Venue and organization setup

Each gala belongs to an organization. That organization carries its name, code, active state, time zone and currency. The event owner is a team member in the same operating context. These references give reviewers a way to check that a gala is being prepared by the right people under the right organization.

A venue is more than a text address. Its record holds a name, code, active state, contact, address and eligibility note. The event points to that venue as its counterparty. When the Event Coordinator chooses a location, the Event Reviewer can inspect the actual venue record before approving the event. An inactive venue should not be treated as an eligible location simply because an older gala once used it.

• Organization context. Keep the organization and its currency and time zone clear for everyone preparing a gala.
• People and access. Associate active team members with their organization and user identity.
• Venue readiness. Maintain active venue records and a useful eligibility note before event approval.

Admin should agree how organization codes and venue codes are assigned. A venue’s address and contact need an owner who can correct them before invitations or operating plans depend on them. The eligibility note should explain the relevant venue decision in plain language; a bare active flag does not tell a reviewer why the venue fits a gala.

Team member records carry active state, role name and time zone. Define who keeps them current when a coordinator or reviewer changes responsibility. The event owner reference should identify the person accountable for the event, while reviewer decisions identify the separate person who made the decision. Keep those duties clear even for small teams.

Create an active venue under the organization that will run a gala. Add the contact, address and a short eligibility explanation. Assign an active Event Coordinator as the event owner and place that venue on a Draft event. In review, the Event Reviewer checks both references against the intended organization. This is the moment to catch a venue selected from another operating context or an owner who should no longer handle events.

Change the venue’s active state in a rehearsal and inspect the event approval path. The team should resolve eligibility before the event opens. Also compare the organization’s time zone with the planned event window. The dates should make sense to the people preparing admissions and operating on the day, without hiding a scheduling decision in a venue note.

• Draft Events — Check the owner and venue while the gala is still being prepared.
• Events Awaiting Review — Inspect the current event revision with its venue and capacity.

See event preparation and event approval for the venue decision in context.