Beaumont School formed a partnership with School Enterprises, one of Bookteq’s Fully-Managed providers, in September 2019. Located in St Albans, Hertfordshire, the school offers a range of facilities for hire, including a sports hall, 3G AstroTurf pitch, gymnasium, Multi Use Games Area, fitness suite, and classrooms. This case study explores how School Enterprises, with the support of Bookteq, utilised these facilities to increase revenue and community participation, while reducing administrative tasks for Beaumont School.
The challenge
Often, the management of the hiring is left to existing members of the school or colleges faculty, leading to an increased workload and strain on resources. For Beaumont School, the decision to partner with School Enterprises stemmed from the school’s finance team struggling to effectively manage day-to-day responsibilities alongside lettings management.
The solution
As a Fully-Managed partner of Bookteq, School Enterprises manages all aspects of school lettings at Beaumont School. This involves marketing the school’s facilities, managing bookings, arranging for staff to open and close the facilities, and ensuring the spaces are restored to their original condition after activities. This comprehensive service is designed to ensure the school can focus on what matters most – delivering quality education, while still receiving much-needed revenue from facilities to reinvest in the school.
“Bookteq hold an ever important role in the management of the facilities at the schools we partner with. It is an incredibly important bit of tech which allows us to seamlessly book our long term hires in with its block booking function and invoice them simultaneously. The online auto booking and approvals process is proving more vital as more and more customers are happier to book immediately.” – Jack Brown, Director of Operations at School Enterprises
The results
1. Smooth transition
The transition from the school’s finance team to School Enterprises was smooth due to a well-structured mobilisation plan. With collaborative efforts and effective communication, a seamless handover was achieved. Beaumont School’s staff played a pivotal role in facilitating this transition, demonstrating enthusiasm for the partnership. They provided support during the handover period, assisting with communication of procedural changes and training on lock-up procedures.
2. Increased revenue by 166%
School Enterprises identified the need to both retain existing school hirers and attract new ones. Despite facing immediate hurdles due to the COVID-19 pandemic in the first two years of operation, School Enterprises managed to achieve a remarkable 166% increase in revenue compared to the 2018/2019 financial year. From £60,000 of revenue in 2018/19 to a forecast of £160,000 in 2023/24.
3. Alleviated all stress from school staff
School Enterprises have alleviated all stress from school staff with contact only needed for financial updates, meetings and any special hirer requests. They have also supported the school over extended periods of time locking up the full school when the site team have been unwell and in between new starters. This has allowed the school to focus on key targets without having to stress about the site after hours.
4. Support pitch development and local community engagement
By building key relationships with the community and their clubs, School Enterprises were able to support Beaumont’s upgraded Astroturf to a 3G surface. This is now used by St Albans City Fc who play in the Vanarama league as well as a host of local football clubs. They have overseen a real change to the physical activity of the local area with positive feedback from residents.
To wrap up
By taking over the management of school lettings, School Enterprises has significantly increased revenue, reduced administrative burden on school staff, and fostered deeper community engagement. Through effective communication, a seamless transition, and strategic planning, the collaboration has not only optimised facility utilisation but also contributed positively to the local community, exemplified by the upgraded 3G football pitch now serving both local clubs and league teams.
To explore how Bookteq’s Fully-Managed partners can benefit your school, schedule a call today. If your school isn’t yet ready to explore fully outsourcing its lettings management, check out our software-only and bookings management options.
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