ARTIFAX SOFTWARE LIMITED

ArtifaxEvent

Venue and event management software purpose-built for arts and culture organisations.

Plan, schedule, and coordinate events across your whole organisation, generate invoices, contracts and reports covering the entire timeline of your booking process.

Features

• Multi-space Calendar Management
• Performance and Event Scheduling
• Resource and equipment scheduling
• Financial reporting and processing
• Sales pipeline
• Invoicing, Deals and Settlements
• Unlimited users
• Role-based access control
• Cloud hosted, browser delivered
• Integration Ready with full API

Benefits

• Single Source of Truth
• Improved Operational Efficiency
• Enhanced Collaboration
• Better Space Utilization
• Reduced Booking Conflicts
• Faster Decision Making
• Historical Archive and Insights
• Full booking timeline; enquiry to invoice
• Significantly reduce manual admin processes
• Consistently report across multiple types of bookings

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at lucy.mckay@artifax.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

783028572935318

Contact

Lucy McKay
020 3987 9737
lucy.mckay@artifax.com

About your service

• Service categories:

  Applications

  Production and operations

  • Other operations
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Planned maintenance window: Friday mornings 06:00 - 09:00
• System requirements:
  • Current release web browser; Edge, Safari, Chrome, Firefox
  • MS Word (For reports)

User support

• Email or online ticketing support: Yes
• Support response times: Monday - Friday (Excluding UK Public Holidays); 09:00 - 17:30; Typical response time is 30 minutes.; Hosted environment is monitored 24/7.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Email & phone support included as standard. ; Fully managed service, including maintenance, product updates and cloud-maintenance.; Online Help Centre including training videos and knowledge base.; AI-driven Support Assistant
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Implementation begins with consultancy and training for a small team of 'Super Users', who will learn how to build and - once live - administer the system (updating prices, creating users etc.). This is always tailored to your organisation; whether an individual theatre or museum, or a multi-venue installation covering multiple sites.; Once configured, user training is rolled out to the wider user base.; Training is typically 1-2 hour sessions, delivered remotely to the relevant staff.; Project plans and milestones would be agreed ahead of project kick-off and documentation and resources supplied as required.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data is extracted through a range of reports (PDFs), exports (CSVs) and/or via the API.; Stored documents, e.g. contracts & invoices, transferred via secure FTP; Database transfer available if required (requires SQL knowledge to be of use)
• End-of-contract process: Support and guidance of how best to export required data into the required formats (CSV, PDF, documents etc.) is included as standard via Support.; ; If you require a data export in a specific format, this may be a chargeable service depending on the complexity of your requirements.; ; All data is permanently and securely deleted from our hosted environment 30 days after your contract has ended.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Online Help Centre includes articles on both onboarding and offboarding process, pages can be exported to PDF if required.; ; Tailored project documents, and summary documents are provided once implementation is complete.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Majority of data can be retrieved via the API for reporting or integration purposes. ; Standard fields can be created or updated via the API, e.g. creating an event, contact record, custom data.; Configuration of system is not possible via the API (e.g. creating users, updating prices, adding rooms)
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Whilst all customers use the same core system, it is always customised and configured to match their business, including standard terminology (booking types, statuses, reporting data), colours, documents and reports,workflows and approvals etc, which can also then define user permissions

Scaling

• Independence of resources: Hosted environment is monitored 24/7 and comprises load-balanced and auto-scaling servers.; Quanity of deployments per server pod is capped to ensure consistent performance.

Analytics

• Service usage metrics: Yes
• Metrics types: System usage report snapshot can be sent on request, and may also be provided via our Customer Success Team as part of your Custom Success plan.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Data Erasure

Data importing and exporting

• Data export approach: Standard or custom reports (PDF or Word documents); CSV exports; Via the API into data warehouse or dashboarding software (e.g. PowerBI)
• Data export formats:
  • CSV
  • ODF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Artifax shall use commercially reasonable endeavours to maintain 99.9% uptime availability of the Software, excluding scheduled maintenance periods.
• Approach to resilience: Backup Strategy , Capacity plans, Uninterruptible Power Supply (UPS), Virus protection, Reporting procedures & Contingency planning.; ; Full details available on request
• Outage reporting: Outages would be posted on our Help Centre with regular updates, and - where users have subscribed - this would also trigger an email notification.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interfaces (internal): Only authorised Artifax staff can access client sites via our licence generator tool. Access is protected by the individual’s login plus a per-client support account with a “password of the day”. For ArtifaxAgora, access is via dedicated support panels, including access to site error logs. Access is granted only after an approved system access request and is regularly reviewed.; ; Support channels: Access to sensitive data is restricted based on job role, with staff accounts limiting access to confidential information, supported by enforced password policy controls.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Artifax is proud to be ISO27001, ISO9001 and CyberEssentials certified.; ; Full policy details available on request,
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Artifax operates ISO 27001-aligned configuration and change management. Service components (applications, infrastructure and data-bearing assets) are tracked via controlled documentation and asset registers, with version history and approved updates stored and managed in our document repository (including retention of previous versions). Changes are reviewed and approved before release, including code/configuration review controls, access governance, and formal risk-based assessment of security impact. We also run regular vulnerability testing/pen testing and prioritise remediation based on identified risk and impact.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Artifax manages vulnerabilities through regular vulnerability scanning and hosting-environment penetration testing. Findings are assessed by our technical team: we validate each issue (including false-positive analysis), document remediation steps, and prioritise fixes based on risk and impact, with oversight from our Head of Technologies. Threat intelligence is obtained from these scheduled vulnerability tests, monitoring of components/dependencies for known vulnerabilities, and penetration test outcomes. Patches are deployed via scheduled weekly maintenance windows, with out-of-band patching where justified by risk.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Artifax operates protective monitoring in line with our ISO 27001-aligned ISMS. We identify potential compromise through continuous logging and audit trails, 24/7 infrastructure monitoring and alerting (AWS CloudWatch), external availability/DNS/SSL/malware monitoring, and centralised analysis of access logs. When a potential compromise is detected, alerts trigger immediate technical/support investigation and our incident management process is invoked, with incidents recorded, triaged, and managed through to resolution by the appropriate responders. Our monitoring is 24/7, and we begin incident response as soon as an alert is raised, including out-of-hours where required.
• Incident management type: Supplier-defined controls
• Incident management approach: Artifax operates a formal, pre-defined incident management process aligned to our ISO 27001 ISMS, with documented procedures for common security events, clear roles/responsibilities, triage, containment, remediation and post-incident improvement.; ; Incident reporting: Users and staff report incidents via a dedicated online incident form, which automatically notifies our Serious Incident Response Team (SIRT) for rapid triage and escalation.; ; Incident reporting to customers: We provide incident communications and reports to affected customers proportionate to severity and impact, using agreed channels (e.g., email/telephone/Help Centre updates) and including outcomes and any required follow-up actions.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assesment Bureau
• ISO/IEC 27001 accreditation date: Wednesday 3 December 2025
• What the ISO/IEC 27001 doesn’t cover: Clauses 7.1 - 7.6 & 7.8 (pertaining to physical security) of Artifax's Statement of Applicability are excluded from the scope of our registration as we are a fully remote business and don't have an office or other premises.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: British Assesment Bureau
• ISO 9001 accreditation date: Wednesday 3 December 2025
• What the ISO 9001 doesn’t cover: N/a
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: A6e16a42-1afb-42f1-b1d9-3d3c8e0d02b2
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at lucy.mckay@artifax.com. Tell them what format you need. It will help if you say what assistive technology you use.