Streamlining Event Management: A Case Study on Cool Running Events

Cool Running Events (CRE), an event management company, faced significant challenges as it expanded its operations. The company, which specializes in the production, management, and marketing of pop-up events, had grown to manage multiple events across various locations. This expansion led to an increase in the size of their team, which in turn, created a need for a reliable scheduling and timekeeping system. One of the main concerns was the scheduling of employees. Given the unpredictable nature of events, assigning shifts was a complex task. Some shifts required full-time staff, while others needed part-time or on-call employees. Managing this across several locations was becoming increasingly difficult. Additionally, tracking the hours that staff clocked in and out was challenging. The lack of a formal process for staff to submit their working hours led to inaccurate records, which in turn, resulted in higher labor costs. The process of gathering data from multiple sources in inconsistent formats for payroll was also a significant challenge.

Cool Running Events (CRE) is an Ireland-based event management company that specializes in the production, management, and marketing of pop-up events. The company operates nationally recognized and award-winning brands such as Ice Skating.ie, The Nightmare Realm, and Ocean Escapes. CRE is Ireland’s largest operator of seasonal ice rinks, having been in the ice rink business since 2004. The company has installed and managed major ice rinks in shopping centers, event centers, and locations across Ireland. Over the years, CRE has expanded into varied events while constructing and managing ice skating rinks around the country during the winter season.