Case Study: University of Health Sciences and Pharmacy (UHSP)

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.

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.

Since adopting Timely’s Event and Venue Management Software, UHSP has revolutionized space management, event planning, and promotion—making processes more efficient and seamless.

Smart automation, intuitive tools, and dedicated support ensure that every event, from lectures to commencements, is organized, efficient, and hassle-free.

The streamlined event submission process allows faculty and staff to submit space booking requests correctly, reducing errors and inquiries. With a more intuitive system, event approvals are now faster and more reliable. UHSP has also enhanced resource management by using custom fields to track event-related resources more effectively.

Campus-wide engagement has grown with a visually appealing calendar featuring images, improving event visibility and participation. Automated newsletters, and event notifications have significantly reduced manual workload, freeing up time for event organizers. Integrated ticketing tools simplify registration and attendance tracking for major events like commencements.

Jessie highlights:"Timely’s modern design and functionality was a game-changer for UHSP, improving space utilization, event communication, and campus-wide engagement."

As a trusted partner, Timely provides a robust, all-in-one solution that streamlines event and venue operations while boosting campus activation efforts. With an intuitive, automated system, UHSP has transformed how events are managed, promoted, and experienced across campus.

Key wins for UHSP include: