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Event Venue Management
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Event Venue Management · Available now

Plan the hall, review the setup, and account for admission.

Event Venue Management keeps a scheduled event, its venue, owner and capacity together. An operating organization records the event and its hall setup and teardown interval.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewEvents in review
Event Venue Management · Events

Events in review

approval waits for the independent reviewer

New event
Events in view
6
Total capacity
3,230
Review
6
Record numberSubjectStatusStarts atCapacityOwner
EVN-35971Autumn makers receptionReview25 Oct460Amara Nwosu
EVN-91262Riverside charity dinnerReview17 Oct630Luis Navarro
EVN-45816Regional design awardsReview03 Nov460Elena Marquez
EVN-43487Winter food showcaseReview27 Oct610Noah Bennett
EVN-42753Neighborhood arts galaReview20 Oct180Luis Navarro
6 of 6 records
Autumn makers receptionEvents · EVN-35971
Review
Starts at25 Oct
Capacity460
OwnerAmara Nwosu
CounterpartyElm Terrace Pavilion
Review the setupEVN-35971 · Autumn makers reception

Independent Reviewer decides the submitted venue setup revision.

Waiting for Independent Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

The event and hall plan together

Every feature works on the same records. Pick one to see the screen your team works in.

Event planning

Keep the event, venue, owner, date and capacity in one operating record.

  • Draft and review
  • Open and complete
  • Change deliberately
  • Events
  • Venue setups
  • Venues
  • Organizations
  • Team members
  • Admissions
Explore event planning
OverviewCompleted events
Event Venue Management · Event planning

Completed events

Events

New
Record numberSubjectStatusClosed atCapacityOwner
EVN-98498Autumn makers receptionCompleted350Maya Desai
EVN-80744Riverside charity dinnerCompleted690Jordan Okafor
EVN-62843Regional design awardsCompleted700Maya Desai
EVN-30601Winter food showcaseCompleted690Sofia Petrov
EVN-66057Neighborhood arts galaCompleted700Nadia Rahman
6 of 6 records
Autumn makers receptionEvents · EVN-98498
Completed
Capacity350
OwnerMaya Desai
Example screen with sample data
Process

From booking to closure

Plan, review and complete an event ships ready to use. One step needs a named approval before the work moves on: Review the setup (Independent Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft the event

    Set the venue, owner, start and capacity.

    Autumn makers receptionEVN-35971 · Event Owner
    Draft the eventBy Event Owner

  2. Plan the venue setup

    Record the hall, setup and teardown interval.

    Autumn makers receptionEVN-35971 · Venue Coordinator
    Plan the venue setupBy Venue Coordinator

  3. Review the setup

    An independent reviewer decides the submitted plan.

    Autumn makers receptionEVN-35971 · Independent Reviewer
    Review the setupBy Independent Reviewer
    ApprovalIndependent Reviewer decides the submitted venue setup revision.

  4. Open admission

    Reserve places and record entry against the event.

    Autumn makers receptionEVN-35971 · Admission Staff
    Open admissionBy Admission Staff

  5. Complete and reconcile

    Compare admitted quantity with verified captures.

    Autumn makers receptionEVN-35971 · Operations Manager
    Complete and reconcileBy Operations Manager

  6. Close the event

    Preserve closure and operation evidence.

    Autumn makers receptionEVN-35971 · Operations Manager
    Close the eventBy Operations Manager

Start with Event approval

Inside a record

Provider evidence with the event

Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Starts at, Capacity, Owner and Counterparty.

  2. 2
    Admissions

    Each line is linked to this event.

  3. 3
    Who works on it

    Event Owner, Venue Coordinator and Independent Reviewer, each with their own permissions.

  4. 4
    Process stages

    Draft the event and Plan the venue setup, with the role that acts.

  5. 5
    Approvals

    Review the setup, with who decides.

Events in reviewAutumn makers reception
Event Venue Management · Events

Autumn makers reception

Elm Terrace Pavilion · Review

Log activity
1
Record details
Starts at25 Oct
Capacity460
OwnerAmara Nwosu
CounterpartyElm Terrace Pavilion
2
Admissions

Autumn makers reception

ParentLine numberAttendee reference
Riverside charity dinner550Admission 00482
Riverside charity dinner660Guest list 1794
Community health forum110Registration 0621
Admissions
6
Total line number
3,330
3

Who works on it

  • Event OwnerManage Events, venue setups, Admissions
  • Venue CoordinatorManage venue setups, record attachments
  • Independent ReviewerManage review decisions
4

Process stages

  • Draft the eventEvent Owner
  • Plan the venue setupVenue Coordinator
5

Approvals

  • Review the setupIndependent Reviewer
    Approved
Example screen with sample data
Approvals

A decision on the submitted revision

OverviewApprovals
Event Venue Management · Overview

Approvals

Signed in as Independent Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • VS-89405Grand Hall East
    Neighborhood arts galaRequested by Event Owner
    Submitted3dActions
  • VS-84942Garden Hall
    Summer craft marketRequested by Event Owner
    Submitted3dActions
  • VS-39023Atrium North
    Spring founders summitRequested by Event Owner
    Submitted4dActions
  • VS-74460Ballroom A
    Neighborhood arts galaRequested by Event Owner
    Submitted3dActions

Who approves what

DecisionApprover
Review the setupAn independent reviewer decides the submitted plan.Independent Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Event Venue Management to the work that is theirs. Pick a role to see what it starts with.

Event Owner

Owns the event schedule, venue choice and correction request.

This is the first screen this role sees.

OverviewEvent schedule

Event schedule

Events · Event Owner

Approved3
Autumn makers receptionWillow Court Ballroom
17 Oct
Regional design awardsElm Terrace Pavilion
24 Oct
Neighborhood arts galaOrchard Lane Event Hall
01 Nov
Add
Open3
Riverside charity dinnerCedar Square Forum
17 Oct
Winter food showcaseStonebridge Conference Center
12 Oct
Spring founders summitRiverbend Grand Hall
30 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Capacity, admission and effects in view

Review capacity, admission, verified payment and unresolved operations.

Overview
Event Venue Management · Overview

Event Venue Management dashboard

This quarter

Venue setups in view
6
Total guest capacity
3,090
Submitted
6

Events by status

How far records got this quarter

StageReachedStep
Draft41
Review2561%
Approved1248%
Open867%

Capacity by status

Sample totals per stage

6.0k0
5.0kDraft
3.0kReview
2.0kApproved
2.0kOpen
6.0kCompleted
Example screen with sample data
  1. 01Event status by venue

    Group Events by Counterparty and Status to find pending and completed bookings.

  2. 02Scheduled capacity

    Show each Event's starts at, ends at, Capacity and Counterparty.

  3. 03Setup review decisions

    Compare venue setups Status and Revision with review decisions Decision, source revision and decided at.

  4. 04Admission quantities

    Sum Admissions Quantity by Parent and compare rows with admitted at set.

  5. 05Verified payment effects

    Sum payment evidence amount USD by Parent and Type where Verified is Yes.

  6. 06Operation exceptions

    Show operation receipts in needs review or Failed with their failure reason and expected revision.

  7. 07Closed event history

    Show Completed and Cancelled Events with closed at, Owner and Counterparty.

  8. 08Evidence sharing

    List record attachments by Parent, evidence type, Visibility and uploaded at.

All reports and dashboards

Who it's for

Built for venue operators

See how Event Venue Management fits your kind of team.

Conference venues

Coordinate hall windows, event capacity and admission for hosted conferences.

Reception halls

Review guest capacity and the full setup-to-teardown hall booking.

Multi-venue operators

Keep venue, organization and staff ownership clear across bookings.

Controls

Reconcile each guarded action

Each stage of plan, review and complete an event names the role that acts and the status it records, so a change is never anonymous.

OverviewPlan, review and complete an event
Event Venue Management · Process

Plan, review and complete an event

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
8
Submit the setup
Venue Coordinator
StatusDraft → Submitted
RecordsVenues
Review the setupApproval
Independent Reviewer
StatusSubmitted → Approved
RecordsReview decisions, Venue setups
Approve the eventApproval
Independent Reviewer
StatusReview → Approved
RecordsEvents
Plan, review and complete an event
  1. Start
    Submit the setupDraft → Submitted
    Venues
  2. Approval
    Review the setupSubmitted → Approved
    Review decisions
  3. Approval
    Approve the eventReview → Approved
    Events
  4. Step
    Open admissionApproved → Open
    Payment evidence
  5. Step
    Complete and reconcileOpen → Completed
    Operation receipts
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the next handoff

Ask Proto to help prepare and inspect event venue work.

It can

  • Event Owner: Prepare a booking with its owner, venue, event time and capacity for review.
  • Venue Coordinator: Gather the hall window, guest capacity and evidence for a setup submission.
  • Independent Reviewer: Show the submitted revision and linked evidence before a decision.
  • Operations Manager: List receipts needing review with their action keys and provider references.

Stays with a person

  • People decide whether a setup is approved and whether executed scope receives a compensating action.
  • A provider confirms money movement.
  • Proto can prepare context and help inspect discrepancies, while the authorized role makes the decision and the guarded action validates it.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Event Venue Management
  • Payment provider
  • Authoritative effect source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Event planning7
  • Venues and organizations6
  • Venue setups7
  • Admissions5
  • Payment evidence6
  • Review and reconciliation7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Operating context

    Enter the organization, users, team members and venue contact and eligibility details.

  2. Booking

    Create one event with its owner, venue, start and capacity; record the hall setup and teardown interval.

  3. Review

    Assign an independent reviewer and rehearse submission, rejection, correction and approval against the right revision.

  4. Admission and payment

    Connect verified provider capture evidence, reserve places and scan entry once.

  5. Closure and exceptions

    Compare admitted quantity with captures, then rehearse a cancellation and an uncertain operation result.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Event Venue Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Event Venue Management for your business. Begin with one organization, venue and event, then rehearse its setup review, admission and closure.

Who owns an event?

The event names an owner from the operating team and a venue counterparty. The owner prepares the booking and its schedule.

How is the hall window recorded?

The venue setup holds the hall, setup start and teardown time. Its guest capacity can be reviewed alongside the event capacity.

Who decides on a setup?

An Independent Reviewer records a decision and reason against the submitted revision. A changed plan goes through review again.

When can admission begin?

The event moves through approval and opens for admission. Reservation uses the event capacity and verified provider capture.

Can a scan record entry twice?

The admission action records entry on the same line once. A repeated action is checked through its original operation key.

What counts as a payment capture?

Verified provider capture evidence identifies the amount, event and provider reference. Authorization is a different effect.

What happens after a cancellation?

Unused admission scope is released, admitted history stays, and any refund follows reviewed correction and provider verification.

How are uncertain actions resolved?

Operations Manager reads the original operation receipt, linked local effects and provider source when an external reference exists.

Where can I inspect the records?

Use the data model for the record links and the implementation guide to plan a pilot.

Set up Event Venue Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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