Event Planning

The event owner starts with a subject, a record number, a start time and capacity. The event also belongs to an organization and names a venue and team member. These details give the admission team a specific operating scope. A calendar entry without an owner or venue is hard to act on when attendees arrive. The owner should confirm the time zone with the organization before publishing the schedule to the team.

An event can remain in Draft while its owner checks the operating plan. Review is a distinct step: the owner submits a revision, and an independent reviewer records a decision against that revision. After approval, the owner can open the event for admission. The event record then provides the parent for admission lines, scans, payment evidence, attachments and operation receipts. Those links matter when the team later explains why a ticket was admitted or why a capacity claim was held.

• Preparation. Keep the subject, schedule, venue, organization and capacity together before asking for review.
• Decision. Record the reviewer and source revision so a changed draft cannot borrow an older approval.
• Execution. Open approved scope, then reconcile admissions and payment evidence before closing it.

Choose who may own events in each organization and who can review that owner’s submissions. Confirm how the venue code and eligibility note will be maintained. Agree when a session is considered complete and who decides to cancel it. The start and end time should represent the actual admission window the operations team will use. If the event spans time zones, the organization and team member time zones should be checked together during the pilot.

Set a practical capacity policy before the first open event. An operator should know whether a reserved admission line still counts when no one has checked in. Keep a correction path for a changed time or venue after review. A revision change should prompt a new decision before execution continues.

For a Saturday concert, the event owner prepares a venue, a start time and a capacity of 300. The independent reviewer checks that exact revision and records the decision. The owner opens the approved event. The admission operator then selects the event explicitly before recording a reservation or scan. If the venue changes after approval, the owner submits the revised event for another decision. At close, the reconciliation lead compares admitted quantities with verified provider captures. The completed event retains its original admission history.

• Event calendar — Scheduled approved and open events with their start, end and venue.
• Events awaiting review — Event revisions waiting for an independent decision.
• Event status board — Draft through completed work grouped by its current state.

Follow event preparation and event closure. The data model shows the event’s linked records.