Venues and Organizations

The organization record anchors the client operating scope. It holds the name, code, active setting, time zone and currency. Venues belong to an organization and carry a contact, address and eligibility note. An Event Manager chooses a venue when planning an event, and the approval check uses that organization link and active setting.

This is useful for a team serving several activation clients. A venue with a familiar name may still belong to a different organization, and a location may be inactive for a future booking. The record makes the choice reviewable before admissions are opened. It also gives the operations team a contact and address to verify with the field crew.

• Maintain client scope. Admin keeps organization identities and active settings consistent with the clients the team serves.
• Qualify locations. Event Manager keeps venue contact and eligibility notes current for scheduling decisions.
• Assign people. Team members belong to an organization, with their user connection and operational role scope recorded.

For a pop up activation, the Event Manager might find that a preferred venue is active but linked to another client. The right response is to resolve the client and venue record before event approval. Reusing a mismatched location would make the event plan confusing to staff and would fail the approval check.

Agree who maintains organization codes, how an inactive client is handled, and which staff can edit venue eligibility. Decide whether the eligibility note should describe physical access, installation limits or a client agreement, and keep it short enough for the reviewer to use. Confirm the organization’s time zone before scheduling events that span different local locations. The currency setting should reflect the client’s operating convention, while payment evidence amounts are recorded in US dollars.

Team member records have active and organization fields. Admin should connect each worker to the appropriate user and review role scope when someone changes teams. Make a small set of representative staff records before rehearsing approvals, admissions and media review.

Create an active organization and a venue with a complete contact and address. Assign an Event Manager to that organization and plan an event at the venue. Check that the Event Manager can see the relevant venue and that the selected counterparty belongs to the event’s organization. Then mark a test venue inactive and try approval again. The event should not pass the venue eligibility check. Repeat with a venue under another organization. Restore the correct active venue, then continue to the event decision.

• Active Venues — Locations available for scheduling, with contact and eligibility information in the list.
• Event Schedule — Upcoming approved and open events, including the selected venue.

Use event approval to test the venue decision, then event completion to review the final operating record.