Event planning

The Event Owner starts with the event name, dates, capacity and operating organization. The owner selects a venue and remains accountable for the event as it moves from draft through review and registration. The Events page places the calendar and capacity display beside the selected event’s detail, so the team can check the same record before discussing a change.

A conference with a morning opening and an evening close needs both dates checked before registration starts. If the venue changes, the Event Owner reviews its eligibility note and contact details before updating the event. A changed event revision should be reviewed again when the change affects approved scope. The reviewer needs the current revision and the supporting attachments, rather than a note copied from an earlier approval.

• Event identity. A record number and event name distinguish the event from similarly named programs.
• Schedule and capacity. The start, end and capacity determine the operating window and the available admission scope.
• Ownership and venue. The organization, owner and selected venue make the handoff between planning and registration explicit.

Agree who may prepare an event, who independently reviews it and who may open registration. Define how the team checks venue eligibility and how a capacity change reaches registration staff. Decide which supporting files should be shared with reviewers and which remain internal. The reviewer should use the event revision that was actually submitted, with a reason recorded for a return or rejection.

The Events page can support the working conversation, while the event record remains the source of the status and dates. Staff should select the parent event before adding an admission line, registration or attachment. That choice matters when several events run in the same venue or share an organizer.

Take a planned conference at an active venue. The Event Owner checks its start, end and capacity, then submits the draft for review. Event Reviewer inspects the venue and attachment, records a decision against the current revision and approves the event. The Event Owner opens registration only after that decision. If the venue later becomes unavailable, the owner prepares a correction, and the reviewer checks the changed revision before registrations continue against the new scope.

Walk through a cancellation as well. The event may have admitted attendees already. Keep that admitted history visible while unused admission capacity is released and payment evidence is reviewed. Do not treat a prepared refund as completed money movement until the provider evidence supports it.

• Event calendar — See approved and open events with dates, venue and capacity together.
• Events awaiting approval — Find submitted event scope that needs an independent decision.
• Event status board — Follow draft, review and open events by owner and venue.

See event approval for the decision path and event close for the final reconciliation. Implementation covers the first operating cycle.