A Century-Old Museum, A Modern Approach to Scheduling

Where the Past and Present Meet

M Leuven is a Belgian museum that brings together historical and contemporary art across two locations: the main museum building and the historic St. Peter's Church. Its origins date back to an 18th-century cabinet of curiosities housed in Leuven's city hall, the museum was reimagined and rebuilt in the early 21st century, officially reopening as M Leuven in 2009. Today, M Leuven is known for its dynamic mix of old and contemporary art, its collaborations with global experts, and its commitment to enriching public understanding of visual culture. The museum serves a wide audience—from students and school groups to seasoned art lovers—offering exhibitions, guided tours, and educational workshops. With 58 staff and support from student workers and volunteers, the institution's growing scope made operational clarity and collaboration essential to its mission.

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Coordinating Culture at Scale

M Leuven faced increasing complexity in coordinating its operations. With so many moving parts—from room bookings and guide assignments to large-scale public events—teams struggled to maintain visibility and align on daily planning. Key challenges included:

• Scheduling guided tours, workshops, and meetings across multiple spaces
• Coordinating temporary staff, volunteers, and student workers
• Managing time-slot reservations during high-traffic festivals
• Gaining a real-time overview of all planned activities across departments

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One Platform to Connect People, Spaces, and Schedules‍

To streamline operations, M Leuven implemented Encore Pro Venue as its centralized planning platform. The software offered a unified scheduling system that supported both day-to-day and long-term coordination.

Key benefits included:

• Centralized booking of rooms and resources
• Integration with Beeple to assign guides to tours
• Real-time availability tracking for spaces like the cargo zone
• Visual indicators for managing time-slot availability
• Automated monthly reporting to monitor visitor numbers
• Oversight of 62 internal locations, from galleries to storage areas

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Clarity, Confidence, and a More Connected Team‍

Since adopting Encore Pro Venue, M Leuven has gained greater clarity, efficiency, and confidence in its planning processes. Teams are now better aligned, with fewer overlaps or bottlenecks, and staff across departments have a clear view of what's happening at any given time.

“Thanks to Encore Pro Venue, we maintain a clear overview of all activities—even within a large organization like ours.”

— Public Engagement Coordinator, M Leuven

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Want to see how streamlined planning can transform your museum's operations?
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