Venues and organizations

The organization record gives an event its operating context. It has a name, code, active flag, time zone and currency. Events, venues and team members all reference an organization; booth assignments reference the exhibitor organization. Before setting up an exhibition, Admin should distinguish the operating company from the participating exhibitor and confirm which organization owns each venue and staff member. Those links keep work from drifting between separate events or operators.

A venue has a name, code, active flag, contact, address and eligibility note. The event points to its chosen venue. The eligibility note is useful when a physical space has constraints or when the venue represents a virtual provider. It does not substitute for a floor plan or a capacity assessment. Event Owner reads the venue details before sending an event to review, while Admin maintains the source venue record.

• Maintain operating identity. Admin keeps organization code, time zone, currency and active state current for event and staff references.
• Prepare venue choices. Admin records the contact, address and eligibility note on each venue.
• Use the right context. Event Owner links the event to its operator and venue; Booth Coordinator selects the exhibitor organization for each assignment.

Agree who creates an organization and whether an exhibitor is represented as a separate organization record. Define unique codes before migration so names can change without breaking references. Confirm venue codes and ownership where one site hosts events for several operators. Review time zone expectations for a schedule that may be planned by one office and operated in another location. Decide who can mark an organization or venue inactive and what happens to historical events linked to it.

An operator plans a show at a venue it has used before. Admin confirms the operator record is active and its time zone is correct, then checks the venue’s active state, address and eligibility note. Event Owner creates the event using those references. Booth Coordinator adds an exhibitor organization to a booth assignment under that event; that exhibitor is not silently made the event operator. Event Reviewer checks the current parent record and venue before approval. If the venue address or eligibility changes later, Admin corrects the venue record and the Event Owner reviews any affected upcoming event. The historic booth and admission lines remain attached to their original parent.

• Event workboard — Current event owners, operating statuses and venue references.
• Event schedule — Approved and open event windows with the selected venue.
• Booth assignment board — Exhibitor organizations tied to their booth and event.

Review event opening and see the data model.