This project evaluated VanDusen Botanical Garden’s facility rental processes, assessed purpose-built booking software solutions, and recommended a modern platform with an implementation roadmap to streamline operations.

VanDusen manages more than 500 annual bookings across eight rental spaces using seven separate software platforms. This fragmented system created inefficiencies, duplicated work, and limited the team’s ability to deliver a seamless customer experience.

The team completed a comprehensive requirements analysis, mapped existing workflows, evaluated leading software vendors, and recommended EventPro as the best-fit solution. The recommendation included an implementation timeline, cost analysis, and identified benefits such as centralized event management, integrated invoicing and payments, automated customer communications, and enhanced reporting capabilities

The methodology can be applied across other City of Vancouver teams that manage bookings, permits, rentals, or customer-facing services. By combining process mapping, user requirements gathering, and structured software evaluation, departments can identify technology solutions that improve operational efficiency, reduce administrative burden, and enhance service delivery.