The New Meeting Module lets organizers schedule in-person or hybrid meetings in specific areas or rooms. Before meetings can be booked, you must configure Locations within your event backend.
Step 1: Add Locations
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Log in to your Event Backend.
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Go to Networking → Meetings
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Navigate to Locations Tab and click on Add Location.
Step 2: Choose a Location Type
You can create three types of locations:
| Type | Description |
|---|---|
| Standalone Location | A single room or space with no parent or sub-locations. |
| Parent Location | A larger area (e.g., a hall) that will contain sub-locations. |
| Sub-Location | A room or section within a parent location. |
Step 3: Fill in Location Details
When adding a location, complete the following fields:
| Field | Details |
|---|---|
| Location Name | Enter a clear, descriptive name (e.g., Room 1, Hall A). |
| Mark as Parent Location | Enable if this location will serve as a parent for sub-locations. Parent locations only appear in the Parent Location dropdown when creating sub-locations. |
| Parent Location | Select an existing parent location to make this a sub-location. Leave blank if it’s a standalone or parent location. |
| Capacity | Total number of participants who can meet at one time in this space. |
| Per Meeting Duration (minutes) | Optional: restrict each meeting to a fixed duration. When enabled, bookings automatically inherit this time limit. |
| Opening Date & Time | Date/time when the location becomes available. Must be within your event’s start and end dates. |
| Expiry Date & Time | Date/time when the location stops accepting bookings. Must be greater than or equal to your event’s end date. |
| Active | Enable to make the location bookable. |
| Private | Enable to make the location visible only to admins (not to exhibitors or attendees). Useful for VIP or staff-only rooms. |
Tips & Best Practices
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Parent/Sub-Location Setup: Create parent locations first, then add sub-locations referencing the parent.
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Capacity Planning: Ensure capacity accounts for total participants per time slot to avoid over-booking.
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Meeting Duration: Setting a default duration helps standardize booking times and simplifies scheduling.
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Private Locations: Use this option for internal meetings or restricted spaces.
Summary
Configuring locations is the first step in enabling the New Meeting Module. By defining standalone, parent, and sub-locations—along with capacities, durations, and availability—you ensure a smooth scheduling experience for all event participants.