Events and capacity

The event record is the place to agree what will happen, when it will happen and who owns the decision. The Event Owner sets a subject, start, capacity, organization and venue. The end and organizer complete the working schedule. The Events page places the selected record below its calendar and admission-hour bars, so a person can inspect the event behind a crowded time slot before taking an action. Select the parent event explicitly before adding a related admission or booth assignment.

The status separates a draft from a reviewed event, an approved event from one open for admission, and a closed event from a cancellation. A change to capacity or venue can affect reservations and exhibitors. Review the current revision and linked records before confirming such a change. Keep an event’s organization consistent with the venue and staff who will work it.

• Plan the window. Event Owner sets the start, end, organizer and venue, then checks whether the declared capacity can support the planned exhibition.
• Review the decision. Event Reviewer examines the current record and supporting evidence before deciding whether the event proceeds.
• Operate the event. Admissions Coordinator works from an open event, while Booth Coordinator places exhibitor assignments beneath that same parent.

Agree which organization owns an event when the same team runs several exhibitions. Decide who may change capacity after approval and who will review that correction. Set the venue eligibility policy before assigning events: the venue record holds its contact, address and eligibility note. Also agree the time zone used for the schedule and the precise meaning of an event being open. The operating team should know when check-in begins and who records final closure.

Take an upcoming exhibition with a morning opening and a fixed visitor limit. Event Owner creates the draft against the right organization, names the venue and checks the capacity. Event Reviewer inspects the current revision and attachment evidence, records the decision, and returns the event if the location or hours need correction. Once approved, Event Owner opens it for admissions. Admissions Coordinator can then compare reservation lines and admitted timestamps with the parent event. At close, Finance Reviewer checks the payment evidence behind the admission activity before the owner records the completed state. A cancellation retains existing admitted history and prompts a reviewed correction for executed scope.

• Event schedule — Approved and open events with their start, end, venue and capacity.
• Events awaiting review — The event details that need a reviewer decision before opening.
• Event workboard — Draft through open work grouped by current status.

Review the event lifecycle and prepare a pilot.