community event optimization benefits to your … event optimization benefits to your bottom line...

Community Event Optimization

Benefits to your Bottom Line

Chris Blatney – Dir., Marketing & Strategy, Johnson Controls

Andy Townsend – Dir., Business Development, FacilityDude

www.facilitydude.com

Karate Class

Public

Art Group

Corporate

Job Fair Market Day

Parents Night

Out

Planning

Board

Arts & Crafts Festival

Elections

Parks & Rec

Advisory Committee

Blood Drive

Beauty Supply

Events

Girl Scouts

Farmers Market

Tourism & Economic

Development Daddy-Daughter

Dance

Easter Egg Hunt

Commissioners

Cookware Events

Company

Awards Banquet

Gov’t-Related Activities

Veteran’s Day

Lunch

Boy

Scouts

Dog Daze of

Summer

Board of

Health

Baking

Class

For Profit Groups

Company

Picnic

Earth Day

Festival

High School

Reunion

Company Holiday

Party

Real Estate

Events

Athletic Groups Community

Pop Warner

Football

Chamber of

Commerce

Field Hockey

Kickball

Softball

AAU

Basketball

Dodgeball

Beach

Volleyball

Little League Baseball

Tennis

Town Council

Meeting

Housing

Authority

Capital Planning

Committee

Soccer

Who uses Public Facilities?

Dance

Class


Event Scheduling is Complicated!


A Typical Event’s Flow

Submit Facility Usage Request

Route to public entity Admin

Review for Conflicts

Route to Central Office

Alert appropriate contacts

Determine if group will be

charged

Determine feasibility of

events and group

Verify insurance Coordinate

contract

Coordinate charges

Coordinate services (HVAC,

custodian, IT)

Schedule BMS Override

Coordinate supplies or equipment

EVENT HAPPENS

Send out invoice

Collect payments


The Result – Inefficiency & Waste!

The scheduling process can be an ineffective use of staff time due to event management coordination and communication problems:

Interruptions – phone calls, emails, drop ins

Paper forms and calendars

Keeping all parties informed about event approvals and schedule changes

Coordinating internal event resource personnel

Duplicate data entry between systems to manage building operations (HVAC, lighting, BAS, security, etc.) for each event

Inconsistent generation of invoices for external events

Inconsistent transfer of costs to the appropriate City department for internal events

Negative impact on operating budget


Critical Questions Achieving Savings or Recovering Direct Costs:

• What type of process do you use? – Paper/triplicate form routed for approval

– Emails or phone calls

• How many events each year? – Is it increasing or decreasing?

– Types of groups using the facilities?

• Do you charge? – If so, for what services and to which groups?

– How often do you review your fee structure?

– Who tracks and collects fees


Big Picture: Avg. 3000 events annually

Description Minutes Unit Cost # of Events Rough Cost

Check calendar for availability 15 $30/hour 3000 $ 22,500

Coordinating with staff to support event,

approving, getting other approvals 20 $30/hour 3000 $ 30,000

Coordinating and creating invoices 20 $30/hour 1500 $15,000

Doing BAS Overrides 15 $30/hour 2000 $15,000

Custodial time - setup, breakdown, clean up,

lock/unlock and other services) 120 $25/hour 3000 $112,500

Energy/Utilities $30,000-

$80,000/year 2000 $ 50,000

Increased M&O Cost (supplies, repairs, etc.) $5,000-$35,000 1500 $15,000

Wear & Tear, reduced life of building

components, capital impacts $5,000-$35,000 1500 $15,000

IT – internet access, projectors, AV carts ??? ??? $???

Security ??? ??? $???

OTHER??? ??? ??? $???

KNOWN TOTAL EXPENDITURES $275,000


The Costs?

• A minimum of $275,000

• Average 3,000 events annually

• Average $92 per event

• How would you translate this?

– How many salaries could this

fund?

– What supplies and resources

could this have provided?

– What programs or services could

this have saved?


Important to Know… Impacts on Resources


Important to Know… Personnel Impacts


Advice from Your Peers…

• Not everyone charges, but everyone

deals with room or area conflicts

• Centralize the calendar and know

what’s happening and who is

involved

• Be able to show how many groups

use your buildings (and maybe even

why)

• Centralize the money and have a

good audit trail

• Charge something!


Advice from Your Peers …

• Administration (and definitely the public)

don’t always know the impact

– “We let go custodial staff and approved an

increase in community use…

on the same night!!”

• Watch for risks, especially insurance

policies and proper coverage

• Enforce terms of agreement and

periodically check for loopholes

• Security

– Know who, where, when and why someone is

in the facility


The Need

Transfer of costs to users relieving general operating budget

Reduced liability with necessary documentation in hand in advance

Energy savings – only condition the space you need when you need it

BIG picture management of facility use

Better communication with requesters & staff

Improved coordination of support services – other departments

involved in the process

Overtime coordination and documentation (security, janitorial,

maintenance)

Increased productivity for everyone involved in event management

processes

Real-time database of community facility use, costs recovered and

other relevant information

Peace of mind – never forget system override and avoid “that call”!


The Debate Around

Facility Usage

• “Politics, politics, politics” --- the public pays taxes and

believes they have access to the buildings.

• Many, including some government officials, realize this

approach is doing more harm than good.

• Taxes are tough on the public, but budget cuts and increases

in energy costs are tough on you.

• Your mission is to serve the public during the day, and your

budgets and funding reflects this --- how much of your

budget and funding is dedicated toward community use?


The Transition:

Communicate Best Practices • Identify a central administrator to:

– lead and drive the change

– address questions or issues as they arise

– periodic follow-ups to public entity administrators

– reminders on needs and updates to public entity administrators

• Work to centralize schedules and eliminate confusion for events on calendars (what should be scheduled?)

• Get support from the administration

• Stress how schedules must be on the calendar to not only prevent conflicts, but to ensure support can be provided


Change Management Services

Effective change management is the key to achieving specific cost recovery

goals. Our Change Management Program is a structured approach to the

implementation of our Facility Event Scheduling software including:

Establishment of new policy and governance

Baseline determination and identification of annual cost recovery goals

Marketing assistance to educate the public about the new program, its goals

and why this change is necessary

Support to create and implement a new work flow process for scheduling of

community events: definition of roles, approval processes, new fee

schedule, invoicing process

Project management of transition between systems: timeline, activities, pilot

programs as required, benchmarks

Training of all participants in new roles and process – internal and external

Continuous measurement of program success


The Solution:


A suite of products that include:

Facility Event Scheduler – Online

facility usage scheduling application

and community calendar system

Facility Event Integrator – Integrates

the BAS with Facility Event Scheduler

Savings Program – use recovered

funds to support maintenance and

infrastructure costs


Facility Event Scheduler (FES)

What is it? On-line facility use scheduling tool for managing event requests,

tracking event schedules, assigning tasks/services needed, and ensuring proof of liability insurance is received in advance from external users

How does it work? Automates requests by users for space (internal and community)

Centralizes site calendars for internal/external events and viewable by community via web

Tracks organizations using rooms and the related charges

Automates event approvals and assignments of tasks

Manages risk by ensuring certificates of liability are received from external users in advance of event

Stores policies, contracts and related documents

After event, generates invoice per pre-defined rental fee schedule (internal invoice to ensure charge back to correct business account or external invoice to approved users)


Facility Event Integrator (FEI)

What is it?

An integration tool that connects and enables data exchange between a building automation system (BAS), and other intelligent building technologies, and the Facility Event Scheduler application.

How does it work?

Automatically schedules (on/off) BAS system(s) via approved scheduled events

Allows event schedule changes and cancellations

Allows last minute schedule overrides

Allows last minute and partial use cancellations

Provides accountability through historical documentation of all scheduled events and overrides (great planning tool for future capital expenditures)

Optimizes after-hours HVAC schedules based on actual facility usage through integration; aligns building systems operating costs with actual facility usage

Supports most networked BacNet enabled BAS solutions



Savings Program The Challenge!

Typically revenue generated from public rental of facilities does not make its

way back to the facilities department to offset the wear and tear incurred on

key building assets.

What is a Savings Program?

A Johnson Controls mechanism to fund facility improvements from the

additional revenue generated from the implementation of an event

scheduling program

How does it work?

Once a project begins to provide a positive cash flow, a % of the

incremental revenue generated can be designated by the customer to

be held in a contract for use on future projects

Customer can use the funds at any time to purchase any Johnson

Controls products and services for facility improvements (open book

pricing model based upon GSA schedule)


Questions?

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community event optimization benefits to your … event optimization benefits to your bottom line...

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