Master Facility Process
Master Facility Process
The Event Operations Team owns the master tourney/showcase sheet. To be included in the master schedule sheet, each event must have:
- Event Date
- City
- State
- Region
- We do not need event names at this stage, and anything listed as TBD/TBA (date, city, or venue) should not be included until those details are confirmed.
Marketing and Sales do NOT have full edit rights — they only submit requests/changes. This prevents “too many cooks,” accidental overwrites, or rogue date changes.
Master Facility Sheet – Fields
Brand
Event Name
City, State
Region
Start Date
End Date
Projected Team Count
# Games Guaranteed
Length of Event
Schedule Type
Marquee / Live Period
Main Venue
Main Venue Address
Main Venue Status
Needs Outreach — Haven’t contacted the venue yet
Initial Outreach Sent — Email or call made, awaiting reply
Discovery Completed — Venue discussed, confirming details
Verbal Agreement — Venue verbally committed but not signed
Contract Sent — Contract sent to venue for signature
Contract Signed — Fully executed contract
Deposit Sent — Contract signed and deposit paid
Confirmed / Locked In — Venue officially confirmed and secured
Waiting on Venue — Venue checking availability or confirmation pending
TBD / On Hold — No current progress or alternate venue being considered
Not Moving Forward — Venue unavailable or declined
No Secondary Venue Needed — Secondary venue not required
Secondary Venue
Secondary Venue Address
Secondary Venue Status
Same list of statuses as above.
Added to EA & Updated Max Team Count
Added to External Scheduling Platform
NOTES
Prep Network Event Calendar by Brand
This document lays out the months of the year with the corresponding events that take place in those months. This calendar serves as a reference point in terms of what's happening and when.
Event & Facility Intake Request
This task template is to be used to submit all new event requests or any changes to events that will not run on their original weekend. Use it during future schedule planning for circuits or showcases, or whenever a new event is added after the calendar has already launched.
- Review the current schedule and update each event’s status.
- For run-back events (same weekend, city, and venue as last year) → mark as “Run Back – Same.”
- For run-back events with changes (different city, state, or venue) → mark as “Run Back – Different.”
- If any back-and-forth needs to happen, it can be done through Asana comments.
- Event Ops will put it into the Master Spreadsheet.
- Facilities Reviews + Approves/Revises Weekly
In addition to this, we have created a New Venue Form. This form is for any new facility interested in partnering with Prep Network to host one of our events. Please provide all relevant details about your venue, along with any additional notes that would help our team evaluate fit and availability.
Facilities Reviews Intake + Approves/Revises Weekly
Once a week (or biweekly):
- Facilities review requests
- Approves/adjusts based on gym availability, contracts, blackout dates
- Updates the master sheet themselves
- Comments back on the task with what was done / any questions unanswered.
- Whomever submits is accountable for responding to any questions facilities may have.
Adding an event to this spreadsheet does not mean the venue it is secured — it simply indicates it’s on our radar and outreach has begun.
Facility Planning Slack Thread
#facility-planning channel will be used for:
- Questions & requests
- Conflict flags or potential issues
- Ongoing, threaded discussions → Use the THREADS!
- Quick clarifications or confirmations
This replaces messy sheet comments and keeps communication organized, visible, and searchable.