Venues and rooms

Every session has a free-text Room field: whatever you type shows up as the location. Venues and rooms is a separate, structured layer underneath that: a directory of real venues, the rooms inside them, and each room's capacity, that you can attach to an event and assign sessions to directly.

Unlike Sessions, Schedule, Talent, and Linked events, venues carry no plan or event-format gate. Every event, on every tier, can attach a venue and assign real rooms.

The Venues directory

Venues live in an org-wide directory, reachable from your account's main navigation, separate from any single event. A venue you create there is available to attach to any event in your workspace, so a location you use repeatedly (your usual conference centre, your own office) only needs to be entered once.

Creating a venue asks for a name, a venue type, and an address (country, street, city, province or state, and postal code).

Rooms

Open a venue to add rooms to it. Each room has a name, an optional room type (lecture hall, boardroom, breakout, theater, ballroom, outdoor, lobby, virtual, or other), a floor level, amenities (e.g. projector, wifi, stage), and optional photo and floorplan uploads.

Once you have two or more real rooms, you can merge them into a combined room, e.g. "Ballroom East" and "Ballroom West" into "Grand Ballroom" for when a wall opens up. A combined room can't itself be a component of another combined room.

Room configurations

A room can hold more than one capacity, depending on how it's set up. A configuration is a named setup with its own capacity, e.g. "Theater" at 200 seats or "Banquet" at 120. Add as many configurations as a room actually gets used for, and mark one as the default.

Attaching a venue to an event

Open your event and go to Venue & rooms, under Venue & partners in the sidebar. Attach one or more venues from your directory. Attaching a venue is what makes its rooms available for session assignment on that event; a venue you never attach stays out of reach for that event's sessions even though it exists in your directory.

Assigning a room to a session

When you reopen an existing session to edit it, a Venue room widget appears alongside the free-text Room field, listing every room from every venue attached to the event. Pick a Primary room, optionally a Configuration (defaulting to that room's default configuration), and any Additional rooms for a session that spans more than one space.

The room picker saves independently of the rest of the session form, so assigning a room doesn't require you to also save every other field. If the event has no venue attached, or the attached venue has no rooms, the widget tells you to attach a venue first instead of showing an empty picker.