Best Western Premier Boulder Falls Inn in Lebanon, Oregon, is a charming destination designed for relaxation. Featuring 84 comfortable guest rooms and suites, the Inn boasts a peaceful one-acre Japanese garden, alongside an outdoor heated pool, hot tub, a fitness centre, and excellent dining at the 1847 Bar and Grill.
Beyond its inviting rooms, the Inn is also busy with events. It offers many different spaces, from a large Conference Center that can hold up to 600 people, to the smaller Club Room overlooking the garden, and dedicated board rooms for meetings. Boulder Falls Inn hosts all kinds of gatherings.
The problem: outdated venue software and missed opportunities
Behind the scenes, managing these events wasn’t always easy. Before they started using iVvy Event & Venue Management Software, Boulder Falls Inn used an older system that caused several problems. Event staff had to stay in the office; managing events remotely was complicated. Simple but important tasks, like updating menus for special events, could take over a week. And changing key documents, like Banquet Event Orders (BEOs), was difficult beyond basic templates.
A major pain point for Boulder Falls Inn was the lack of reporting on how much money each event space made, and no central calendar for events. This meant manual tracking, significant time wastage, and missed opportunities. As Andi Newcomer, Event Center Manager, stated, «It was clear we were just wasting time and money trying to make an old system work.»
A game-changing decision: stepping into the future with iVvy
The team at Boulder Falls Inn knew they needed a better way. The decision was made to embrace a new era of efficiency by adopting iVvy Event & Venue Management Software alongside a new property management system.
Why iVvy? Andi explained: «iVvy stood out because it was so easy to use, offered flexible event documents, and was completely online, meaning we could manage events from anywhere.»
The transition proved to be incredibly smooth. Andi and her team quickly found iVvy to be exceptionally intuitive. «iVvy is incredibly user-friendly,» Andi shared. «The interface is intuitive and easy to navigate, even with minimal training. That said, the training itself was outstanding. We trained on two systems around the same time, and the difference was night and day.”
Andi also has advice for other venues: «Don’t be afraid to reach out to the iVvy team for help. If you’re coming from an outdated system, it’s easy to fall into the habit of creating workarounds, but with iVvy, that’s often unnecessary. I quickly discovered that many of the solutions I was trying to piece together were already built into the system—I just needed someone to point them out. Even if iVvy doesn’t currently have exactly what you’re looking for, they’re constantly updating and adding features. If you share your needs, there’s a good chance they’ll incorporate them into future updates.”
The results: more money, more time, happier team
Implementing iVvy Event & Venue Management Software resulted in remarkable changes for Boulder Falls Inn:
- 43% more revenue from event spaces: iVvy’s detailed reports showed Boulder Falls Inn exactly how well each event space was performing. They found two rooms that weren’t being used enough, and they adjusted how they promoted them. As a result, they saw a huge43% increase in revenue from those spaces in just eight months.
- 15 fewer hours of work each week: Updating and changing menus, which used to take hours or even days, can now be done quickly with iVvy. Using iVvy’s automation and time-saving features, Andi’s workweek went from about 60 hours to around 45 hours.
- More flexibility and faster responses: Remote accessibility has been a massive advantage for Boulder Falls Inn. The team can now quickly handle urgent issues and manage venue tasks effectively, even when away from the office. Their events coordinator now uses iVvy on an iPad during events to share live updates.
- Better experience for clients: Using iVvy’s digital contracts with e-signatures made booking events simpler for clients. The hotel can now create custom catering contracts within the system, which clients can sign electronically, making the entire venue booking process faster and more convenient.
- A more empowered team: With iVvy’s easy-to-use platform, Andi’s team needs much less help from her for daily tasks. This lets her focus more on long-term planning and working closely with clients, which improves their overall event services.
Real venue growth, enabled by the right venue software
The experience of Best Western Premier Boulder Falls Inn shows how using the right venue software can make operations smoother, help teams work better, and significantly increase revenue. It’s a clear example of how a smart change can lead to great results.
Schedule a free product demo with the team at iVvy today.
About iVvy
Established in 2015 on Australia’s Gold Coast, iVvy expanded globally with a head office in Australia and regional offices in the US, the UK, South Africa, and Vietnam. IVvy’s Sales & Catering software is helping the hospitality industry turn inquiries into confirmed bookings faster, enabling them to deliver a better attendee experience across 18 countries.
To learn more about iVvy and our product suite, visit ivvy.com
Brittany George
Content Marketing Manager
iVvy
