65 years of fine arts. One platform behind the curtain.

Running a 65-year-old fine arts club with hundreds of members means managing layers of complexity that most organisations never encounter. The Gardenia Club has 39 distinct membership tiers — different categories for active members, honorary members, patrons, and special designations built up over six decades of evolving bylaws and traditions.

Each monthly luncheon is a ticketed event with a reservation deadline, a no-refund policy, and venue-specific logistics. Members pay $60–65 per luncheon, with options for check or online payment. The Annual Coronation adds formal seating arrangements, table assignments for groups of ten, wine pre-orders, dietary restriction tracking, and children's pricing — all with a firm cutoff date.

On top of events, the club coordinates board meetings, new member welcomes, and hands-on arts workshops. Communications need to reach the right members at the right time — event reminders, reservation deadlines, schedule changes. For a volunteer-run organisation where presentation matters as much as it does here, the admin behind the elegance needed to be invisible.

The San Antonio Gardenia Fine Arts Club adopted TidyHQ in March 2015 and has run on the platform for over eleven years. In that time, the club has processed over $10,000 through TidyHQ and built a database of 447 contacts across 39 membership tiers.

Membership management handles the full complexity of the club's tier structure. Active members, honorary members, patrons, and every other designation accumulated over six decades are each tracked with their own tier. The system knows who's current, who needs renewal, and who belongs to which category — without a volunteer having to maintain a separate spreadsheet.

Event registration is where TidyHQ earns its keep. Each monthly luncheon is a separate event with its own pricing, capacity, and reservation deadline. Members register online, pay by credit card through Stripe, and receive confirmation. The coronation — with its $145 adult tickets, $45 children's pricing, wine selections, and table assignments — runs through the same system. No paper forms, no chasing checks, no manual headcounts.

The club also uses TidyHQ's meeting tools for board gatherings, the shop for merchandise and event extras, Zoom integration for members who can't attend in person, and a custom domain that keeps their public presence polished and professional — exactly what you'd expect from a fine arts institution.