Event planning

An event brings the gala’s subject, organization, owner, venue, dates and capacity into one record. Event Coordinator starts in Draft and assigns a named team member who will own the work. The organization defines the operating scope. The venue supplies the counterparty context for the event, so reviewers can assess where the gala will run before it opens.

The event status is the team’s shared answer to a practical question: is this gala still being prepared, under review, approved, open, completed or cancelled? A date on the calendar alone cannot answer that. The coordinator should agree who changes the status and what evidence is required for each decision. Keep the event record number in invitations, admission work and review conversations so everyone is discussing the same gala.

• Preparation. Record the subject, schedule, capacity, organization, owner and venue while the event remains Draft.
• Independent review. Send the current event revision for a reviewer decision before opening the event.
• Operating follow-through. Keep admissions, pledges and the operation trail linked to the event through closeout.

Decide which organization owns each event and which active team member may act as Event Coordinator. Agree how venue eligibility is recorded and who checks it. Set a practical meaning for capacity before reservations begin: whether it represents seats, admissions or another count used consistently by the team. A planned start and end should describe the actual gala window, while the closing date records the later closeout decision.

Agree on the event review handoff. A coordinator prepares the record; an Event Reviewer checks the current revision and records the decision. If a venue, date or capacity changes after submission, the review should use the revised record. This preserves the reason for opening the gala against the event that actually runs.

Take a gala at a named venue with a limited capacity. Create it in Draft, assign an owner and enter the time window. Confirm that the venue is active and belongs to the correct organization. Move the event into Review, then have a different team member inspect the same event revision. Record the review decision and check that the open event still points to that organization, owner and venue.

Now change the capacity in the working case. The reviewer should see the new revision rather than relying on the earlier decision. Finally, inspect Operations Overview and the Event Lifecycle Board. The record should appear in the appropriate lifecycle state, and its linked admission and pledge work should remain associated with the same event.

• Event Lifecycle Board — Track gala status with owner and venue context visible.
• My Events — Find the events assigned to the coordinator preparing the next decision.
• Event Calendar — See approved and open galas on their planned dates.

See event approval for the review handoff and event closeout for the final event decision.