Admissions and capacity

Each admission belongs to an event. The record can hold an attendee reference, quantity, price in US dollars, reservation date, admitted date and provider receipt. The event itself carries capacity. Together, these give the coordinator a practical way to compare reserved scope with the amount of space planned for the gala.

Open Event Capacity focuses attention on events already open for operating work. The Admission Register gives the team the individual reservation context. A reservation and an admission are different moments: a reserved date documents the earlier commitment, while an admitted date records arrival. Keep both moments visible when the team checks who attended and when an event can be reconciled.

• Event limit. Agree what the event’s capacity means before reservations are recorded.
• Reservation trail. Keep each attendee reference, quantity and reservation date linked to one event.
• Attendance confirmation. Record the admitted date when attendance is confirmed, then review it during closeout.

Event Coordinator and Finance Reviewer should agree how quantities are entered for grouped admissions. A quantity of several places is different from several unlinked attendee references. Decide when the provider receipt is required and which connected service supplies it. The admission record can retain a receipt identifier; payment confirmation itself must be checked against the provider evidence attached to the event.

Agree how the team handles a capacity change after reservations exist. The event’s current revision matters to review. If a larger room or changed allocation changes the capacity, the reviewer needs the revised event before it opens. When the event is already open, compare the updated limit with existing admission quantities rather than treating a new number as a silent permission to admit more guests.

Prepare an event with a fixed capacity and open it after review. Record a reserved admission with an attendee reference and quantity. Then add another reservation that would press against the event limit. The coordinator should be able to inspect Open Event Capacity and the admission records together before deciding what to do next. On the day, record an admitted date for the guest who arrived.

At closeout, compare the reservation trail with attendance and payment evidence. A provider receipt string on an admission helps locate the related provider event, but the Finance Reviewer still checks the event’s verified evidence. If cancellation is proposed, the coordinator must inspect whether admissions were used. A used admission changes the reconciliation question and cannot be treated as an unused reservation.

• Open Event Capacity — Review open galas with dates, owner, venue and capacity visible.
• Admission Register — Inspect quantities, reservation dates and admitted dates for event admissions.

See admissions and pledges for operating work and event closeout for reconciliation.