Venues

Each event links to a venue. A venue record identifies the location or resource provider, its organization, code, active state, contact, address and eligibility note. This gives the event owner a shared place to check venue details before inviting participants or opening admission. A virtual venue can use the same record shape when the team needs to name the provider and its contact.

A venue’s active state matters when an older location remains in historical event records. Staff can preserve those past references while choosing active locations for new events. The eligibility note can capture a practical constraint such as an approved use or capacity-related condition, but it should be reviewed alongside the actual event capacity and schedule rather than treated as a final event approval.

• Directory. The venue name and code help staff choose the intended location across a program calendar.
• Contact. The address and named contact give the operations team a point of follow-up before event day.
• Scope. The hosting organization and active state distinguish current options from historical venues.

Decide who maintains venue records and who can select them on events. Use a naming convention that distinguishes similarly named rooms or providers. Keep contact information and addresses current before publishing event details to participants. Decide how to record virtual location information when the address field is used for an online event. Review the venue’s eligibility note whenever the program changes its format or expected attendance. A venue record is a planning input; the Event Reviewer still considers the actual event schedule and capacity before approving the event.

Suppose a competition host moves a public showcase from a small hall to a larger one. Admin confirms the new venue belongs to the right organization, records its contact and address, and marks it active. The Event Owner updates the event’s venue and capacity, then sends the changed plan for review. The reviewer sees the revised event scope and records a decision tied to that revision. The Admission Lead checks the location on the upcoming schedule before preparing the desk. The original venue record remains available for older events, while new staff use the current event link to find the correct place.

• Upcoming event schedule — Check the venue next to event dates and operating status.
• Events awaiting review — Inspect venue changes in event plans awaiting a decision.
• Open event capacity — Confirm the location and capacity of events in progress.

See event planning and review for the venue decision and registration and admission for event-day use. Set the people who can edit venues in roles.