Venue Attributes
For every unique venue migrated into Auth Data from uTour, the DMO team will populate the following information:
| Attribute | Definition | Notes |
|---|---|---|
| Name | Name by which the venue is primarily known | Naming conventions are defined below |
| Venue Type | Descriptor of the venue | At least one venue type must be defined (see appendix for definitions) |
| Address | Address where the venue is physically located | The location of the venue. Only one main address exists for a venue at a time |
| Configuration | Capacity or seating arrangement | At least one configuration should be defined (see appendix for exceptions) |
| Phones | Primary phone number for the venue | Phone number for the venue location, not for a contact at the venue |
| Contact email for the venue | This email address is specifically reserved for the venue (such as an info@ email), not for a contact at the venue | |
| Online Addresses: Website | Venue’s primary website | |
| External Records: Social Accounts | Social accounts for the venue | Any social accounts referenced on the venue website |
| External Records: UTour ID | ID for the venue in UTour | For other system id references (e.g., UTour ID), the platform ID is maintained. There may be multiple records on the same platform, all of which are maintained. |
| Technical Specifications | Information provided by a venue that describes the spaces and equipment available at the venue | Collect these documents and store in box folder: Venue Technical Specs Naming convention: Auth Data ID Venue Name Technical Spec |
Addresses
Venues can have only one main address (see section below on special cases for specific venue types). When creating a venue, the Auth Data API will suggest the name and address for a new venue. The DMO application will also capture a geolocation marker for each address.
Suggested addresses are also manually validated for correctness by the DMO, particularly for addresses outside of the United States.
Upon creation of a venue, the DMO application will validate addresses against those of existing venues and prompt the DMO when an overlap is detected.
Validated addresses are critical for Venues as validated addresses are also used in other contexts, such as in establishing Radius Terms.
Venue Names
The primary display name for a venue is the name by which it is publicly known. Typically, this is the name that appears within external mapping sites like Google Maps. This is also the name by which the venue refers to itself.
The current name of the venue is always assigned as a “Display” name. The DMO is also noting these names:
- Alias
- Legal
- DBA (Doing business as)
- FKA (Formerly known as)
Variations on the display name are logged as alias names. For example, a venue called “The Bomb Factory” in Dallas may also be known as “The Bomb Factory at Deep Ellum”, “The Factory in Deep Ellum”, or just “Deep Ellum”. The latter names are logged as alias names of the venue’s display name.
Legal names refer to the official business name of the company operating the venue. DBA (“Doing Business As”) names are reserved for trade names used by the business operating the venue. Both of these name types are not used in the context of a venue.
Venues may change names over time. Former names are added as FKA names attached to the primary venue. For example, “Staples Center” was the previous name for the “Crypto.com Arena”.
Note that Buyers and venues are distinct objects within Auth Data even though venues operators may book (buy) talent for their own events. See “Related Entities” below for more information on how the DMO connects other parties to venues.
Special Naming
Beaches
Beaches used as venues should be named to match their geographic naming. For example, the beach at the end of Temescal Canyon Rd in Los Angeles is formally named “Will Rogers State Beach” and will be named as such by the DMO. For beaches without a formal name, the DMO will use a best fit geographic marker and enter location details within the venue notes field.
Hotels
Hotels can take on a multitude of name variations. Within Auth Data, the DMO will use the name variation used in primary sources, such as the official hotel website. For example, the Andaz hotel in Maui is called the “Andaz Maui at Wailea Resort” on their website but is also referred to as “Andaz Maui at Wailea Resort, by Hyatt” and the “Andaz Maui Resort”. The DMO will mark the first name as the primary display name and all other variations as alias names.
Private Residences
All private residences will be named “Private Residence” within the DMO application. Under no circumstances will the DMO enter the name of the residence owner within the name of the residence. See the “Venue type” section below for more information about private residences.
Virtual Venues
The DMO will use the name of the platform as the name of the virtual venue. Examples include “Zoom”, “Instagram Live”, “Second Life”, etc. See the “Venue type” section below for more information about virtual venues.
Venue type
The “Venue Type” field describes the physical design of the venue. Venues must have at least one venue type but can have more than one if appropriate. See the VenueType node definition for a full list of valid venue types.
The DMO application will suggest a venue type when creating a new venue. It will be DMO procedure to validate all suggested venue types based on:
- The venue type fitting the overall structure of the venue
- The venue type fitting the venue’s operations
For example, a winery that has an amphitheater for events would have the venue types “Winery” and “Amphitheater”.
Special Venue Types
Virtual Spaces
Virtual spaces can be set as venues, even though their “location” is digital and not physical. This is done by selecting “Virtual” as a venue type.
- Example: Client is contracted to make an appearance over zoom. In this case, the venue would be a name “Zoom”
“Virtual” venues can have only that venue type attached to it.
Meeting links will not be tracked within Auth Data.
Additional address information, such as where the client should go for the virtual appearance are also not captured within Auth Data.
Private Residences
Clients can be booked to appear at private residences. Each private residence is a distinct venue as each will have its own location.
- Example: Aldo King books Seth Rogan to appear at his 48th birthday party in his home in Hollywood. The venue name would be “Private Residence” with the location being the address of the house.
“Private Residence” venues can have only that venue type attached to it.
Contact info and Online Addresses
Contact information (phone number, website and email address) will be captured by the DMO only if provided within a venue create request or if the information is readily available on the venue website.
The DMO will maintain only official websites connected to the venue. This is primarily the website specific to the venue, or in absence of that, the website associated to the chain of venues (if applicable) or to the venue’s operating company.
Age restrictions
Venue age restrictions will not be recorded unless explicitly mentioned on the venue website or in documents provided by the venue.
If no age restriction is provided, the DMO will not assign it an “All Ages” limit. Any age restriction, including “All Ages” must be explicitly stated in a primary source in order to be entered into Auth Data.
When a venue has multiple age restrictions, e.g. 18+ on weekdays and 21+ on weekends, the DMO will omit data for age restrictions.
External Records
External Records link a venue to distinct instances of the venue on other platforms. In cases where there are multiple instances of a venue in one platform, a single record is chosen and set as the “primary” link to that platform.
The following are the most common types of records that will be attached to a venue by the DMO:
- uTourId: Links the Auth Data instance of a venue to its instance in uTour. Note that there may be multiple versions of the same venue within uTour, which means that there may be multiple ExternalRecords for each uTourId. The DMO sets one of these records as the “primary” record.
- Social Media Platforms: Links to each of the social media platforms known of the venue will also be added as individual external records
- Clean links must be used for external records such as https://www.instagram.com/venue instead of https://www.instagram.com/venue?hl=en
- The DMO team will only capture official links (i.e. exclude fan websites or social media)
When a new venue is created, the DMO application will validate external records against existing venues to detect overlap with an existing venue.
The DMO will click on links to ensure they resolve as accounts may be incorrect from migration or data entry.
Configurations
A venue can be configured for multiple seating types, line of sight seating arrangements or stage arrangements (ex: in-the-round stage layout). These arrangements, which include capacity and indoor/outdoor flag, are called configurations.
Notet that configurations are not stages; they are descriptions of a specific venue’s space. Configurations are also not subvenues, as those are independently bookable spaces within a venue (see Venue Hierarchy for more about subvenues).
Naming
If only one configuration exists, it is always named the “Default Configuration” - in this exact spelling and letter capitalization.
When more than one configuration is provided, the DMO will name each configuration in a way that best describes the venue layout (ex: “Seated”, “General Admission”, etc.) unless configuration names are already provided by the venue.
Capacity
The DMO will assign capacity for each configuration based on primary sources: directly from venue, sourced from the venue website or the venue’s technical specifications.
For conflicting information between primary sources, the DMO team will use the more conservative capacity. This discrepancy in information must always be noted.
The primary configuration will, in most cases, be the one with the highest capacity. A different configuration will be primary in edge cases such as the venue itself treating a lower capacity configuration as the default one.
Outdoor
Outdoor configurations will be marked as such using the outdoor setting for the configuration. Keep in mind that outdoor and primary tags are not interchangeable; they should be used together for the primary configuration.
See the Venue Data Sources for information regarding the uTour external record type.