EventGrid

Event Grid

This is a summary of the event grid system within CM.

Terminology

• Venue - Venue is the representation of a hotel property. The hotel, venue or venues to which the hotel is hosted and operating it's activities.
• Activity - The actual events, panels, dances etc that will be put onto the event schedule.
• Schedule - The actual timeline schedule of activities.
• Panelist - A person who has suggested, or is putting on a Activity

Workflows

• The panelist signup kiosk workflow
• The Activity Approval Workflow
• The EventGrid setup workflow

Details of Items

• Venue - A venue will be able to be set up, they will have the following features.
  • Not year specific - Each venue is NOT specific to a event year, and is available to all events within the software. With the idea that once a venue is set up, it can be easily re-used at future years.
  • Rooms - Each venue is able to have as many rooms as are needed. These rooms could be large ballrooms or small meeting rooms, or even called 'Pre-function area outside main theatre' or 'East Hallway'
  • Sub Rooms - Each room can be a sub-room of another room. For example "Ballroom A" can be a Sub-room to "Main Ballroom" this will ensure that the "Main Ballroom" cannot be put to use, if "Ballroom A" is already scheduled for things.
  • Default Duration - Each activity type will have a default duration in minutes which applicants will never see, but will be copied to the activity upon creation.
  • Availability - A hotel liaison or someone can set up the availability for a venue room per event. This will ensure that the events team will be only able to schedule events during times that the hotel contract allows.

• Activity Types - Each activity must be classified into some kind of activity type. Activity types are set up by the events lead.
  • Type - A activity type must have a name.
  • Questions - Each activity type can have a series of additional questions which must or may be answered by people offering to put them onto the panels. Questions
  • Colour - Each activity type can have a colour set so that activities of the same type can be grouped by colour.
  • Display Publicly - Activity types can be set to be displayed publically or not. This allows you to have a "Room Setup" type activity to block the room off during time periods, but also not have those blocks printed.

• Activities - Activities are things that you can schedule. Be it a dance, panel, competition, etc.
  • Applications - Activities can be created by people offering to do activities on a kiosk. Applicants will have to answer the series of questions based on the activity types.
  • Status - Activities can have a few status' as they move through the approval process.
    • New - A new Activity that has not yet been reviewed.
    • Approved - A activity that has been approved.
    • Denied - A activity that has been denied.
    • Deferred - A activity that has been deferred for later decision making.
    • Confirmed - A activity that has been confirmed.
  • Change Logging - As activities are altered, modified, approved, denied etc, the changes will appear in a log of the activity
  • Title/Description - Activities can have titles and descriptions.
  • Visible - Activities can be marked as publicly visible or not. This means that activities could be things like setup times for theatre or room changeover times
  • Duration - Activities will have a start duration in minutes based on their type, but this can be then later altered. Activity durations determine how much time in a schedule the activity takes.

• Schedules - Schedules are the setup of a timeline of events that result in a printable. Schedules are a calendar of events that are assigned to venue rooms.
  • Multiple - You can have one or many schedules. You can have one activity that appears in many schedules.
  • Title - Each schedule has a title, such as "Proposed Schedule 1" or "Main events schedule" or "Staff Setup Schedule"
  • Versioned - Each schedule is versioned, meaning you can revert to previous versions.
  • Capable - Each schedule can be copied to a new schedule title, allowing you to create different versions of your event grid.
  • Published - Each schedule can be published. Note: two schedules that show the same activity at two different times are able to be published
  • Override Title/Desc - Each schedule will allow you to Override the activity title and description for publishing sake.