Event planning

Event Coordinator prepares the race, club run or training event with an accountable owner and a venue belonging to the club organization. The event carries its planned start, end and capacity. Those details give volunteers a common operating plan and give Independent Reviewer a specific revision to examine before approval.

Approval and opening are separate steps. An Approved event has passed the event decision; an Open event is eligible for reservation requests subject to remaining capacity. Agree who opens the event and what the team checks at that handoff so that a volunteer does not mistake approval for permission to start taking places.

• Venue preparation. Admin maintains the venue’s contact, address and eligibility note within the club organization. Event Coordinator uses that information when choosing the course or facility for the event and raises unresolved location questions before review.
• Event ownership. The coordinator sets the subject, organizer details and planned interval, then confirms the capacity unit. The assigned owner gives the team a clear person to contact when the plan changes.
• Revision approval. Independent Reviewer approves the authorized event revision through the guarded action. It checks organization scope, the expected revision and the permitted transition, then records the outcome in an operation receipt.

Agree how the club names events, which time zone applies and what a capacity unit represents. A reservation quantity must use the same basis as the event capacity. Confirm who maintains venue eligibility and how an event owner requests a change after the plan has entered review.

Establish the handoff between approval and opening. Decide who confirms the current plan before the event becomes Open, and how volunteers identify the correct event when similar runs occur on successive dates. Keep the venue contact and the club’s internal responsibility clear before reserving places.

Rehearse a Sunday club run at an eligible venue. Event Coordinator enters the planned interval and capacity, identifies the owner and submits the current plan for review. Independent Reviewer checks the venue and revision, then approves the event through the guarded action. Inspect the resulting receipt with the coordinator.

Next, change the planned start in a separate rehearsal request while retaining the earlier expected revision. Confirm that the stale request cannot silently approve the changed plan. Repeat the original operation key and check its recorded outcome before sending another request. Finish by having Admissions Steward identify the event only after the authorized opening handoff has made it Open.

• Draft and Review Events — Event plans awaiting preparation or review, with venue, interval, capacity and revision context.
• Active Venues — Location details and eligibility notes for the coordinator’s planning discussion.
• Event Schedule — Approved and Open events alongside their planned start and end.

Use plan and approve an event, then reserve and admit. Agree the operating responsibilities during implementation.