Save load-in notes and house rules for a venue

01

Before you start

Save the venue first. Add a venue shows how.
Changing a venue takes Can edit on Events.
Pick the venue from the library on each event. Staff see a venue's notes only on events linked that way, and an address typed by hand links none.

02

Steps

Open Venues, open the venue's menu and choose Edit.
In the Edit venue dialog, find Operations & policies.
Fill in what you know. Every field is optional.

The Operations & policies section with the Logistics fields for load-in instructions, parking notes and a note to staff.

Click Save changes. A message says "Venue updated".

03

What each section holds

Logistics: Has Load-in instructions, Parking notes and a Note to staff, used when an event has none of its own.
Vendor amenities: Records Ice machine vendors can use, Running water at the bar, Back-of-house prep space and Wi-Fi available, which opens Wi-Fi notes (SSID / password).
House rules: Covers Floor mats required at bar, Recycles glass, Recycles general waste and a Trash policy.
Compliance: Has Requires Certificate of Insurance from operator, which opens COI additional insureds, and Alcohol restrictions.
Day-of contact: Takes a Name and Phone for someone who isn't a saved contact.

The Venues list shows badges for what you filled in, such as COI required, Floor mats and Load-in noted.

04

What staff see

On the Plan tab, staff see Day-of logistics and Day-of venue contact. The Venue tab adds Venue ops and Venue resources. A staffer who declined or was released from the shift sees none of this.

For load-in, parking and the note to staff, the event's own text wins over the venue's, one field at a time. The Logistics card on the event's Brief tab shows only the event's own text, so it can look empty while staff still read the venue's.

Whatever you type into Wi-Fi notes (SSID / password), COI additional insureds and Alcohol restrictions reaches staff. General notes, the Banquet manager / primary contact and the sales tax stay with you.

05

Share a floor plan or photo with staff

In the same dialog, open Documents & photos.
Click Click to upload and choose a file, up to 25 MB. It saves on upload, before you click Save changes.
Open the sharing list on the file's row and choose Shared with staff on events here. A new file starts as Internal only.

Shared files appear under Venue resources for staff on a live shift. A file you share or change after a staffer acknowledges their brief carries a New badge. Removing a file needs Full access to Files & photos, which Owner and Admin hold by default.

Upload as starts on "Photo for images, floor plan otherwise". A photo is also copied into your media library, tagged with the venue's name, whatever its sharing. The library feeds your proposals, so that copy can reach a client even when the file is Internal only. To keep a file out, upload it as any type but Photo. Changing a file to Photo later copies it too, and changing it back leaves the copy.

06

Something look off?

Work through each check in order. Most fixes take under a minute.

Staff can't see the notes

1 · Check that the event's Location shows the venue card from your library.
2 · Check that the person has a live shift on that event.
3 · Check that the venue wasn't deleted. A deleted venue's events keep the address but none of the notes.