Events and Venues

A wedding weekend usually has several parts: a welcome dinner on Friday, the ceremony and reception on Saturday, a brunch on Sunday. Each part is its own event with a record number, a subject, a start and end time, a guest capacity, the venue and the planner who owns it. The organizer field holds the couple or family the event is for.

An event moves through a clear lifecycle. It starts as Draft while the planner works out the details. It goes to Review when the planner submits it, and to Approved once the Planning Director signs off. It is Open while guests are reserving places, and Completed when it has run and the numbers reconcile. A wedding that does not go ahead is marked Cancelled.

• One owner per event. Every event names the planner responsible for it, so the team knows who answers the couple’s questions.
• Venues kept as a directory. Each venue has a code, contact name, address, an eligibility note and an active flag. The note records what the venue allows, such as an outdoor ceremony curfew or a guest limit for the terrace.
• 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 work with and agree what goes in the eligibility note. Decide how you split a wedding into events and how you name them. Agree who may submit an event for review and who reviews it. Set the organization’s time zone and currency, and add each planner as a team member linked to a platform user.

A planner takes on a September wedding with a ceremony and reception at a vineyard. She creates two events: the 4:00 pm ceremony on the lawn with a capacity of 140, and the 6:00 pm reception in the barn with a capacity of 130, because the barn holds fewer. Both name the vineyard as the venue and her as the owner. The vineyard’s eligibility note says amplified music ends at 10:30 pm, so she sets the reception’s end time to match.

She submits both events. The Planning Director approves the ceremony but returns the reception with a reason: the couple asked for a later finish that the venue does not allow. The planner revises the plan with the couple, and the new version goes back for review.

• Event Pipeline — Events from draft to open, grouped by status, with owner, venue and capacity.
• Event Calendar — Approved and open events with venue, start and end times.
• My Events — The events the signed-in planner owns.

The Operations Overview page shows reserved and admitted guests against capacity for each event, with review and operation exceptions alongside.

• Event plan to close: Draft the event, get it approved, confirm vendors, take RSV ps and close it.
• Cancellation and reconciliation: Cancel or correct an event and reconcile what has already happened.

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