Common Venue Roles: Applying the VenueOps Roles to your Users

See below for common roles for Arenas and Live Entertainment Venues.

Common Roles for Convention Centers

Roles are additive. When people have multiple roles/responsibilities, simply combine the different roles.

You are also able to assign a user a role for each venue on your account. There is some nuance to how different roles interact on events which are booked in both venues when a user has different roles in each. Please see this article for all the fine print.

Position Description Typical VenueOps Roles
Sales manager Manage leads and prospective events; book new events Sales Manager
Optional: Add Accounts Receivable - if they also collect and enter deposits or payments
Director of sales Manage sales team Director of Sales - approve contracts and access sales dashboard
Optional: Add Sales Manager if the director also manages sales
Optional: Insights Admin - gives access to modify Insights Reports
Catering sales manager Manage leads for catering events; up-sell catering for booked events Sales Manager - book new events; assign catering details
Optional: Add Event Coordinator if they handle all event details and requirements
Director of catering Manage catering team; generate BEOs for kitchen/banquet staff Director of Catering
Optional: Add Sales Manager - if director also manages sales
Event manager / coordinator Coordinate details for booked events Event Coordinator - add event services details to events
Optional: Add Sales Manager - if they also manage food and beverage sales
Optional: Add Accounts Receivable - if they also collect and enter deposits or payments
Director of Events Manage events team Director of Events
Optional: Add Event Coordinator - if they also manage event details and requirements
Director of Operations Manage operations team; generate event orders for operations team to fulfill event requirements Director of Operations - gives access to calendar, tasks, and events/functions lists, including the ability to download Event Orders for upcoming events
Optional: Event Coordinator - gives access to generate the Event Order reports and update event details
Operations Staff
Banquet staff
Deliver and set up event requirements, whether it is equipment, electrical services, A/V, or food & beverage Operations Staff - gives access to calendar, tasks, and events/functions lists, including the ability to download Event Orders for upcoming events
Finance Generate invoices and manage payments for events Event Coordinator + Accounts Receivable - gives access to event details and invoicing, and permission to add, edit, and delete payments
Optional: Insights Admin - gives access to modify Insights Reports
GM Depending on facility, the GM may just need viewing access and access to reports. Calendar Viewer - gives access to
Optional: Insights Admin - gives access to modify Insights Reports

Common Roles for Arenas and Live Entertainment Venues

Roles are additive. When people have multiple roles/responsibilities, simply combine the different roles.

You are also able to assign a user a role for each venue on your account. There is some nuance to how different roles interact on events which are booked in both venues when a user has different roles in each. Please see this article for all the fine print.

Position Description Typical VenueOps roles
Booker They hold the books, granting holds to agents or promoters and confirming shows. In VenueOps, they typically live on the calendar but may choose to add some additional details or choose to utilize tasks. Booker
Event Coordinator or Event Manager Coordinators advance the show once the event is confirmed by the booker. They work with the client/tenant/promoter. They typically work from of notes, documents, and tasks. Event Coordinator
Private Events Coordinator They sell and coordinate private events. Usually these events do not make money from ticket sales but from rental and food & beverage sales. They work off of the contracting and detailing tabs, and may invoice for events using the Financials. Sales manager + Event Coordinator
Optional: Director of Sales - able to approve contracts
Marketing Marketing typically needs to see upcoming events once confirmed. They may utilize notes, documents, and tasks. Calendar viewer
Optional: Event Coordinator - gives access to tasks, notes, documents, etc. and adding internal events
Operations Operations plans and executes service requirements on the day of the event. They typically just need to see what events are coming up (including Functions) but might utilize notes, tasks, and documents. Most operations staff are out on the floor, rather than in the office, and most are used to working off of paper print outs rather than computer software. Limited interaction with VenueOps.

Operations Staff - gives access to calendar, tasks, and events/functions lists, including the ability to download Event Orders for upcoming events

Optional: Event Coordinator - gives access to notes, documents, etc. and adding internal events
Box Office Box office sells tickets to upcoming events once confirmed. They primarily work in the box office system (such as Ticketmaster) but might need to see upcoming events as well. Limited interaction with VenueOps.

Calendar viewer
Optional Event Coordinator - gives access to tasks, notes, documents, etc. and adding internal events
Finance Generate invoices and manage payments for events
Event Coordinator + Accounts Receivable - gives access to event details and invoicing, and permission to add, edit, and delete payments
GM Depending on the type of facility and size of the team, the GM may just need viewing access. Often times they are the ones who book ticketed events as well. If they do any sales of private events, they would need the Sales Manager and/or Director of Sales roles. They would very rarely need the level of detailing granted by the Event Coordinator role. Depending on their role, either Calendar Viewer + Director of Sales
or Booker + Director of Sales if they book ticketed events
Optional: Sales Manager, if they book private events
Optional: Insights Admin - gives access to modify Insights Reports

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