Venue Management

Overview

Venue Management is Nigall’s workspace for venue owners, venue managers, and their day-of teams, as well as organizers who book spaces. It brings together profiles, discoverability, booking inquiries, quotes, contracts (upload), deposit tracking, walkthrough/load-in/inspection stages, and event linkage—so venues can run day-to-day event operations alongside organizers instead of juggling spreadsheets and email threads.

Ideal customer profile (venues)

Nigall targets venues that need one place to:

Need What Nigall covers today Notes
Bookings Directory listing, inquiry → quote → accept → confirm pipeline, date overlap checks Full availability/hold calendar is roadmap
Contracts Profile + booking contract upload and signed dates E-sign / template library is roadmap
Payments Deposit amounts and paid flags on bookings Stripe venue invoicing is roadmap
Planning Capacities, amenities, AV, load-in, readiness checklist, event/program room linkage BEO PDF builder is roadmap
Staffing Check-in staff count + check-in method defaults Shift/roster labor tools are roadmap (use Volunteers module on hosted events)
Operations Walkthrough, load-in schedule, inspection, ratings, readiness % Day-of venue run-of-show board is roadmap

Purpose

Replace ad-hoc “location text + email quotes” with reusable venue records that power discoverability, booking lifecycle, capacity planning, and check-in defaults for every event in the space.

Who should use it

  • Venue owners & venue managers (user_type=venue_manager) listing spaces and responding to bookings
  • Venue operations / front-of-house leads completing readiness and day-of check-in defaults
  • Organizers browsing the directory and linking a venue to an event
  • Planners (Planner Pro) keeping venue contacts in CRM alongside Nigall venues

Benefits

  • Multi-step venue profile wizard (space, amenities, AV, load-in, pricing, policies)
  • Discoverable directory for bookable spaces
  • Booking lifecycle from inquiry through event-day and close-out
  • Event linkage auto-fills location/coordinates and ops defaults
  • Capacity and amenity metadata for planning
  • Tools hub readiness badge for venue setup progress
Action Path
Venues hub (my venues) /events/venues/
Create venue /events/venues/create/
Venue detail /events/venues/<pk>/
Edit venue (wizard) /events/venues/<pk>/edit/step/<step>/
Venue directory /events/venues/directory/
Directory detail /events/venues/directory/<pk>/
Booking inquiry /events/venues/<pk>/inquire/
Booking detail /events/venues/bookings/<pk>/
Tools hub /events/tools/
Pricing (Presenter Pro unlocks Venues) /pricing/#platform-tools

Prerequisites

  • Account with Venue Manager or Organizer type (Account Setup)
  • Subscription: Presenter Pro+ (venues tool key) — see Billing & Subscriptions
  • is_discoverable=True for public directory listing
  • Recommended: complete readiness checklist before accepting paid bookings

Step-by-step — Venue owner: list your space

  1. Sign up / set user type to Venue Manager at /users/profile/edit/.
  2. Subscribe to Presenter Pro (or higher) at /pricing/#platform-tools.
  3. Open /events/venues/create/ and complete the wizard (basic → location → space → amenities → AV → load-in → readiness → check-in → pricing → contacts).
  4. Enable List in venue directory (is_discoverable).
  5. Upload contract templates/files and set deposit / cancellation policy fields.
  6. Monitor incoming inquiries at /events/venues/ and advance bookings on /events/venues/bookings/<pk>/.

[SCREENSHOT: Venue wizard step 1]

Quick start: Quick Start — Venue Managers

  1. Edit event → select Venue FK.
  2. Location and operational defaults auto-fill from venue.
  3. Save event.

Step-by-step — Booking inquiry (organizer)

  1. Browse /events/venues/directory/.
  2. Open venue → Inquire.
  3. Submit inquiry form → track at /events/venues/bookings/<pk>/.
  4. Venue responds with quote → organizer accepts → contract/deposit flags → confirm → walkthrough / load-in / inspection / close.

Field descriptions

Venue highlights

Section Sample fields
Basic venue_name, venue_type, status, is_discoverable
Location Address, lat/long, parking, transit
Space Capacities (standing, seated, theater, banquet), accessible
Amenities WiFi, AV, microphones, power outlets
Operations check_in_method, badge_type, walk_in_policy, readiness checklist
Pricing Rental rate type, deposits, cancellation, contract upload

Venue types

hotel, conference_center, stadium, theater, outdoor, restaurant, coworking, virtual

Booking statuses (pipeline)

inquiry_sent → pending_response → quote_received → negotiating → quote_accepted → contract_signed → deposit_paid → confirmed → walkthrough_done → load_in_scheduled → event_day → teardown → inspection_done → closed (or declined / cancelled)

Business rules

Rule Detail
Ownership created_by user manages venue
Directory Only is_discoverable=True and active status
Event link SET_NULL on venue delete
Overlap Confirmed bookings block conflicting dates for the same venue
Check-in defaults Venue check_in_method informs ops (QR, name list, ticket scan, app)
Plan gate venues tool requires Presenter Pro+

Validation rules

  • Required name and venue type on create
  • Image uploads for profile photo optional

User permissions

Action Venue manager Organizer Public
Create/edit own venue ✅ ✅ ❌
Directory browse ✅ ✅ Discoverable only
Booking inquiry ✅ ✅ ❌
Advance booking stages Owner / organizer on booking ✅ ❌

Workflow

flowchart LR Create[Create venue] --> Discoverable{is_discoverable?} Discoverable -->|Yes| Directory[Directory listing] Discoverable -->|No| Private[Private profile] Directory --> Inquiry[Booking inquiry] Inquiry --> Quote[Quote / accept] Quote --> Confirm[Contract + deposit + confirm] Confirm --> Ops[Walkthrough / load-in / event day] Ops --> Close[Inspection / close] Confirm --> Event[Link to event]

Examples

Convention center: 2,000 theater capacity, QR check-in default, directory listing, deposit flags on confirmed bookings.

Hotel ballroom: Banquet capacity + catering rules + contract upload on profile.

Virtual venue: Type virtual, URL in description, linked to hybrid event.

Best practices

  • Keep capacity and readiness fields accurate before going discoverable
  • Upload a current floor plan / contract PDF on the profile
  • Set walk-in and check-in method explicitly for day-of teams
  • Close bookings after inspection so deposits/damage notes stay auditable

Tips

  • Multi-step edit preserves progress via step URLs
  • Geocode address for map displays on directory
  • Use Tools hub venue badge to see readiness %

Common mistakes

Mistake Result Fix
Not discoverable Hidden from directory Enable flag
Wrong check-in method Ops confusion Align with attendee module setup
Deposit marked paid without record Finance mismatch Store amount + date notes until Stripe venue pay ships

FAQs

Can multiple events share a venue?
Yes — FK from many events to one venue.

Is Nigall only for organizers?
No — venue owners and venue managers are a first-class ICP. Use Venue Manager account type + Presenter Pro.

Do venue deposits process through Stripe today?
Not yet — track deposit paid flags on the booking; card/ACH venue invoicing is on the roadmap (Known Limitations).

Troubleshooting

Symptom Cause Fix
Can't see directory venue is_discoverable false Edit venue
Booking not visible Permissions Check booking owner / created_by
Venues missing from Tools Plan gate Upgrade to Presenter Pro

Screenshot placeholders

  • [SCREENSHOT: Venue directory search]
  • [SCREENSHOT: Venue wizard amenities step]
  • [SCREENSHOT: Booking detail quote/confirm]
  • [SCREENSHOT: Event edit with venue selector]

Administrator notes

  • Admin list filters: venue_type, is_discoverable, status
  • Booking workflow in events/venue_booking_views.py and events/venue_workflow_services.py

Developer/API notes

No dedicated public venue API yet; web views only.
Models: events.models.Venue, VenueImage, VenueBooking

See also: Navigation · Known Limitations

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