Venue and organization setup

An event belongs to an organization, has a named owner and points to a venue. These links give registration and admissions staff the context for their work. A venue can be physical or virtual; its name, code, contact, address and eligibility note help the Event Owner make a deliberate selection. Staff membership connects a platform user with an organization and a role title, so a reviewer can identify who prepared or decided a record.

For a conference run by one organization at a partner venue, start with the operating organization and its time zone. Confirm the venue’s contact and eligibility note before assigning it to the event. Use the person’s organization membership to keep preparation and review responsibilities legible. The organization record also carries a currency setting, while payment evidence itself records amounts in US dollars. Agree how those values will be interpreted before comparing a provider capture with an admission line.

• Operating entity. An organization supplies the owner context, time zone and currency for its events and people.
• Staff membership. A person links a platform user to an organization, with an active flag and role title.
• Venue selection. A venue has its own active flag, operating organization, contact and eligibility note.

Decide who maintains organization and venue records, how venue eligibility is checked and when an inactive venue should stop being selected for new work. Agree the local time zone used to interpret the event’s start and end. A date shown on the calendar should mean the same operating interval to the organizer, venue contact and admissions team.

Name the Event Owner and Event Reviewer for the pilot event. They should be different people when the event is submitted for approval. Admin maintains user and staff membership records, but the domain reviewer makes the event decision. Record the venue code used by the team and check that the event points to the intended venue rather than an organization with a similar name.

Set up a conference operated by an active organization, then enter an active venue with a clear contact and eligibility note. Assign an active person as Event Owner. On the event, verify the organization, owner and venue references before the reviewer approves it. Open the Event calendar and make sure the event appears on the expected dates. If the venue changes after review, the owner checks the replacement venue and sends the changed event scope back to Event Reviewer.

Rehearse a second case with an inactive venue. The team should see why that venue is unsuitable for a new event while retaining its historical connection to an older event. Keep the older event’s venue reference intact so later admission and payment evidence can still be explained.

• Venue register — Check active venue contacts and eligibility notes before selection.
• Event calendar — See where and when each approved or open event is planned.

Use event approval to review the selected venue and owner. See the data model for the references carried into registration and evidence.