Event Planning

An Event Manager creates the event before taking reservations. The event identifies the client organization, venue, owner, start and end times, and the capacity that admissions must respect. Give the event a subject the field team will recognize. A photo booth at a conference entrance and an activation at a retail location can use the same record pattern while keeping their venue and time decisions separate.

The venue matters at approval. The Event Manager checks that the selected location is active and belongs to the event’s organization. The end must follow the start, and capacity must be positive. These checks make the schedule usable by the people who will admit attendees and prepare the activation session.

• Prepare the scope. Keep the organization, owner, venue and time window together on the event so the review starts from one plan.
• Decide the revision. Review the current version before moving the event into approved work; a changed plan needs another decision.
• Open the event. Let admissions work against the approved capacity and maintain an understandable event status through completion or cancellation.

A planned evening session at a named venue might begin with an expected crowd and a two hour window. The Event Manager checks the venue’s eligibility note before approval. The Admission Operator then sees the open event and can reserve attendee lines against that agreed limit. If the venue changes, revisit the event decision before treating the new scope as approved.

Decide who can prepare an event and who can approve its current revision. Agree how venue eligibility notes are maintained, who owns each event, and when a team moves an approved event to open. Time zones belong to the organization and team member records, so confirm how local event times will be entered and reviewed. Choose a clear convention for event subjects and record numbers that staff can use when speaking with the venue.

Also agree when an open event is ready for close. The close decision should consider admitted quantities, verified payment evidence and any operation receipt that needs review. A cancelled event needs an explicit owner and reason in the team’s operating practice, especially when reservations or media work have begun.

Walk one event from draft through review, approval and opening. Use an active venue from the right organization and check the scheduled window. Try an inactive venue, an end before the start, zero capacity and a changed revision. The approval should proceed only for the valid current plan. After opening, reserve a sample attendee and confirm it remains attached to the intended event. Finish by looking at its operation receipt before closing the event.

• Events Pending Review — Plans waiting for a decision, with venue, owner, timing and capacity visible together.
• Event Schedule — Approved and open work arranged by its start and end times.
• Open Events — Events the admission team can use during the operating window.

Start with event approval, then use admissions and event completion for the live and closing decisions.