Sports Club Events

Situation

The Riviera Tennis Club is one of the oldest and largest tennis clubs in the Western United States. The Club hosts over 60 clinics and events per month and needed an easy to use mechanism for it's members and guests to sign up for weekly tennis clinics, drill classes, as well as special monthly and annual Club events.

Mary Pat Faley, the Director of Tennis at Riviera, had previously used another online sign-up app, but it suffered from several key limitations. First, the software could not handle waitlists properly. For the popular tennis clinics, members would fill up the slots within 5 minutes of availability. The previous app maintained a waitlist, but did not prevent members from jumping the line if one of the original slots opened up during the week. This lack of automatic waitlist movement became an endless source of frustration among the members and staff.

The second issue was in lack of proper reporting. Each time a member signed up for an activity, the Club needed to charge that member. The previous software was unable to tie the member's number with their sign up, causing the Club staff to look up member numbers for every event, requiring hours of wasted time.

RivBall Tennis Clinics

Solution

We presented Eventene as a replacement event management system after demoing that Eventene could handle their primary complaints with the previous solution. Eventene's waitlist system provides a more sophisticated mechanism for moving members from waitlisted to active status. The software also provides an option to manage the waitlist automatically or manually.

Eventene's reporting capabilities proved superior as well, with the Club able to associate multiple custom fields to each Member's record, so Member No. and other key fields could be included automatically when running weekly reports of event activity.

Another key feature the Club relies on is Assignments. The Club was able to configure a custom Section in Eventene, consisting of each Court in the Club. With each event, the staff was able to select which Courts were in use and then could assign individual players to specific courts for their clinics and tournaments. The Club members are then able to see their personal court assignments in the Eventene mobile app.

Results

Riviera Tennis has been using Eventene about 14 months now, saving the staff hundreds of hours in event management time. The members are also happy with the system, as they are able to view all the upcoming Club events in a single location and easily sign up for them when they become available. They can also easily reference which court they are assigned to and see which other members will be playing with them.

Following is a quote from Mary Pat Faley, Director of Tennis at The Riviera Country Club:

"The Riviera Tennis Club hosts over 60 events each month, and Eventene has proved invaluable at promoting our events, tracking sign-ups, and managing waitlists. Our members can sign-up conveniently from their desktop or mobile devices from anywhere. As the organizer, Eventene saves me 20+ hours a month compared to our previous system and is now an integral part of our operations."

Mary Pat Faley

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