1. Describe capacity precisely
Record limits by activity, date, room and participant category. Distinguish overall capacity from allocation rules such as reserved groups or accessible seating. Document when a place becomes confirmed and when it is released. A submitted form or external checkout link does not by itself guarantee synchronized inventory.
2. Minimize information collected
List each field, its purpose and the person who needs it. Prefer a simple contact channel over unnecessary identification documents. Determine correction, retention and deletion procedures with the responsible organization. Explain required versus optional fields. Avoid using general support email to send payment-card details, passwords or sensitive attendee lists.
3. Turn constraints into requirements
Specify volume, arrival peaks, currencies, languages and the tools you use. Describe the time slots, seating, exports and connections your activity needs. Prioritize requirements and assign review owners. Keep the brief concise so technology and operations can work from the same version.