Venue setups

A venue setup belongs to an event and an organization. The coordinator records the hall, setup start, teardown time and guest capacity. These details describe the hall booking around the event itself. A morning setup for an evening event and a teardown after the event ends are part of the same operating plan.

The setup starts in Draft. Submission freezes the revision presented for review, along with hall capacity and evidence checks. An Independent Reviewer records a decision against that source revision. The reviewer can approve or reject the setup; a rejected setup returns to the coordinator for correction and another submission. The decision record retains who decided, when and why.

• Prepare. Venue Coordinator records the hall interval and guest capacity on a setup linked to the event.
• Submit. The current revision enters Submitted after capacity and evidence checks.
• Decide and complete. Independent Reviewer records the decision; completion requires persisted capacity and verified provider payment effects.

Agree who supplies the hall capacity and how it is compared with the event capacity. Confirm what evidence the reviewer needs and how attachments are classified for internal or shared visibility. Choose an Independent Reviewer who is separate from the person preparing the setup. The organization should also decide which verified provider payment effects apply before setup completion.

A useful rehearsal starts with an event whose guest capacity exceeds the proposed hall capacity. The coordinator should correct the plan before approval. Then test a submitted revision that changes while the reviewer is deciding. The decision must be tied to the revision actually reviewed. A rejection should preserve its reason so the coordinator knows what to change.

An Event Owner books a venue for a reception. Venue Coordinator selects a hall, enters the setup start, guest capacity and teardown time, then adds the relevant evidence. The Independent Reviewer checks that plan against the event and records an approval for the submitted revision. The setup can move to Approved. On completion, Operations Manager checks the persisted capacity effect and verified provider payment evidence separately.

A setup marked Approved does not by itself establish that payment was captured. The payment evidence carries its own provider reference and verified state. When a completion attempt has an uncertain outcome, the team should inspect the operation receipt and linked effect rather than repeat the action blindly.

• Setup review inbox — Review submitted hall plans with their capacity and time window.
• Setup schedule — See approved and completed hall windows for coordination.
• Setups needing revision — Find rejected plans and return to the decision reason.

Read venue setup review for the decision sequence, then event approval for the booking handoff.