Working with Multiple Venues in Elite

Elite is designed to handle multiple venues seamlessly, making it a great solution for organizations that manage more than one location. Venues are a first-class concept in Elite, and every room must be assigned to a venue. While Elite supports multiple venues, only Momentus can create a new venue in the system. This is because, historically, we priced per venue.

It’s important to note that Elite assumes venues are part of the same organization rather than completely separate business entities. Some areas of the application cannot be segmented by venue. Below are the key considerations when working with multiple venues.

Terminology: We use the word Tenant to denote a single account in Elite; tenants can have multiple venues. This is a more technical term, but it also saves confusion between the database account and a customer's CRM account when troubleshooting. Elite generally does not use the Enterprise terms of database or environment to refer to a single customer, as both Elite databases and environments are multi-tenant.

What Can Be Segmented by Venue

• Events: Events can be separated per venue. Users need at least view access to a venue for its events to appear on the calendar or in search results. Calendar views can be configured to show events by venue, and permissions can be set to allow viewing or editing events per venue.
• Permissions: Venue-based permissions allow control over actions such as viewing events, requesting or booking events, and editing event details.
• Custom Views: Venue-specific versions of reports, templates, dashboards, shared calendar views, and price schedules can be created.
• Booking Portal: Can be configured by venue group; a separate portal can be created for each venue. 

What Cannot Be Segmented by Venue

• CRM: Accounts and contacts are shared across all venues and cannot be separated.
• Inventory: Inventory is shared and cannot be segmented by venue. This is often managed by creating separate departments and price lists, but users must manually select the correct price list.
• Financials: Invoices, payments, and other financial data cannot be separated by venue because they are tied to accounts in the shared CRM. 
  • This includes invoice numbers: you cannot have multiple invoice number ranges.
• Configurations: Event types, business classifications, and other reference data are account-wide and not venue-specific.
• Exhibitor Store: A single store for all venues.
• Online Payments: A single gateway/merchant account for all venues (although this has been a highly requested enhancement).
• SSO: Elite only supports one Identity Provider (IdP) per tenant, so venues cannot use different IdPs or SSO configurations.

Permissions Overview

• Venue-based permissions: Viewing events, requesting or booking events, editing and detailing events.
• Account-wide permissions: Accounts and contacts, invoicing (though event access is required to generate invoices), inventory, and configurations.

For more details on permissions, refer to the User Role Permissions article, which outlines which permissions apply account-wide and which are venue-specific.

How Many Venues Can You Have?

There is technically no limit to the number of venues or spaces a customer can have on their account (we have some tenants with 30+ venues on their account or others with over 700 rooms), but depending on how much data they input into the software, they could eventually see a longer loading experience than others with a simpler configuration. In simple terms, more venues = more spaces, holds, calendars, events, and financial records.

When users encounter slower load times, its usually because of the amount of data they're trying to pull at one time. Slower loading may occur when the system must display extremely large sets of rooms or spaces in a single view, not because of an upper limit, but because components like the Event Calendar load a lot of data at once. For example, if they have a primary calendar view that includes ALL venues and spaces and shows more than the event name, times, and event type the calendar will load slowly or may not load at all. This will require separate venue calendars or making the calendar display less information for each event.