Multi-Venue Event Consolidation

This guide explains how to consolidate event and function models across multiple venues and locations in Model Reef.

You will:

• Represent venues and event types in the branch structure.

• Reuse event profitability and staffing models across sites.

• Aggregate event performance into venue, regional and group views.

• Use scenarios to compare portfolios and strategies across venues.

Model Reef does not replace your operational booking and ticketing systems. It consolidates the financial outcomes of event activity across venues.

When to use this pattern

Use this pattern when:

• You run events across several venues or locations.

• You want consistent economics for event types across sites.

• You need venue, region and group level event reporting.

• You want to test portfolio and strategy changes for the events business.

It combines with:

• Event and Function Profitability Model

• Seasonal Revenue Planning

• Staffing Rosters for Events

• Group Level Consolidated Reporting

Architecture overview

Multi venue event consolidation uses:

1. Branch hierarchy

   • Venue branches for each location or site.

   • Sub branches for event types and key series.

2. Standardised event models

   • Shared templates for event revenue, cost and staffing.

   • Local adjustments for capacity, pricing and cost levels.

3. Consolidated reporting

   • Venue level and regional event performance.

   • Group level event P&L, cash and key KPIs.

4. Scenario logic

   • Different event mix, pricing and staffing strategies by venue.

   • Open, close, refurbish or repurpose venues.

1

Standardise event templates and apply across venues

First build an event profitability and staffing template for one venue as described in the other guides, including:

• Event and package level revenue variables.

• Direct event COGS, staffing and service cost variables.

• Roster and seasonality drivers.

Once you are satisfied with the template, duplicate it for each venue branch and adjust:

• Capacity and typical event sizes.

• Local pricing and revenue drivers.

• Local wage and cost rates.

This creates a consistent structure that can be consolidated.

2

Organise venues, regions and group branches

In the branch tree, structure venues and regions, for example:

• Events Group

  • Region - City A

    • Venue - Ballroom A

    • Venue - Rooftop A

  • Region - City B

    • Venue - Hall B

    • Venue - Outdoor B

Ensure that event templates under each venue are consistent so that:

• Event types can be compared across venues.

• Reports can aggregate easily by region and group.

3

Build venue, region and group event reports

Use reporting tools to create:

• Venue level event P&L, showing revenue, direct costs, staff and contribution.

• Regional event reports aggregating venues in each region.

• Group level event reports that aggregate all venues.

Use common categories so line items are comparable across venues, for example:

• Event Revenue.

• Food and Beverage COGS.

• Event Staff Costs.

• Other Event Direct Costs.

• Event Contribution.

You can also include charts and tables for:

• Events, guests and revenue by venue and region.

• Contribution per event and per guest.

• Utilisation and capacity metrics if you track them.

4

Integrate with wider hospitality group reporting

If events are part of a broader hospitality group model, combine event branches with:

• Regular venue trading branches for day to day operations.

• Central and head office cost branches.

• Group funding and capital structure variables.

This allows group level reports to show:

• Event business as a segment within the wider group.

• Total venue performance including both event and regular trading.

• Consolidated group P&L, Balance Sheet and Cashflow.

Use filters and segment views to isolate event performance when required.

5

Use scenarios for portfolio and strategy changes

Clone the base model into scenario models to explore:

• Opening new event capable venues.

• Closing or repurposing underperforming venues.

• Changing the mix of event types at specific sites.

• Adjusting pricing and staffing strategies across regions.

• Different marketing and channel strategies for event sales.

In each scenario, adjust:

• Event and guest drivers by venue and region.

• Pricing and cost drivers per venue.

• Central cost and funding assumptions if strategy changes are large.

Compare scenarios using:

• Event contribution by venue, region and group.

• Venue and group level EBITDA.

• Cashflow and funding requirements.

• Portfolio metrics such as events or contribution by venue and region.

Check your work

• Venue templates are consistent and differences are intentional and documented.

• Consolidated reports reconcile with venue totals and internal management views.

• Scenario results help answer real portfolio and strategy questions.

• The model remains understandable to both local managers and group leadership.

Troubleshooting

Consolidated event results do not match internal reports

Confirm that all event branches are included, that starting points match and that category mappings align with existing reporting structures.

Hard to compare venues

Standardise naming, categories and templates, and ensure that event types are defined consistently across sites.

Model becomes slow or complex with many venues

Group smaller venues into cohorts and keep full detail only for major sites, or use separate models per region and consolidate at a higher level where needed.

Related guides

• Build a Multi Scenario Valuation Pack

• Build an M&A Consolidation Model

• Tax Variables: what is, rules, what it affects

• Modifier Driver Fields