Managing hundreds of diverse events requires precise coordination

Leeds University Union (LUU) operates venues ranging from iconic gig spaces that host world-famous artists to smaller theatres and conference facilities. Each academic year, they deliver hundreds of productions — including club nights, commercial gigs, student-led events, and theatre performances. With large operational teams covering logistics, production, security, bars, and more (the production team alone has 20 members), keeping everyone aligned is essential.

Multiple disconnected systems made information sharing difficult

Coordinating such a large number of people and events was challenging when data was spread across several software tools. Information was sometimes lost in transfer, leading to oversights and missed details. LUU needed one central, accessible platform where all event-related information could be stored and shared between teams.

Yesplan became the central hub for all event operations

LUU implemented Yesplan as its primary event management platform, customising it to fit their unique operations. Key changes included:

  • Setting up custom Inspector tabs, labels, and profiles to categorise events and keep all teams informed.
  • Using Yesplan’s events calendar to coordinate activities across multiple venues.
  • Storing all event documentation centrally for easy access.
  • Automating key tasks like generating quotes, advances, and contracts.
  • Leveraging Yesplan’s reporting feature to pull stored information directly into forms, cutting admin time significantly.

One centralised system has improved communication and accuracy

Since adopting Yesplan, communication between departments is faster and clearer, onboarding new staff is simpler with one system replacing multiple apps, and automated reporting has reduced admin time while minimising errors. The production team recommends other venues take full advantage of Yesplan’s reporting and Data View tools to boost accuracy and efficiency.

Leeds University Union’s success shows how a centralised, flexible system can transform event coordination across busy, multi-venue environments. With Yesplan, they’ve built a foundation for smoother communication, faster setup, and better collaboration across every department.

Learn more about Yesplan’s event management tools or explore Leeds University Union and their vibrant campus venues.

Venue Managment