Reservations and admission

Admissions Steward reserves a quantity against an Open event with remaining capacity. The admission line retains the attendee reference and reservation time. When the attendee arrives, the steward uses the separate admit action to record arrival on that reservation line. A reservation by itself never establishes that someone attended.

Operations Overview compares reserved and admitted attendance so Event Coordinator can understand the event’s operating position. Keep the distinction during the gate handoff and during closure. An unused reservation and an admitted attendee require different treatment if the club later cancels or corrects event scope.

• Capacity check. The reservation action checks its operation key and request, finds the event, then applies lifecycle and capacity guards. Admissions Steward selects the intended event before requesting a place so the quantity uses the right capacity basis.
• Arrival recording. The admit action checks the reservation and existing admittance before recording arrival. A reservation line can be admitted at most once, including when a gate volunteer repeats the request after an uncertain response.
• Handoff evidence. The admission line and operation receipt let the next volunteer inspect the outcome. Event Coordinator uses actual admitted quantities when discussing attendance instead of counting every reserved place as an arrival.

Agree how the attendee reference identifies the person or reservation group at the gate. Decide what quantity means and whether a reservation line represents an individual or a group. Rehearse that convention with the volunteers who will make the admission requests, especially when several arrivals are handled close together.

Set the response to an uncertain command outcome. Inspect the existing receipt and reservation before creating another request. Also agree how volunteers check whether an event has been canceled: retained reservation records are historical evidence, and the current event scope determines whether admission may proceed.

Use an illustrative Open event with capacity for 20 places. Reserve 3 places and ask Admissions Steward to explain the reserved quantity without calling it attendance. Record arrival for the authorized reservation line and inspect its admission time. Repeat the same admit operation and confirm that the line is not admitted again.

Attempt a reservation beyond the remaining capacity in a separate rehearsal case and inspect the rejected outcome. Then cancel unused event scope through the authorized path and ask another volunteer to examine the retained reservation. The volunteer should check the current event and operation evidence before attempting admission, rather than assume that the presence of a reservation time keeps the place active.

• Reserved Not Admitted — Reservation lines with a recorded reservation time and no admission time, for review against the current event scope.
• Open Events — Events eligible for the reservation handoff, with their capacity and venue context.
• Admitted Attendance — Recorded arrivals and quantities for the coordinator’s attendance discussion.

Follow reserve and admit, then close or cancel and reconcile. Review access in roles.