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Setup Event Location

Overview​

This workflow guides administrators through creating a complete event location with its hierarchical structure of stands and positions, including zone colors, position requirements, and qualifications.

Who This Is For​

  • Venue Administrators setting up new locations
  • Event Managers configuring event spaces
  • Operations Staff managing venue layouts

Prerequisites​

  • Admin access to Locations module
  • Venue layout information
  • Stand/section names and details
  • Position titles and requirements
  • Zone color scheme (if applicable)

Workflow Diagram​

Steps​

1. Plan Location Structure​

Before starting, map out:

  • Main location name
  • Number of stands/sections
  • Positions needed per stand
  • Zone assignments and colors
  • LL (Liquor License) requirements
  • Staff count needs per position

2. Create Main Location​

  1. Navigate to Organize → Locations
  2. Click green ➕ Create button
  3. Enter location details:
    • Location Name: Descriptive venue name
    • Address: Full address
    • Capacity: Maximum capacity
    • Description: Location details
  4. Click Save
  5. Location appears in list

3. Add Stands to Location​

  1. From Locations list, find your location
  2. Click to view location details or click Stands link
  3. Click ➕ Create Stand button
  4. Enter stand information:
    • Stand Name: Section/area name (e.g., "North Stand", "VIP Section")
    • Zone: Color assignment for visual organization
    • Default Member/Club: (Optional) Assign default member for auto-assignment
    • Capacity: Stand capacity
    • Description: Stand details
  5. Click Save
  6. Repeat for all stands in the location
Default Member Assignment

If you assign a default member/club to a stand, when creating an event with "Assign defaults" enabled, the stand will be automatically assigned to that member. The organizer can always change the assignment as needed.

Zone Color Options​

Choose zone colors for visual organization:

  • Red
  • Blue
  • Green
  • Yellow
  • Orange
  • Purple
  • Other configured colors

4. Add Positions to Each Stand​

  1. Navigate to stand details
  2. Click ➕ Create Position button
  3. Enter position details:
    • Position Title: Job role (e.g., "Usher", "Concessions", "Security")
    • Stand: Auto-selected (current stand)
    • Zone: Inherits from stand or set separately
    • Required: Number of people needed for this position
    • LL (Liquor License): Yes/No checkbox
    • Description: Position responsibilities
  4. Click Save
  5. Repeat for all positions in the stand

LL (Liquor License) Requirement​

  • Purpose: Indicates position requires a liquor license
  • Usage: Filter qualified staff during assignments
  • Set to Yes: For positions that require licensed staff
  • Set to No: For standard positions

5. Configure Position Requirements​

For each position, review:

  1. Required Count: Number of staff needed
    • Base this on typical event needs
    • Consider peak capacity
    • Account for break coverage
  2. LL Requirement:
    • Check for positions requiring a liquor license
    • Leave unchecked for entry-level roles
  3. Zone Assignment:
    • Ensure matches stand zone
    • Use different zone if position spans areas

6. Configure Location Document Requirements (Optional)​

Upcoming Feature

🚀 Coming Soon: Mandatory Document Configuration

Locations will support mandatory document requirements:

  • Set Required Document Types per location (based on configured document types in Settings)
  • Check-in Integration: For club site-based members, mandatory documents will automatically display on the check-in page
  • Compliance Display: Documents shown alongside background checks during event check-in
  • Location-Specific Requirements: Different locations can have different document requirements

This will ensure all location-specific compliance documents are verified during check-in.

7. Verify Hierarchical Structure​

Review the complete hierarchy:

Location (Main Venue)
  └── Stand 1 (North Stand) - Zone: Blue
      ├── Position 1 (Usher) - Required: 5, LL: No
      ├── Position 2 (Security) - Required: 2, LL: Yes
      └── Position 3 (Supervisor) - Required: 1, LL: Yes
  └── Stand 2 (South Stand) - Zone: Red
      ├── Position 1 (Usher) - Required: 4, LL: No
      └── Position 2 (Concessions) - Required: 3, LL: No

8. Test Location in Schedule Creation​

  1. Go to Manage → Schedules
  2. Create test schedule
  3. Select your new location
  4. Verify stands appear in dropdown
  5. Test "Assign defaults" option:
    • Enable "Assign defaults" checkbox
    • Verify stands with default members are auto-assigned
    • Confirm you can override assignments
  6. Verify positions appear for assignment
  7. Confirm position counts are correct
  8. Delete test schedule or keep as template

9. Update or Edit as Needed​

  1. Navigate back to Organize → Locations
  2. Find your location
  3. Edit location, stands, or positions:
    • Update names or descriptions
    • Adjust required counts
    • Modify zone colors
    • Change LL requirements
    • Update default member assignments
  4. Save all changes

10. Document Location Layout​

Create reference documentation:

  • Location map with stand locations
  • Position responsibilities per stand
  • Required staff counts
  • Special qualifications needed
  • Zone color meanings
  • Mandatory document requirements (when feature available)

Quick Reference Checklist​

  • Location created with complete information
  • All stands added to location
  • Zone colors assigned to stands
  • Default members/clubs assigned to stands (if applicable)
  • All positions created under appropriate stands
  • Required counts set for each position
  • LL qualifications assigned correctly
  • Position descriptions complete
  • Hierarchical structure verified
  • "Assign defaults" option tested in schedule
  • Test schedule created successfully
  • Location documentation completed

Common Issues​

Cannot Add Stand to Location​

  • Problem: Create stand button not working
  • Solution: Ensure location saved first; refresh page; check permissions

Position Not Appearing in Schedule​

  • Problem: Position missing from schedule assignment
  • Solution: Verify position saved under correct stand; check stand is associated with location; refresh schedule page

Zone Colors Not Displaying​

  • Problem: Zone colors not showing
  • Solution: Ensure zone selected when creating stand; verify color configured in system; try different browser

Cannot Set LL Qualification​

Cannot Set LL Requirement​

  • Problem: LL checkbox not working
  • Solution: Ensure editing position (not stand); save and re-edit if needed; check field is available

Wrong Required Count​

  • Problem: Position shows wrong staff count
  • Solution: Edit position; update Required field; save changes; verify in schedule

Location Structure Examples​

Example 1: Stadium Venue​

MetLife Stadium
  └── Section 101 (Zone: Blue)
      ├── Usher (Required: 8, LL: No)
      ├── Security (Required: 3, LL: Yes)
      └── Supervisor (Required: 1, LL: Yes)
  └── Section 102 (Zone: Blue)
      ├── Usher (Required: 8, LL: No)
      └── Security (Required: 2, LL: Yes)
  └── VIP Lounge (Zone: Gold)
      ├── Host (Required: 2, LL: Yes)
      └── Server (Required: 4, LL: No)
  └── Concourse A (Zone: Green)
      ├── Concessions (Required: 6, LL: No)
      └── Merchandise (Required: 3, LL: No)

Example 2: Concert Venue​

Music Hall
  └── Main Floor (Zone: Red)
      ├── Floor Security (Required: 10, LL: Yes)
      └── Usher (Required: 15, LL: No)
  └── Balcony (Zone: Blue)
      ├── Balcony Security (Required: 4, LL: Yes)
      └── Usher (Required: 6, LL: No)
  └── Stage Area (Zone: Yellow)
      ├── Stage Security (Required: 6, LL: Yes)
      └── Stage Manager (Required: 2, LL: Yes)

Example 3: Multi-Purpose Arena​

Community Arena
  └── Basketball Court (Zone: Orange)
      ├── Court Security (Required: 4, LL: No)
      └── Scorekeeper (Required: 2, LL: No)
  └── Stands East (Zone: Blue)
      ├── Usher (Required: 6, LL: No)
      └── Security (Required: 2, LL: Yes)
  └── Stands West (Zone: Red)
      ├── Usher (Required: 6, LL: No)
      └── Security (Required: 2, LL: Yes)

Time Estimate​

  • Simple Location (1-2 stands): 10-15 minutes
  • Medium Location (3-5 stands): 20-30 minutes
  • Large Complex Venue: 45-60 minutes
  • Updates/Edits: 2-5 minutes per change

Tips​

  1. Plan First: Map out complete structure before creating
  2. Consistent Naming: Use clear, consistent names for stands and positions
  3. Zone Colors: Use colors meaningfully (e.g., red for restricted areas)
  4. Default Members: Assign default members to stands that typically belong to specific clubs
  5. LL Sparingly: Only mark truly complex positions as LL required
  6. Required Counts: Base on actual needs, not maximum capacity
  7. Test Early: Create test schedule to verify structure and default assignments
  8. Document: Keep reference docs for future events
  9. Update Regularly: Adjust counts and default assignments based on actual event needs
  10. Staff Input: Consult with operations staff on position requirements
  11. Flexible Defaults: Remember organizers can always override default member assignments