Situation

Allied Concert Services, a dedicated promoter committed to bringing cultural experiences to communities beyond bustling metropolitan areas, faced significant limitations with its existing event management system. Despite its strong passion for connecting audiences with exceptional artists, the company’s reliance on siloed data across spreadsheets and paper forms hampered its operational efficiency. This fragmented approach resulted in a complex, multi-step process for booking, promoting, and executing concerts.

The challenges were multifaceted: managing artist information, venue details, and audience preferences across disparate files led to data entry errors and inconsistencies, wasting time in reconciling information. Additionally, the lack of a centralized system made tracking historical data on past events and audience preferences difficult, limiting the company’s ability to analyze trends and make data-driven decisions for future programming. The situation was further complicated by the limited technical skills among staff members, hindering their ability to leverage the available software tools effectively.

As Allied aimed to expand its network of partner associations across 15 states, the limitations of its current system became increasingly apparent. The need for a scalable solution that could grow alongside its expanding business and streamline its complex workflows became paramount. The decision to partner with ProsperSpark was influenced by their appearance on the podcast Entrepreneurs on Fire, a platform known for featuring respected businesses. After interviewing Brandon and the rest of the team, Allied’s leadership felt confident they had found the right partner to address their needs.

“ProsperSpark’s commitment and expertise were evident from the start. They understood our goals and crafted a solution that met and exceeded our expectations. Their support has been invaluable in our journey towards digital transformation.”

– David H., Representative,
Allied Concert Services

Solution

Recognizing the constraints of Allied’s existing system, ProsperSpark proposed a custom Airtable solution. Leveraging deep industry knowledge in music and event planning, alongside Airtable expertise, ProsperSpark ensured a seamless integration with Allied’s workflow.

Through a collaborative discovery process, ProsperSpark demonstrated the potential of Airtable by showcasing functionalities within its own setup, illustrating how the platform could address Allied’s specific needs. By optimizing Allied’s existing Airtable structure, ProsperSpark identified opportunities for improvement and restructured key tabs to enhance functionality. This foundational work laid the groundwork for a custom solution, leading to the design of tables for tour sheets, artist reviews, and visually appealing campaign materials, all drawing directly from the centralized Airtable base.

Comprehensive training was provided to Allied’s team to ensure they could confidently maintain and update the system. With ongoing feedback, ProsperSpark refined the solution to perfectly align with Allied’s operational requirements. Regular training sessions and continuous support facilitated a smooth transition and adoption of the new system. The culmination of this collaborative effort was a revamped Airtable database tailored to Allied’s specific needs, offering streamlined workflows, improved data management, and flexibility to accommodate future growth. With built-in automation and reporting, Allied gained a powerful tool to elevate its operational efficiency and achieve its ambitious goals.

“Prosper Spark did three things: educated us on the overall functions of Airtable, helped us organize our data, and developed extensions and interfaces to help us efficiently retrieve our information.”

– David H., Representative,
Allied Concert Services

Results and Benefits

The Airtable-based system brought profound transformation for Allied Concert Services. The new process for generating tour notices and campaign materials streamlined operations, saving time and reducing errors. This newfound efficiency allowed Allied to dedicate more resources to securing top-tier talent and fostering stronger relationships with its network of partner associations.

Improved historical activity tracking with client organizations empowered Allied with valuable insights for future planning. By analyzing past successes and audience preferences, they could make data-driven decisions to curate even more engaging cultural experiences for communities across the central United States.

“The level of customization and support provided by the consultant far exceeded our expectations. Their ability to understand our unique challenges and deliver a tailored solution was key to our project’s success,” said a project manager for the concert promoter.

Allied’s experience underscores the importance of choosing the right tools and partners for concert promoters facing similar challenges. The collaboration with ProsperSpark has revolutionized Allied’s operational efficiency and set a new standard for event management in the industry. By leveraging deep industry knowledge and expertise in Airtable customization, ProsperSpark delivered a solution that perfectly aligned with Allied’s unique needs.

This case study exemplifies how the strategic use of technology and expert guidance can transform the complexities of concert promotion into streamlined, efficient operations that drive success and growth. With a powerful Airtable solution at its fingertips, Allied Concert Services is well-positioned to continue bringing exceptional live entertainment to communities for years to come.