Venues and organizations

A venue has a name, code, contact, address and eligibility note. Its organization identifies the operating context for the record. The event points to that venue as its counterparty and separately identifies the organization responsible for the event. These links give the Event Owner and Venue Coordinator a clear starting place when they prepare a booking.

The venue record may represent a physical or virtual venue or another resource provider used by events. The eligibility note is useful when choosing whether the venue suits a specific event. The hall and its time window live on the venue setup linked to that event, so the team can inspect the event-specific setup without treating a permanent venue address as a booking plan.

• Organization ownership. An organization has its code, active state, time zone and currency.
• Venue details. Venues carry their own contact, address, active state and eligibility note.
• Staff membership. Team members link a platform user to an organization and a role name.

Admin should establish each operating organization and its time zone before a booking is entered. Confirm which team members belong to it and whether each is active. Decide who maintains venue contact and eligibility details when they change. A clear venue code helps staff distinguish similarly named halls or providers during review.

For a pilot, use one organization, its venue and the team members who will own, coordinate and review an event. Open the event from that same organization and verify that its owner and venue reference the intended records. The event workflow checks actor scope and source identity before a guarded action. People who work across organizations need their membership and authority set deliberately.

Suppose an operator runs a downtown hall and a second event venue. Admin records each venue with its own code, contact and eligibility note. The Event Owner selects the downtown hall for a booking and sets the event’s organization. The Venue Coordinator then records the specific hall, setup start and teardown time on the linked setup. The reviewer sees the venue counterparty and the event-specific hall request together.

If the venue becomes inactive, the team can still inspect older events that reference it. A new booking should be reviewed against the current venue record rather than assuming the old contact or eligibility note still applies. The owner should confirm the current capacity and schedule with the venue team before opening admission.

• Venue directory — Check active venues, contacts and eligibility before choosing a counterparty.
• Event schedule — Review approved and open events against their venue counterparties.

Follow venue setup review to see how the event-specific hall plan is decided. The roles page explains who maintains the source records.