Overall Workflow
Use this when feedback affects several sections or the complete process.
No proposed changes.
Workflow Training
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Workflow Understanding
- 1. Choose a workflow
- 2. Input your response
- 3. Review the understanding
- 4. Correct what is wrong
Reusable knowledge
Skill
General rules and best practices the system can use across many events.
Best practices, common rules, repeatable decisions.
Company direction
Steering
How Wicked Wine Run wants this workflow handled in this product.
Required steps, preferences, approvals, automation limits.
Current understanding
Finding Good Event Locations
This is the team's current venue-scouting process based on the first workflow response. Review every section and identify anything that is correct, incorrect, missing, or too rigid.
Understanding v1
Scout behavior is unchanged
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Purpose
Find properties that can physically and operationally support a Wicked Wine Run.
- The goal is not to find popular or attractive venues. It is to find workable race properties near the marketed city.
- A workable property needs space for the race operation, participant gathering, wine service, food trucks, vendors, music, staff, and safe circulation.
No proposed changes.
Search Order
Search the strongest venue categories first, then broaden only when needed.
- Start with vineyards, vineyard estates, winery estates, estate wineries, wineries, and wineries with land.
- If that is not fruitful, search large event farms, agritourism properties, orchards, pumpkin patches, corn mazes, and Christmas tree farms that handle large seasonal crowds.
- Next, search other privately owned outdoor event properties with race-scale grounds.
- Use public parks only as a final fallback when stronger private-property options are insufficient.
No proposed changes.
Distance From Market
Use actual drive time from the city being marketed.
- Under 60 minutes is preferred, and closer is better when other qualities are similar.
- Sixty-one to 90 minutes can still work.
- Ninety-one to 120 minutes is a weak-distance candidate.
- More than 120 minutes is an automatic rejection.
No proposed changes.
Acreage
Forty acres is the preferred signal, not an absolute requirement.
- Research acreage through the venue website, About, Our Story, History, event pages, parcel records, GIS, assessor records, planning documents, and reputable property profiles.
- A smaller property can remain viable when strong parking, staging space, adjacent trails, quiet roads, or prior large-event evidence compensate.
- A large acreage number does not make a venue viable when the usable land is planted, inaccessible, divided, or unsuitable.
No proposed changes.
Required Event Footprint
The site needs a workable event core in addition to a running route.
- There must be room for start and finish lines.
- There must be a gathering or festival area where participants can stay after the race.
- The event core must support food trucks, vendors, music, wine service, staff, and participant movement.
No proposed changes.
Parking
Parking can be on-site, nearby, or supported by a realistic overflow arrangement.
- Look for existing lots, unplanted fields, nearby fields, neighboring lots, overflow areas, entrances, exits, and possible shuttle staging.
- Separate confirmed parking from parking that only appears possible in imagery.
- A nearby field or lot is only a lead until ownership and availability are confirmed.
- Confirmed absence of plausible parking is an automatic rejection.
No proposed changes.
Route, Trails, And Roads
The 5K may be contained on the property or extended through suitable nearby routes.
- Consider internal roads, farm roads, paths, trails, greenways, and possible loops.
- A smaller property can work when it connects to a usable trail system or quiet rural or county roads.
- Identify highways, busy arterials, dangerous crossings, disconnected route fragments, and dense residential streets.
- Map evidence can suggest a route, but it cannot prove access rights, road closure approval, safety approval, or permission.
No proposed changes.
Automatic Rejections
Reject venues when confirmed conditions make a race impractical.
- No plausible on-site or nearby parking.
- No usable start, finish, or festival footprint.
- Urban tasting room, wine bar, restaurant, storefront, or indoor-only operation without usable grounds.
- Dense city-block location with no workable route or event space.
- Wrong metro or region, more than two hours away, or no contained or extended route possibility.
No proposed changes.
Information Before Contact
Complete the strongest practical research pass before outreach.
- Target-market drive time and distance.
- Verified acreage or a clear record that it was not found.
- Address, website, phone, email, and named event contact when published.
- Hosted events, parking potential, event footprint, route possibilities, and important questions for the venue.
No proposed changes.
Contact Research
Find the person who can discuss hosting the event without inventing contact roles.
- Review Events, Private Events, Weddings, Contact, About, Our Story, and History pages.
- Use a published events contact when available.
- When no specific contact is published, show the real main phone number and general email so the team can call and ask for the correct person.
No proposed changes.
Event History
Hosted events must be identifiable and linked to evidence.
- Capture the event name, date or year when available, event type, venue association, and supporting source.
- Useful evidence includes races, festivals, concerts, weddings, markets, seasonal attractions, charity events, and other large outdoor gatherings.
- Normal tasting hours, generic private-event language, and unsupported event names do not count as hosted-event proof.
No proposed changes.
Satellite Analysis
Use two-pass image analysis to screen space, parking, access, and route potential.
- Run a lower-cost broad assessment on credible candidates, then detailed multi-image analysis on those that survive initial screening.
- Review broad, medium, close, and labeled views for open fields, gathering space, parking, entrances, trails, roads, highways, development, woods, water, buildings, and planted land.
- Classify observations as likely present, possible, not visible, appears unsuitable, or unable to determine.
- Record the image view, confidence, assessment date, visible rationale, and questions requiring confirmation.
No proposed changes.
Facts And Visual Observations
Verified facts and preliminary map interpretations must remain distinct.
- A factual claim requires a source that supports the displayed claim.
- Satellite imagery cannot prove exact acreage, parcel boundaries, parking capacity, neighboring-land availability, legal trail access, road closure eligibility, alcohol permission, or seasonal field usability.
- When reliable data cannot be found, show Not found rather than guessing.
No proposed changes.
Human Confirmation
The team must be able to confirm, reject, or correct automated observations.
- Users can review the imagery used and correct footprint, parking, route, trail, access, and neighboring-property observations.
- Information learned directly from a venue can replace preliminary automated findings.
- Unclear imagery creates a verification question, not a positive or negative fact.
No proposed changes.
Compatibility Rating
The rating should explain physical venue compatibility for a wine run.
- Use event footprint, parking potential, contained or extended route potential, drive time, verified event history, preferred venue category, contactability, and evidence confidence.
- Calculate the result from structured evidence rather than accepting an unexplained AI score.
- Show confirmed strengths, possibilities, marginal conditions, missing information, and confirmed disqualifiers.
No proposed changes.
Excluded From Compatibility
Operational work that happens later must not distort the venue rating.
- Do not score permit readiness.
- Do not score vendor readiness.
- Do not score Google review popularity, general attractiveness, or unsupported agent opinions.
No proposed changes.
Information Automation Must Preserve
Human knowledge is authoritative and cannot be silently overwritten.
- Preserve user-entered contacts, notes, facts, corrections, and confirmations.
- Later searches may propose conflicting information, but they must not replace saved human input automatically.
- Accepted workflow feedback should remain separate from live Scout behavior until the team decides to implement it.
No proposed changes.
Original Source Response
Initial workflow contributor - Venue scouting
Currently I pull up a satellite view of the target market and search for vineyards, vineyard estates, winery estates, and wineries. I zoom in to judge the property footprint, nearby trail access, potential parking in lots or unplanted fields, and whether the venue is outside dense city blocks. I research acreage on the venue's About, Our Story, or History pages. Properties around 40 acres or more are promising, but smaller properties can work when parking is strong and nearby trails or quiet county roads can extend the route. If wineries are not fruitful, I search large event farms such as pumpkin patches, corn mazes, and Christmas tree farms that host hundreds or thousands of guests. Parks that host large events are the final fallback when parking and alcohol approvals may be possible. Strong venues are preferably within an hour of the marketed city, have room for the start, finish, and participant festival area, and have plausible on-site or nearby parking. No parking or no event space is an automatic no. Before contact, gather drive time, acreage, hosted events, parking possibilities, email, phone, and address.