How a Premier Performing Arts Venue Reduced Print Costs by 30–40% While Improving Productivity

Customer Vertical: Arts & Entertainment
Customer Description: A nationally recognized performing arts venue with a large administrative, production, and guest services workforce supporting year-round performances, events, and business operations. The organization had relied on the same office equipment provider for more than two decades before seeking a new managed print partner.
Customer Challenges: After more than 20 years with its existing provider, the organization faced a growing number of operational and service challenges:

- Manual collection of meter readings every billing cycle, limiting visibility into print usage.
- Manual tracking of production printing costs for departmental chargebacks.
- Inefficient device login process requiring users to manually enter credentials for printing, scanning, and copying.
- An oversized, underutilized print fleet that increased hardware and operating costs.
- Inflated paper and per-print pricing.
- Staff spending approximately 10 hours each month collecting meter readings.
- Slow service response times and inconsistent account management from the previous vendor.
- Limited reporting that provided little actionable insight for managing the print environment.
UBT Solution: UBT implemented a comprehensive managed print strategy designed to improve efficiency, visibility, and long-term cost control.
- Automated Print Management
  - Implemented automated meter collection with real-time reporting and visibility.
  - Eliminated manual meter collection and reduced administrative workload.
- Digital Chargeback System
  - Replaced paper-based production print tracking with a digital chargeback solution for accurate departmental billing.
- Secure Badge Authentication
  - Deployed card reader authentication, allowing users to securely log into multifunction devices with their employee badges instead of manually entering credentials.
- Fleet Optimization
  - Right-sized the print fleet by eliminating redundant devices and optimizing equipment placement.
  - Reduced unnecessary hardware, operating, and labor costs.
- Improved Service & Support
  - Introduced proactive service programs with significantly faster response times.
  - Provided flexible fleet management and staffing options tailored to the organization’s needs.
  - Implemented a flexible fleet program backed by UBT’s satisfaction guarantees.
Overall Outcome: Following implementation, the organization achieved measurable improvements across its print environment:

- Estimated 30–40% reduction in overall print costs.
- Automated meter collection eliminated approximately 10 hours of manual administrative work each month.
- Improved user experience through secure badge authentication and simplified device access.
- Greater visibility into print activity with automated reporting and digital chargeback tracking.
- Lower hardware and operating costs through fleet optimization.
- Faster service response times and more proactive equipment support.
- Increased confidence in vendor partnership through responsive account management, flexible fleet planning, and ongoing operational support.