Event Schedule

An online conference, a product launch webinar and a quarterly all-hands each become an event with a record number, a subject, a start and end time, an attendee capacity, a venue and the coordinator who owns it. The venue can be virtual, such as the main stage on your streaming platform, or a physical studio the event broadcasts from. The organizer field names the team or client the event is for.

An event moves through a clear lifecycle. It is Draft while the coordinator plans it and Review once submitted. It becomes Approved after an independent decision, Open while registrations are taken and attendees join, and Completed once it has run and the numbers reconcile. An event that will not run is Cancelled.

• One owner per event. Every event names the coordinator responsible for it, so speakers, sponsors and support know whom to ask.
• Venues kept as a directory. Each venue has a code, contact, address and an eligibility note, for example the streaming plan’s attendee limit or a studio’s booking rules.
• Version numbers on every change. Each saved change raises the event’s version number. Reviews and actions apply to the version they were made on.

List the venues you broadcast from or stream to, and what each eligibility note should record. Agree who may submit an event for review and who reviews it. Set the organization’s time zone and currency, and add each coordinator as a team member with their own time zone, which matters when speakers join from several regions.

A software company plans its annual online user conference. The Event Coordinator drafts the main event for 10:00 to 17:00 Eastern with a capacity of 2,000, using the company’s streaming platform as the venue. The venue’s eligibility note records that the current streaming plan supports 2,500 concurrent viewers, so the capacity fits.

She attaches the run of show and submits the event. The Event Reviewer approves it, and the decision records the version and reason. A week later marketing asks to raise capacity to 3,000. The coordinator changes the event, the version number rises, and the change goes back for review, where the reviewer returns it until the streaming plan is upgraded.

• Event Schedule — Approved and open events with venue, start and end times and capacity.
• My Events — The events the signed-in coordinator owns.
• Event Pipeline — Every event grouped by status, with owner, venue and capacity.

The Event Command Dashboard shows events by status alongside breakouts awaiting review, admissions and unresolved receipts.

• Event approval to close: Draft, approve, open, admit and close an event.
• Cancellation and reconciliation: Cancel or correct an event and reconcile what has happened.

Review the implementation plan and the data model before importing your program.