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ARTICLE: Best Practices in Preparing for Timed Admission

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1 Best Practices in Preparing for Timed Admission These are certainly unusual times! Just the other day I was watching a movie with a scene of people entering a museum and I almost felt nostalgic! The heartening fact is that arts and cultural organizations have not been idle - I am impressed with the number of organizations that have engaged in discussions with me on how they can plan and prepare for the different dynamics of reopening under a "Timed Admission" paradigm, i.e. limiting admission to control crowd flow to meet the standards of social distancing in public spaces. Straight off the bat, allow me to slip in a mention that the concept of timed admission is not new for many organizations. Organizations with limited public space or those that have a structured experience (such as pre-scheduled orientation or introduction programming for patrons as they enter the facility) rely on timed admission for daily operations. The basic concept revolves around setting up a recurring scheduled program in Altru with the appropriate capacity based on admission restrictions. You can pick up the basic mechanics from the instructional videos devoted to scheduled programming. However, the key element is for organizations to recognize how their business operations should adjust for timed admission and how best to prepare it for them. Here are the main takeaways based on my recent discussions with clients: Scheduling and Capacity: Specific Timed Programs or Controlling Throughput When it comes to scheduled programs you have two options: 1. Set up specific program events not unlike a typical scheduled program where the audience arrives for an activity and departs at the end and then another group enters for the next activity. This is useful if you have a small space or need to inspect the space. 2. Set up program events that represent the scheduled admission intake into your facility. You plan these intervals based on an approximate duration of a typical self-guided visit to ensure that your overall audience numbers remain within the stipulation of public space visitation. With #2 there are two additional items to consider: a. Altru does not keep tabs of patrons leaving, so calculating how many patrons are at the facility will be an approximation. For a more accurate count, you can choose to use a simple counter of patrons leaving and compare against the sold/scanned tickets for the day. b. It is best that the scheduled intervals between the start of each program event are as short as practical (maybe 30 mins or so). This way, patrons do not have to wait too long if an earlier time slot is sold out. Using Altru Reports to Prepare Configuration We have found it useful to use the following reports in Altru to identify key elements of your current point-of-sale (POS) daily operations to help plan your timed admission programming in a daily sales environment: BLOG

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