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How EdTripper Helped Australia's Only Medieval Attraction Streamline School Bookings and Increase Revenue

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Kryal Castle, Australia's only medieval theme park and tourist attraction, struggled with an inefficient, manual booking process for school excursions.

By implementing EdTripper's streamlined education booking platform, they reduced administrative workload by 20 hours per month, processed 4+ new bookings monthly, and generated over $50,000 in new bookings within just four months of launch.

Customer Snapshot

Company: Kryal Castle

Industry: Tourism and Education

Size: ~80 staff (15 full-time, 65 casual and part-time)

Location: Ballarat, Victoria, Australia

Annual Visitors: ~150,000 guests per year

Established in 1974 and celebrating its 50th anniversary in 2024, Kryal Castle is Australia's only medieval theme park. Located on the slopes of Mount Warrenheip just outside Ballarat, this iconic attraction offers visitors an immersive medieval experience with jousting tournaments, medieval combat demonstrations, birds of prey shows, hands-on activities, and educational programs. The castle also serves as a unique venue for events, weddings, and school camps, while hosting special festivals throughout the year including their recent 50th birthday celebration featuring a $10,000 archery competition and fireworks display.

The Challenge

Inefficient Communication: Teachers had to navigate through a basic contact form on the website and wait for staff to respond, often resulting in delayed communications.

Manual Administrative Burden: The education team spent excessive time manually processing bookings, responding to inquiries, and managing communications scattered across emails, phone calls, and handwritten notes.

Limited Staff Availability: With many staff members serving as performers on weekends, there was limited capacity to respond to teacher inquiries in a timely manner.

Fragmented Information: Program details, pricing information, and scheduling were shared through multiple PDFs and emails, creating a disjointed experience for teachers.

Booking Visibility Issues: The education team lacked a centralized system to track all bookings, leading to potential scheduling conflicts.

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The Solution

EdTripper provided Kryal Castle with a comprehensive booking platform specifically designed for educational attractions:

Streamlined Booking Process: Replaced their basic contact form with an intuitive booking system allowing teachers to view program information, check availability, and make bookings in one place.

Centralised Communication: Created a dedicated messaging system that keeps all communications in one place, with email notifications for both staff and teachers.

Calendar Integration: Connected EdTripper with Kryal Castle's existing calendar system, providing visibility of all bookings in one location.

Comprehensive Program Information: Enabled Kryal Castle to showcase all their educational offerings, complete with detailed descriptions, pricing, scheduling information, and supporting documents such as risk assessments.

Feedback Collection: Implemented an automated system to collect and display teacher feedback, providing valuable insights and testimonials.

The platform was implemented with full enterprise features, allowing the entire education team access to the system, ensuring continuity of service even when specific staff members were unavailable.

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Since launching on EdTripper in September 2024, Kryal Castle has achieved impressive outcomes:

Reduced Administrative Workload: Saved approximately 20 hours per month in booking administration time.

Increased Booking Volume: Booked over 1,700 students in just 4 months since launch.

Significant Revenue Generation: Transacted more than $50,000 in new bookings through the EdTripper platform.

Strong ROI: Achieved a 25x return on their investment in the EdTripper platform.

Improved Teacher Experience: Simplified the booking process for teachers, making it easier to plan excursions to Kryal Castle.

Enhanced Team Coordination: Provided better visibility of bookings across the education team, improving operational efficiency.

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Future Plans

Following the success of the initial implementation, Kryal Castle is exploring opportunities to expand their use of EdTripper:

Camp Bookings: Looking to integrate their school camp offerings into the platform, providing a comprehensive booking solution for overnight educational experiences.

Integrated Payments: Keen to handle payments within the EdTripper platform and make use of EdTripper's Pay-On-the-Day™ guarantee for school invoicing.

Add-on Integration: Working to improve the visibility and booking process for program add-ons such as jousting shows and birds of prey demonstrations.

Enhanced Data Collection: Leveraging the platform's analytics to better understand booking patterns and optimise their educational offerings.

Key Takeaways

• EdTripper transformed Kryal Castle's manual, fragmented booking process into a streamlined, efficient system.

• The platform delivered immediate ROI through increased bookings and significant administrative time savings.

• By centralising communications and program information, EdTripper created a better experience for both teachers and Kryal Castle staff.

• Integration with existing systems ensured minimal disruption while maximising operational benefits.

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EdTripper connects K-12 schools with exceptional educational experiences, streamlining the booking process for both teachers and providers. Learn more at edtripper.com or contact us at [email protected]