UNIVERSITY EVENT PRODUCTION
Transforming Event Scheduling at a Leading Texas University with LASSO
“Once I saw LASSO, I was like, this is it. I’m not looking for anything else. This fits and checks all the boxes. It does all the things I want.”
— ASSOCIATE DIRECTOR, SPECIAL EVENTS
UNIVERSITY
Customer Profile
EVENT PRODUCTION
TEXAS
50+ YEARS IN OPERATION
20+ FULL-TIME EMPLOYEES
The challenge: Navigating the complexities of large-scale event management with inefficient tools & processes
The special events team at a prominent Texas university faced challenges in managing large-scale events. Coordinating staff schedules, ensuring timely updates, and maintaining effective communication using spreadsheets and various systems created inefficiencies and added stress. Often, the team would have to manage and re-arrange schedules at the last minute, lacking predictability—and harming their entire team’s ability to have true work-life balance.
The turning point came when the team discovered LASSO at InfoComm, the largest professional audiovisual trade show in North America. Recognizing the potential to streamline their event management processes, they were excited to move forward as soon as possible. LASSO offers a centralized platform for event planning and staffing, which significantly enhanced the autonomy and control event managers had over their schedules. LASSO’s real-time updates also improve the team’s ability to efficiently monitor staff schedules and event progress. Additionally, LASSO’s responsive customer service ensures that the university team has the support needed to fully leverage the platform.
Implementation & Results
Increased Efficiency: LASSO streamlined the coordination of events, significantly reducing the logistical challenges the team previously faced. This allowed for smoother execution of events with fewer last-minute hurdles.
Enhanced Autonomy & Ownership: Event managers were empowered to plan and manage their own events with greater independence. This shift not only fostered a sense of ownership but also reduced the frequency of queries directed at senior staff, as team members were no longer solely dependent on others for information.
Improved Work-Life Balance: With better control over their schedules, staff members experienced a notable improvement in balancing their personal and professional lives. One team member emphasized, “Families can actually be families again,” showing just how impactful efficient technology can be.
Reliable Support: The team benefited from LASSO’s prompt and reliable customer service. This aspect is crucial in ensuring that any issues were swiftly addressed, thereby enhancing the overall user experience with the platform.
Feedback from the team
Whether it’s upcoming special summer events like a concert or a global soccer match, or regularly scheduled commencement ceremonies and sporting events, the university’s events team is well-prepared to manage a dynamic calendar. Despite the complexity and variety of these events, the team remains confident in their ability to handle these challenges effectively. Thanks to LASSO, they benefit from enhanced visibility and control over all their event needs, ensuring each occasion is managed smoothly and successfully.
The team’s feedback has been overwhelmingly positive. The Associate Director noted, “It just gives my staff the ability to know what it is they’re doing and when. They’re not always coming to me with questions.” This level of autonomy has not only boosted efficiency but also trust within the team. And, with so many student workers supporting their team, LASSO’s mobile app is key for success: “We have 20 students and part-time staff that we work with, and the newer generation is so app and technology based, you know, having that information that they can get to on an app has been huge.”
“Since we moved to LASSO, we’re trying to work three weeks out, so the next two weeks are as set as we can be,” they mentioned, appreciating the forward visibility the tool provides.
Partnering with LASSO has revolutionized how this university’s special events team manages and executes events. LASSO has not only addressed the initial challenges the team faced but has also added value by enhancing autonomy, improving work-life balance, and providing dependable support.