Event Venues
EventWorks lets you track venues associated with your events. You can assign a primary venue to an event and, if the venues module is enabled, manage multiple venue options with their own statuses, notes, and amounts.
Getting There
- Primary venue — Set when creating or editing an event, in the event form fields.
- Venues tab — Click the Venues tab on an event to manage multiple venue assignments (requires the venues module to be enabled).
Key Concepts
Primary Venue
Every event can have a primary venue set via the Venue field on the create or edit form. This is a quick way to record where the event is taking place. The primary venue appears in the event info sidebar and can be shown as a column on the events list.
If your administrator has configured a default venue, new events will automatically be assigned that venue unless you specify a different one.
Multiple Venues (Venues Module)
When the venues module is enabled, the Venues tab on an event lets you manage multiple venue options. This is useful when you're exploring different venue options for a client, or when an event spans multiple locations.
Each venue entry on this tab tracks:
| Field | Description |
|---|---|
| Venue | The venue account |
| Status | The booking status at this venue (e.g., Enquired, Provisionally Booked, Confirmed, Declined) |
| Amount | The quoted or agreed venue hire amount |
| Notes | Any notes specific to this venue option |
Managing Venues
Setting the Primary Venue
- Open the event and click Edit.
- Find the Venue field (on either the Required or Additional tab, depending on your settings).
- Search for and select the venue account.
- Click Save.
Adding Venues via the Venues Tab
- Open the event and click the Venues tab.
- Use the interface to add a new venue.
- Select the venue, set a status, enter an amount if known, and add any notes.
- Save your changes.
Venue Statuses
Each venue assignment has its own status that tracks the booking progress at that venue. Venue statuses are configured by your administrator in Settings > Events > Venue Statuses.
Common venue statuses might include:
- Enquired
- Provisionally Booked
- Confirmed / Accepted
- Declined
- Cancelled
When a venue's status is "Accepted", its amount contributes to the accepted venue total for the event.
Settings & Configuration
- Venues module — The multi-venue feature must be enabled in your account settings. If it's not enabled, you'll still have the primary venue field but won't see the Venues tab.
- Venue statuses — Managed in Settings > Events > Venue Statuses.
- Default venue — A default venue can be set in Settings > Events to automatically assign to new events.
- Venue column — The venue column on the events list can be shown or hidden in Settings > Events.
Frequently Asked Questions
Q: What's the difference between the primary venue and the venues tab?The primary venue is a single venue field on the event record — a quick way to note where the event is happening. The venues tab (when the module is enabled) lets you manage multiple venues with individual statuses, amounts, and notes, which is useful during the venue selection process.
Q: Where do venue accounts come from?Venues are regular accounts in EventWorks that have been categorised as venues. You create and manage them in the Accounts section, and they become selectable as venues on events.
Q: Can I see venue availability across events?Yes — the calendar and resource diary features can show venue bookings across events, helping you spot availability. See the Calendar section for more information.