Venue Setup

A venue record identifies a physical or virtual location with a name and code. It belongs to an organization and carries a contact name, address, active flag and eligibility note. Event owners choose a venue when preparing an event. Keeping that relationship explicit lets operations staff distinguish a change in location from a change in the event’s subject or capacity.

The team uses venue records with the event schedule to see which events point to a location and to discuss conflicts before review. An inactive venue stays in the history of existing events while the active venue list guides new setup. The eligibility note can hold the operational condition the owner needs to check, such as whether the space is suitable for a particular admission plan.

• Ownership. Keep each venue under the organization responsible for it.
• Selection. Give event owners a current active list with the contact and eligibility note.
• Review. Check the chosen location against the event’s schedule and capacity before approval.

Admin and event owners should agree who maintains a venue’s code and when to mark it inactive. A code should be stable enough for staff to recognize in event handoffs. The contact name and address should tell the operations team where to resolve day-of questions. For a virtual venue, agree how the address and contact will be used so the record remains meaningful without implying a physical entrance.

Decide who checks venue suitability. A venue’s eligibility note is information for a human decision; it does not automatically block an event. During the pilot, compare the schedule of events assigned to the same venue. If two events overlap, resolve the conflict before the reviewer approves either operating plan. Preserve the prior venue on historical event records through the event’s revision and review trail.

Suppose a promoter plans a morning workshop in a hall and an evening performance in the same building. Admin records the hall with its own code and contact. The owner selects it on each event and gives each event a start and end time. The reviewer checks the proposed schedule and capacity with the venue’s eligibility note. If the evening event moves to another hall, the owner changes the event and seeks review of the new revision. Admission operators see the venue attached to the open event they are working on, rather than choosing from an unrelated list at the door.

• Active venues — Current locations with contact details and eligibility notes.
• Event calendar — Events scheduled against their chosen venues.
• Open events — Locations for events currently accepting admissions.

Use event preparation to connect venue selection to approval. Review implementation for the first operating cycle.