blackbaud s solution for Arts and Cultural Organizations

Transcription

1 blackbaud s solution for Arts and Cultural Organizations

2 Blackbaud s Arts & Cultural Solution Blackbaud s Arts & Cultural Solution is the answer to all your ticketing, fundraising, membership, web site, financial management, and retail sales needs. It is the only single, complete solution for all the various operational and reporting needs of your finance, development, and retail departments; visitors and admissions offices; and box office. Since we started using The Patron Edge Online, we have seen our online sales grow 30 percent. We recently had one of our best selling shows in the history of the theater, and I m convinced that we would not have been able to sell that many tickets on the old system. Table Of Contents Ticketing: Box Office and Visitor Services Management... 1 Online Ticketing Fundraising, Relationship Management, & Membership Accounting/Financial Management... 7 Online Content Management Retail Point of Sale Sarah Coco, Director of Patron Services, Hartford Stage Company

3 ticketing: Box Office and Visitor Services Management The Patron Edge is a comprehensive ticketing management solution specifically designed to help organizations that do general admission and reserved seating boost attendance and increase revenue. The Patron Edge meets the specific, complex needs of busy box offices and visitor centers. In addition to tracking all the details associated with building a strong relationship with each patron or visitor, The Patron Edge gives ticketing professionals the tools they need to manage daily operations from selling tickets to tracking and reporting on those sales. The Patron Edge General Admission Sales Touch Screen manage ticketing operations: Sell tickets quickly and effortlessly with user-friendly touch screens. Tailor the sales flow to meet your business needs for walk-up and phone room sales. Efficiently add multiple events, memberships, donations, renewals, and merchandise to a virtual shopping basket for payment. Create and view fully customizable venue maps, best-available seat charts, fixed-series seats, and more. Keep data current and allow staff access to biographical and demographic information on customers, as well as purchase and payment histories. Save time with easy hall layout design, including theaters, classrooms, and studios. Allow package funtionality and membership benefits that provide the ability to give discounts automatically based on your business rules. boost ticket sales and cut expenses: Capture all purchases by always being ready to sell and serve. Increase revenue with simple ticket design, allowing for additional advertising opportunities with image printing on front and back. Improve productivity with customizable sales flow, user-defined screens, and the ability to define process based on business rules, as well as pop-up summaries and recap information. Save money on direct mail by capturing current customer information during any transaction. Share key biographical data across your fundraising and ticketing systems to eliminate double data-entry and decrease overall cost. 1

4 build and strengthen relationships with patrons: Personalize interaction with customers using bar-code scanning. Automate individual recognition and benefit association. Enable pop-up comments so box office staff are better able to personalize interactions with key patrons, donors, and visitors. Provide convenient methods of purchase and communication (via the Internet or kiosk). demonstrate increased financial accountability, fostering a positive community image: Create custom reports to be housed within or outside The Patron Edge using third-party reporting tools such as SQL Reporting Services and Crystal Reports. The Patron Edge Seat Map Combine donor and patron/visitor data for a complete history and view of activity. Get a single view of patrons and donors. Eliminate unnecessary time and expense to find or share information between your box office or visitor center and development office. Readily share ticket purchase and donor data with the interface between The Patron Edge and The Raiser s Edge, Blackbaud s award-winning fundraising solution, regardless of which system initially received the information. Fine-tune your marketing efforts with a variety of marketing analysis reports. We chose The Patron Edge because it will not only handle our ticketing needs, but it will also work handin-hand with The Raiser s Edge to provide a complete patron management solution. Blackbaud was the only vendor that could meet our complex requirements for both ticketing and development while helping us best serve the people who care most deeply about our mission. 2 Brad Heiser, Western Pennsylvania Conservancy Online Ticketing Your patrons want to buy tickets online, not in line! Once regarded as an offering of convenience that only large organizations could afford, online ticket sales are now a necessity for general admission and reserved seating organizations of all sizes. Today s Web-savvy patrons and donors demand the convenience and control of selecting seats, purchasing tickets, renewing memberships, and making donations quickly and easily from the comfort of their homes and offices. Furthermore, nonprofits recognize the benefits of online ticket sales in helping to dramatically boost operational efficiency and organizational reach, which results in lower costs and higher revenue. the patron edge online is an online ticketing solution that can help your organization easily and systematically build its online presence. with it, you can: Drive revenue by setting and retaining all online per-ticket fees (no extra fees to vendors).

5 Reduce expenses and staff requirements by empowering your patrons and donors to order tickets and update biographical information and interests in real time with self-service functionality. Choose to sell live inventory via your Web site or limit online sales to a segment of available seats. Accept memberships, series, and subscription sales and renewals. Instantly recognize and apply member privileges and discounts. Allow customers to choose their own seats with easy-to-understand seating charts, without leaving single seats. Offer view from this seat or area ability for customers to choose bestavailable or self-selected seats. Give customers the ability to print tickets at home. Capture customer information and preferences; allow patrons to update their memberships, demographic information, and interests in real time, and apply benefits automatically. And best of all, The Patron Edge Online fully integrates with The Patron Edge, our back-end ticketing solution, to extend your ticketing operation to the Web. Sample Patron Edge Online Web Site Ticket sales are up since we implemented The Patron Edge Online; in fact, our Internet sales have almost doubled in one year. Online sales in 2005 were 23% of our total sales, whereas this year they increased to 38%. One component for increased ticket sales overall is that we are better able to handle the volume of orders better than ever before with The Patron Edge and The Patron Edge Online. Dale Manning, IS Manager, American Players Theatre 3

6 Fundraising, Relationship Management, and Membership The Raiser s Edge puts the power of change in your hands. Designed for organizations of all shapes and sizes, it s the trusted solution of more than 15,000 organizations worldwide. Constituent Record in The Raiser s Edge The Raiser s Edge works by giving you the tools you need to cultivate lifelong relationships with patrons, save time and money by streamlining your important daily processes, and demonstrate increased accountability. Think of an investment in The Raiser s Edge as insurance for your organization s future. with the raiser s edge, you can: The Raiser s Edge has helped us build and maintain strong relationships with our constituents by giving us a complete view of their interactions with us. It saves us time and helps us run our business. Laurie Conkerton, Vice President for Development, Audobon Nature Institute, New Orleans, LA Enjoy a complete view of relationships by recording every interaction you have with patrons, donors, visitors, volunteers, prospects, and members. Eliminate unnecessary time and expense required to locate or share information between your development office and box office or visitor center by integrating with The Patron Edge, Blackbaud s ticketing and admissions management solution. Access and create detailed or summary reports for patrons, staff, and board members. Review snapshots of every aspect of your organization with at-a-glance reports. Give patrons the option of electronic, hassle-free giving online 24 hours a day/7 days a week. Key features to Help Ensure Your Success: comprehensive relationship management Gain a 360 view of your patrons, donors, visitors, volunteers, prospects, and members. Convert prospects to patrons create actions, make notes, assign solicitors and dates, automatically allocate assignments, delegate letters and tasks, and send reminders. Eliminate over solicitation or missed opportunities keep track of all interactions with each individual and review and record all actions and appointments in your fully integrated Microsoft Outlook calendar. Communicate program results to executives, staff, and board members with The Raiser s Edge Dashboard. 4

7 advanced reporting and security Articulate your success and use of funds with your choice of more than 100 summary and detailed reports. Eliminate time-consuming tasks and errors. Control what users access to help refine staff responsibilities with an advanced security model, you can be confident that your information is secure. simplified reporting and communication A Dashboard in The Raiser s Edge Access your most important tasks, reports, and analysis tools by using your personalized Raiser s Edge Home Page. Pull data from any field in The Raiser s Edge with simple, plain-english queries that can be saved and even modified later for use again and again. membership management The Raiser s Edge s membership module, RE: Member, offers sophisticated membership management tools that are easy to use and give you the ability to track multiple memberships, produce reports to analyze member activity, print lists and directories of members, and perform specific mailing functions, such as preparing membership cards and renewal notices. In addition, you can renew memberships, locate lapsed members, and drop members who have not responded to renewal notices. We now have a 360 degree view of our members that we can use to help us raise more money. Lisa Hoffman, Director of Membership and Fundraising Administration, Portland Art Museum, Portland, OR setting up your membership program you make the rules RE:Member allows you to easily organize your memberships beginning with membership programs high-level groups to which membership categories and subcategories belong. For example, a zoo might have membership programs called individual, corporate, and educational. For organizations with more intricate programs, subcategories allow you to take the organization of your membership one step further by providing a secondary list of categories to choose from, such as adopter or sponsor. adding, renewing, or upgrading memberships maintaining your relationships Once membership categories are established, entering and maintaining the information is a breeze. You can easily view and access membership data from the constituent, membership, or gift record. In addition to individual memberships, you can maintain joint memberships, memberships with multiple card holders, and memberships with multiple children. You can also keep detailed membership information, such as associated solicitors, and if the 5

8 membership was given as a gift, you can track specific information, such as the name of the giver and related notes. RE:Member also makes entering and tracking renewals simple. With the click of your mouse, you can renew members at the same level, upgrade them to a higher membership level, or downgrade them to a lower level. If members do not respond to renewal notices, you can drop their memberships and still keep important data. Dropping a membership allows you to keep a record of the constituent s past membership activity but no longer consider them an active member. membership cards and renewal notices validating and renewing commitment Membership cards give your members a tangible symbol of their commitment to your organization. Using RE:Member, you can specify membership card information, such as the name to appear on the card, the type of membership, card validity dates, and whether or not to print the address on the card. For joint memberships, you define who receives membership cards in addition to the primary member. Custom-printed, blank membership card stock is available from Blackbaud Forms. RE:Member also supports barcode scanning. Print bar codes on membership cards and then scan members cards at exhibits, events, and even at the gift shop. With each scan, membership information including status and benefits is displayed along with a picture, if desired. And when the time comes, you can prepare renewal notices to provide your constituents with a timely reminder to renew their memberships. 6

9 Accounting/Financial Management The Financial Edge transforms traditional accounting data into decisionmaking power. It is the only accounting solution that helps professionals in arts and cultural organizations make smart strategic decisions, achieve the highest level of fiscal transparency and accountability, and evaluate the financial success of every performance, exhibit, event, initiative, or department with virtually a click of the mouse. with the financial edge, you can: A Financial Edge Dashboard with Patron Edge Data Share timely, accurate information with key stakeholders. Track the profitability of individual performances, exhibits, or events. Track all revenue sources by project, performance, grant, or endowment. Control budgeted amounts by enforcing business rules. Shave hours, days, or months off your reporting cycle by easily consolidating data from disparate databases, locations, or subsidiaries. Quickly create reports within the system rather than trying to manipulate data on external spreadsheets or burden IT staff with data requests. Gain insight into critical data with just a glance at The Financial Edge Dashboard, an on-screen tool including panels of summaries, lists, and graphs that efficiently compares and analyzes data to give a snapshot of your organization s financial status. Reduce audit costs. In large part due to its integration with The Raiser s Edge and The Patron Edge, The Financial Edge is a compliant accounting solution that was created for, and has served well, the arts and cultural nonprofit sector and its unique needs. Key Benefits to Help Ensure Your Success: track and report at the performance, exhibit, or project level with the financial edge. Separate and report on activity for various projects, performances, endowments, exhibitions, and other entities without exploding the number of accounts in your system. A Closer Look at a Financial Edge Dashboard We utilize The Financial Edge for budget tracking, financial statement preparation, and supplemental reporting. The Financial Edge has been instrumental in helping us manage our budget performance and streamline our reporting. And, it has generally brought our efficiency level to a new height. Nancy Ring, Accounting Manager, American Players Theatre Ensure accountability by tracking grants, performances, and projects on a level separate from your chart of accounts. Easily create reports at the performance or project level to satisfy your key stakeholders within minutes. 7

10 streamline your chart of accounts. The Financial Edge reduces the number of accounts necessary for even the most complex organizations. Track transactions by net asset class. Easily prepare reports in multiple formats. integrate the financial edge with the raiser s edge and the patron edge. Reduce duplicate data entry. The Raiser s Edge pushes financial information directly to an open Financial Edge journal entry batch while maintaining control in the accounting office. Link donor and patron contributions, as well as membership revenue records, in The Raiser s Edge to account balances in The Financial Edge for a tight audit trail and simple, straightforward reconciliation. Pre-validate data before posting and perform standard audit checks 8

11 Online Content Management Blackbaud NetCommunity for Arts & Cultural Organizations enables your organization to create an interactive online network for patrons and members, fostering a sense of connectivity between them and your organization and significantly reducing the amount of time and money your staff must spend on administrative tasks. Best of all, it seamlessly integrates with The Raiser s Edge, our comprehensive fundraising and constituent relationship management solution, so you always have a single source of up-to-date patron and membership information across your entire organization. Sample Blackbaud NetCommunity Web Site Home Page educate the community about your mission and add new supporters Blackbaud NetCommunity allows you to get the word out about your programs, upcoming events, and volunteer opportunities. Personal pages, message boards, and blogs not only help you grow your prospect base, but also give staff members an outlet for communicating with supporters. build relationships that extend beyond donations It s no surprise that members and supporters who are involved and interested will contribute more, but keeping them engaged can be a difficult job. When a supporter logs in to Blackbaud NetCommunity, the system creates personalized web pages unique to his or her interests with specifically targeted appeals. All transactions are shared through The Raiser s Edge, so there is no need for duplicate entry or error-prone uploads. Sample Blackbaud NetCommunity Web Site Membership Page raise more money by personalizing online giving and participation Convey your need for funds through targeted content, , enewsletters, and sponsor-me fundraising pages. Raise more money for your mission by providing individualized donor forms with dynamic giving levels based on a particular appeal or a supporter s past giving history. benefits for your organization: Provides a comprehensive solution that allows you to seamlessly leverage information you already have in The Raiser s Edge. Compiles a single view of your patrons and your interactions with them as all information entered online is captured in The Raiser s Edge. Decreases costs and errors by eliminating duplicate data entry with your Web site and The Raiser s Edge. Supports around-the-clock service for donations, memberships, and profile updates. 9

12 Provides easy-to-use, do-it-yourself Web maintenance tools, making it simple for anyone in your office to make Web site changes. Reports on site activity and campaigns to help you target communications and appeals. Processes secure credit card gifts and automatically enters them into The Raiser s Edge. CounterPoint SQL Integration within The Raiser s Edge Allows quick and easy creation of online update forms that conform to the business rules and standards set in The Raiser s Edge via built-in content management tools. benefits for your patrons: Enjoy a sense of belonging and loyalty with personalized Web pages and s. Receive timely, targeted communications that appeal to their interests. Update biographical information to share changes in personal status. Make donations online with a secure environment and simple steps. 10

13 Retail Point of Sale Provide superior customer service with The Raiser s Edge, The Financial Edge, and CounterPoint SQL*. CounterPoint gives nonprofit professionals like you the ability to run gift shop point-of-sale transactions smoothly and efficiently, so you can focus on the most important aspect of operating a business keeping your customer happy. What s more is that CounterPoint works in conjunction with The Raiser s Edge and The Financial Edge, further enhancing your ability to provide the best customer service experience. Raiser s Edge constituent records are available as CounterPoint customers. this comprehensive solution can help you and your staff: Recognize members quickly and easily to offer them a discount, accept their donations, or even renew their memberships. Provide a fast and easy checkout. Streamline the flow of data across your organization. Ensure accountability and internal controls. Gain a 360 degree view of your customers to improve customer loyalty. counterpoint includes: Inventory: Maintain optimum inventory levels to maximize profitability and control costs with inventory management tools. Reports: Access flexible reports to help you operate your retail department efficiently through effective targeting and analysis. Customers: Track contact information, notes, images, and user-defined profile fields for each customer, along with detailed sales activity, to build stronger customer loyalty and maximize repeat business. ecommerce: Access built-in ecommerce capabilities to reach a broader customer base and build online customer relationships. Point-of-Sale: Utilize point-of-sale functionality for fully integrated cash register functions on computer workstations with either regular or touch screen entry. Sales History: Retain, view, and report complete details for every sale you make, or look at summaries and cross-analyses. *Counterpoint SQL is owned by Synchronics, a division of Radiant Systems. 11

14 extend your customer relationship management to include purchases From within The Raiser s Edge system, you can access the CounterPoint system, media, and sales tracking reports, as well as process donations from the retail product sales system. While increasing efficiency and accountability, this integration helps to support your mission and further develop your constituency. benefits of integration With the integration of The Raiser s Edge for fundraising needs and CounterPoint for retail product sales needs, your organization can achieve a new level of success, efficiency, and productivity. improved efficiency With integration, The Raiser s Edge can transfer constituents and memberships to CounterPoint, eliminating the need for imports and extra data entry. enhanced accessibility Integrating CounterPoint with The Raiser s Edge allows you to access retail product sales in two different ways, depending on your organization s needs. You can access CounterPoint as a standalone program, but after you integrate you can access the CounterPoint entry screen and Reports from The Raiser s Edge. 12

15 ticketing Blackbaud Arts & Cultural Solution At-a-Glance Category Product Solution Functionality and/or Benefits online ticketing fundraising, relationship management, & membership The Patron Edge for General Admission & Reserved Seating Organizations The Patron Edge Online for General Admission & Reserved Seating Organizations The Raiser s Edge Quick Ticket Sales Group Sales Series/Subscriptions Real-Time Ticket Sales Online Per-Ticket Fee Control Membership, Series/ Subscription Sales & Renewals Biographical & Demographic Information At-a-Glance Donor Relationships/Affiliations Personalized Acknowledgments/Appeal Letters/ s Timely, Accurate Reports for Stakeholders Memberships Venue and Seat Maps Scanning and Access Control Online Donation Processing Choose Your Seat or Best-Available View from Seat or Area Print at Home More Than 200 Flexible, Pre-Formatted Reports and Dashboards Volunteer Management Membership Management Event Management Solicitation Tracking Business Rules for Controlling Budget Amounts financial management The Financial Edge Individual Performance/Exhibit/ Event Profitability Tracking Project/Performance/Grant/ Endowment Revenue Tracking General Ledger, Budget Management, Cash Management, Accounts Payable, Accounts Receivable, Payroll, Purchase Orders Complete Content Management Event Calendar and Registration Brand Integration Memberships online content management Blackbaud NetCommunity & Electronic Newsletters Personalized Online Giving Photo Gallery Weblogs Document Sharing and Discussion Groups Distribution Point-of-Sale Customer Information retail point-of-sale CounterPoint Inventory ecommerce Reports Sales History

16 Blackbaud, Inc Daniel Island Drive Charleston, SC About Blackbaud Nonprofit organizations around the world use Blackbaud software and services to increase support, reduce fundraising costs, better manage their finances, and market their missions to the public. Our work with over 22,000 clients in more than 55 countries gives us unique insight into the needs and aspirations of the nonprofit community. Organizations such as Habitat for Humanity, Dartmouth College, the WGBH Educational Foundation, Cancer Research UK, Special Olympics, and the Arthritis Foundation depend on Blackbaud software and services to help them grow and operate more efficiently. We are proud to be a small part of their success. January 2009, Blackbaud Inc. This material is for informational purposes only. The information contained in this document represents the current view of Blackbaud, Inc., on the items discussed as of the date of this publication, and could be subject to change.