Assessment
   • The venue identifies operational challenges, defines goals, and determines the required features.

   • Example areas: booking automation, reporting, sales tools, integrations, diary management.

2. Software Selection and Planning
   • The venue selects iVvy after evaluating options and possibly seeing demos.

   • An implementation plan is created with iVvy, outlining project steps, responsibilities, and timelines.

3. Preparation
   • Data such as bookings, customer details, and resources is prepared for transfer.

   • System settings, pricing rules, and booking processes are configured with the help of iVvy consultants.

4. Customisation & Integration
   • The platform is tailored to match the venue’s workflows (menus, ticketing options, room setup).

   • Integration with external systems such as accounting, CRM, or payment gateways is set up if needed.

5. Data Migration & Testing
   • Existing bookings, historical data, contracts, and contacts are imported.

   • The iVvy team validates the setup and tests workflows, permissions, and integrations.

6. Training & Go-Live
   • Staff training is conducted through webinars or one-on-one sessions.

   • The venue goes live once testing is complete, with close support provided in the early days.

7. Ongoing Review & Optimisation

   • Regular check-ins, support, and training webinars help venues make the most of the system.

Typical Timeline

• For most single-site venues with standard needs, implementation is usually completed within 2–6 weeks, assuming data is ready and stakeholders are available.

• Larger or multi-site venues, or those with complex integrations, may take 6–8 weeks or more.

• Being cloud-based, iVvy offers a faster and less disruptive deployment compared to traditional systems.

• Training is designed to be smooth and intuitive, even for teams switching from manual systems.

iVvy Venue Management is designed to be highly flexible and customizable so it can adapt to a wide range of business needs:

• Custom Workflows & Integrations: Venues can set up unique workflows and connect with over 55 available integrations, including CRM, accounting platforms, event registration tools, payment gateways, and more. This enables automated processes and data sharing tailored to specific requirements.

• Custom Reports & Analytics: A custom report builder and automated reporting allow venues to monitor the metrics most important to their operations.

• Personalized Documents: Customizable quotes, contract templates, and the ability to add digital signatures ensure documents follow the venue’s standards and branding.

• Room Layouts & Event Details: From room setups to catering and menus, event booking details can be customized for each type of event or client.

• Marketing Personalization: Email and SMS campaigns can be targeted and automated with custom templates and reminders.

• Branding & Forms: Venues can maintain consistent branding across the system and create bespoke forms to collect the right information.

• Multi-location & Resource Management: Centralized tools help manage multiple venues, with adjustable diary views, scheduling, and resource allocation.

• API Access: The platform’s API allows advanced integrations with other systems or custom-built solutions.

• Other Custom Options: User permissions, document management, floor plan builder, and function diary setup are all customizable.

• Subscription Fee: Starts at around $250 per month for venue management, with tiered plans for additional features or larger operations.

• Setup Fee: Varies depending on venue size, complexity, and onboarding needs. A direct quote is required to confirm.

• Training & Onboarding: Standard training (webinars, remote sessions) is included. Advanced or on-site training may carry extra charges.

• Integrations: Some advanced integrations may require additional licensing or setup fees.

• Maintenance: Updates, hosting, and security are included in the subscription costs—no separate maintenance charges.

• Support: Standard support via email, phone, live chat, FAQs, and knowledge base is included. Priority or premium support may be available at extra cost.

• Custom Development: Special feature requests or advanced API-based developments may incur additional charges.

• Onboarding Support: New users are paired with a dedicated customer service representative who guides them through the setup process and answers operational questions.

• Training Sessions: Training is available through live webinars, one-on-one remote sessions, and a comprehensive knowledge base. These cover everything from booking management and diary setup to report building and integrations.

• Ongoing Guidance: After the system goes live, users can attend regular webinars and receive advice from their assigned client success manager to help refine workflows.

• 24/7 Support: Assistance is available around the clock via email, phone, live chat, and online resources.

• Client Success Managers: Having a named client manager allows for tailored guidance and support over time.

• Accessible Documentation: An online help desk, FAQs, and community forum provide quick answers and peer advice.

• Cloud-Based & Encrypted: Strong encryption is applied to both stored data and data in transit, ensuring protection from breaches or unauthorized access.

• PCI DSS Level 1 Compliance: Meets the highest industry standards for secure handling of payments and sensitive personal data.

• Firewalls & Antivirus Protection: Multi-layered protection helps prevent attacks and unauthorized intrusions.

• User Authentication: Secure logins with options like two-factor authentication ensure only authorized users have access.

• Automatic Updates for Security: Regular updates address vulnerabilities and maintain compliance with international regulations.

• Privacy Compliance: Data storage and processing meet applicable privacy laws such as GDPR or equivalent standards, depending on location.

• 24/7 Security Assistance: Support is available any time for security-related issues.

• Automatic Updates: As a cloud-based platform, updates are applied automatically with no action needed from the user.

• Regular Release Cycle: Updates include new features, improvements, and security patches rolled out frequently to ensure venues always have the latest tools.

• No Downtime Management Required: Updates are deployed seamlessly, typically during off-peak hours, avoiding disruption to daily operations.

• User-Driven Improvement: New capabilities are often based on feedback and requests from the venue community.

• Data Ownership: Your organization retains full ownership of all data stored within iVvy Venue Management. This ensures compliance, privacy, and operational continuity if you choose to move to another system in the future.

• Portability: The platform supports secure data export in common, machine-readable formats (such as CSV). If your contract ends or you decide to migrate to another solution, you can request your data and have it securely transferred or provided for personal backup. Requests are typically processed without unnecessary delay, subject to verification and privacy requirements. This ensures you can access your information or transfer it to another provider in a compliant way.

• Scalability: The system is designed to adjust easily as your needs change. You can increase or reduce the number of venues, users, and features at any time. Additional modules or integrations (for example, advanced analytics or payment processing) can be added as needed.

• Subscription Adjustments: Scaling up involves upgrading your plan or adding features, while scaling down involves removing venues or functions. Changes are usually implemented from the start of your next billing cycle, with pricing updated accordingly.

• No Downtime: Because iVvy is cloud-based and modular, scaling changes are applied instantly or within a short timeframe with no service interruption.

iVvy’s terms depend on the type of agreement (Marketplace listing, Supplier Software, or Venue contract), but here are the most relevant data points:

Renewal Terms

• Contracts typically run for a fixed term and automatically continue unless terminated.

• iVvy may update its terms and conditions at any time by publishing new versions. Continued use of the platform implies acceptance of these changes.

Cancellation Terms

• Deposits paid upfront are non-refundable.

• Cancellation fees are tiered based on how close the cancellation is to the event date:
  • 30 to 14 days before the event: Venue forfeits the deposit and pays 20% of the estimated revenue.
  • 14 to 7 days before the event: Deposit plus 50% of estimated revenue.

  • Less than 7 days before the event: Full cancellation fee (100% of estimated revenue).

• COVID-19 exceptions may apply for cancellations due to government-imposed restrictions or health emergencies.

• iVvy reserves the right to remove a venue from its Marketplace if:

• The venue frequently cancels confirmed bookings.

• It fails to respond to proposals within two business days.

• It does not maintain accurate availability or content on its listing.

iVvy emphasizes strong security and compliance across its venue management platform:

Security & Data Protection

• Hosted on a cloud-based infrastructure with redundant servers across multiple data centers for high availability and disaster recovery.

• Venues can configure custom security settings, including user access controls and permissions.

• Software updates are delivered automatically via SaaS, ensuring venues always run the latest version without manual intervention.

Regulatory & Operational Compliance

• iVvy includes built-in tools to help venues meet legal and operational standards for hosting events.

• Features include digital contracts, e-signatures, and compliance tracking, which streamline documentation and approval workflows.

• The platform supports audit trails and reporting tools that help venues stay accountable and transparent.