Case Study: University of Health Sciences and Pharmacy (UHSP)
See how Timely streamlined event management for the University of Health Sciences & Pharmacy (UHSP) in St. Louis. Our solution enhanced workflows and community engagement for 300 monthly campus events, managing 100 bookable spaces and 150 active submitters.
CLIENT PROFILE
The University of Health Sciences and Pharmacy(UHSP), founded in 1864, is a distinguished private institution in St. Louis, Missouri. UHSP has a long history of preparing students for successful careers in pharmacy, health sciences, and healthcare leadership.
Beyond academics, UHSP is a dynamic hub for approximately 300 monthly events organized by over 150 organizers. These events, including symposiums, career fairs, research conferences, and educational gatherings, bring together students, faculty, alumni, and healthcare professionals.
The university offers more than 100 bookable spaces to support these activities. Classrooms, libraries, dining halls, gyms, laboratories, and residence halls serve as venues for academic and extracurricular events.
To learn how UHSP manages this dynamic event landscape, we spoke with Jessie Sauerwein, University Event Manager. This post will explore how UHSP uses Timely's Venue Management Software to streamline workflows, enhance collaboration, and maximize engagement across campus.
About Jessie Sauerwein – UHSP’s Event Maestro
CHALLENGES
With their previous system nearing deprecation, UHSP needed a modern, scalable solution to streamline event scheduling, classroom allocations, and venue bookings across campus.
Given the university’s size, the new system had to be user-friendly and capable of managing numerous event spaces and handling complex, recurring bookings for classes and special events. The system also had to prevent scheduling conflicts by automatically marking rooms as unavailable.
In addition to scheduling, the University wanted a streamlined workflow with customizable intake forms, manual approvals, and automated email notifications to keep everyone informed. The ability to request resources and services, such as AV equipment and catering, during the booking process was also important.
The university's previous event and venue systems were not integrated, and the old system lacked visual appeal and user-friendly features. This made it difficult for faculty and staff to submit events, and for attendees to find them due to a lack of filtering and search options.
Additionally, event newsletters had to be created manually, and ticketed events were managed through separate software. This disjointed system led to confusion within the university community and significant time spent addressing inquiries.
In sum, before adopting Timely’s software, UHSP faced numerous challenges in managing its events, including:
"We explored several other options, but Timely stood out for its affordability, sleek design, and seamless integration of the newsletter, public calendar, and user-friendly event submission process and approval workflow."
