EventGrid

Event Grid

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

Terminology / Properties

• 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

Properties

• 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.

Event Grid Settings

Like Artshow, there are settings that apply to the event grid for this event. These will control various aspects of how the system operates.