Venue Event Scheduling — 10-Phase Process Flow

Hanford CA · 3-Campus Organization · Recovery/Journey Groups · External Events · Conferences · Weddings · Funerals · Graduations

Process step
Decision point
Start / End
Declined / Stopped
On hold
Work Order (WO)

Phase 1 — Intake & Request Classification

All space requests enter through a single intake point regardless of type. The request is logged, classified, and routed to the appropriate coordinator. Three paths: internal ministry, recurring recovery/personal growth groups (standing weekly priority), and external events (conferences, weddings, funerals, graduations, etc.).

Request received Log event request Capture event details Internal ministry? Yes Assign ministry team → Phase 2 No Recurring group? Yes Assign groups team → Phase 2 No External event path → Phase 2

Phase 2 — Eligibility & Mission Alignment

All requests are screened against venue policies and the church's mission and values. Recovery and support groups must have a trained facilitator on record before a hold is placed. External events are reviewed for policy compatibility and appropriate use.

Eligibility review Review request details Check venue policies Event use appropriate? No Request declined Yes Facilitator required? Yes Verify facilitator Credentials on file No Confirm eligibility → Phase 3

Phase 3 — Location & Date Selection

The requestor selects from the three campuses and provides preferred date and time. Recurring recovery and personal growth groups hold standing priority — the coordinator checks that location's group calendar before confirming any date. Conflicts result in proposed alternatives.

Location & date review Select location (Campus A, B, or C) Set date & time Check group calendar Schedule conflict? Yes Propose alternatives Awaiting requestor No Confirm date / venue → Phase 4

Phase 4 — Space Availability & Fit

Available spaces at the confirmed location are queried and filtered first by headcount capacity, then by event type requirements (ceremony, reception, classroom, circle seating for groups, theater, boardroom, etc.). The requestor reviews matching options and selects a space, which is placed on a tentative hold.

Space availability Query venue spaces Filter by capacity Filter by event type Suitable space found? No No space found Yes Show space options Space selected? No Revise criteria Yes Set tentative hold → Phase 5

Phase 5 — Layout & Configuration

The confirmed space is configured for the specific event type. Standard layout types: theater, classroom, banquet, reception, ceremony/sanctuary, circle seating (recovery/journey groups), U-shape, and boardroom. AV, sound, lighting, and staging requirements are documented. Specialized setups (wedding altar, staged graduation, large conference stage) trigger a setup consultation before proceeding.

Layout & config Confirm event type Select layout type (8 config types available) Document tech needs Specialized setup required? Yes Schedule consult Consult scheduled No Finalize layout spec → Phase 6

Phase 6 — Services & Resources

All ancillary services are identified and confirmed: technical support (AV, sound, lighting, livestream), parking and traffic management, and external vendor coordination (catering, florist, photographer, etc.). External vendors must be registered and acknowledged before facility access. Note: Setup/teardown crew work orders are generated in Phase 7 — not here.

Services review Assess service needs Technical services needed? Yes Assign tech team No External vendor coordination? Yes Register vendors No Services confirmed → Phase 7

Phase 7 — Confirmation & Work Order Generation

The event agreement is signed and the booking is locked. Upon signing, two separate work orders are generated simultaneously: WO-SETUP covers all room preparation and configuration before the event; WO-TEARDOWN covers breakdown, restoration, and return-to-base after the event. Both are assigned to the facilities team and tracked as independent records for internal reporting — labor time, staff accountability, and facilities planning are tracked separately for each.

Confirmation phase Generate agreement Agreement signed? No Follow up sent Yes Confirm booking WO-SETUP Setup work order WO-TEARDOWN Teardown work order Assign WOs to team Notify stakeholders & block campus calendar → Phase 8

Phase 8 — Pre-Event Management

Check-ins at 30 days and 7 days before the event confirm details are still accurate. Significant attendance changes trigger a space re-evaluation. WO-SETUP status is verified to confirm the setup crew is scheduled and assigned before the day-before final briefing.

Pre-event management 30-day review Changes requested? Yes Process changes Changes updated No 7-day confirmation Attendance variance >20%? Yes Re-evaluate space No Verify WO-SETUP status Day-before briefing → Phase 9

Phase 9 — Event Execution

WO-SETUP is activated at the start of event day. Setup is verified and the work order is closed before the event begins. After the event concludes, WO-TEARDOWN is activated for breakdown and room restoration. Both work orders are closed as separate records with independent timestamps, staff assignments, and completion notes for internal reporting.

Event day begins WO-SETUP: activated Setup verified? No Correct issues Yes WO-SETUP: closed ✓ Event begins Issues arise? Yes Issue resolution No Event concludes WO-TEARDOWN: activated → Phase 10

Phase 10 — Post-Event Closeout

Room inspection confirms the space is returned to its base configuration. Any damage is documented and reported. Both WO-SETUP and WO-TEARDOWN must be individually confirmed closed before the event is archived. Each is submitted as a separate record to the internal reporting system. Feedback is collected and space usage data is updated across all three campuses.

Post-event closeout Room inspection Damage found? Yes Document damage No Verify both WOs closed Both WOs complete? No Escalate open WO Yes Archive WOs to reports Send feedback survey Update usage records Event complete
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