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How to Configure Meeting Locations

For physical and hybrid events, setting up meeting locations is essential to ensure meetings are scheduled in the correct rooms or areas. The Meeting Module allows organizers to define different types of locations, manage capacity, and associate locations with booths and users for a seamless booking experience.

Types of Meeting Locations

There are three types of locations you can configure:

1. Parent Location

  • Used when you want to define a main area (e.g., Hall A) that contains multiple rooms within it.

2. Child Location

  • Sub-locations under a parent location (e.g., Room A1 inside Hall A).

3. Standalone Location

  • Independent locations with no parent-child relationship.



How to Add Meeting Locations

  1. Go to Event Backend.
  2. Navigate to Networking → Meetings → Locations.
  3. Click Create Location.

Creating a Parent Location

  1. Enter Location Name (e.g., Hall A).
  2. Enable the “Mark as Parent Location” toggle.
  3. Save the location.

Creating a Child Location

  1. Click Create Location.
  2. Enter Location Name (e.g., Room A1).
  3. Select a Parent Location from the dropdown.

Additional Settings:

  • Capacity
    • Define the maximum number of participants allowed at a time.
  • Per Meeting Duration
    • Restrict all meetings in this location to a fixed duration.
  • Linked Booths
    • Associate specific booths with this location.
  • Linked Users
    • Associate specific users with this location.
  • Opening & Expiry Date/Time
    • Define when the location is available for booking.
  • Active Toggle
    • Enabled by default. Disable to make the location unavailable.
  • Private Toggle
    • When enabled:
      • Only accessible to event organizers and admins.
      • Hidden from web and mobile attendees.
  • Mark as Unavailable When Booked
    • When enabled:
      • The room becomes unavailable after one booking, regardless of capacity.
    • When disabled:
      • Multiple meetings can occur simultaneously until capacity is reached.


Standalone Location

  • Create a location without selecting a parent.
  • Configure all other settings (capacity, duration, availability, etc.) as needed.

Location Associations

1. Associate Location with Booths

  • You can manually link locations to specific booths.

Behavior:

  • When booking a meeting from a booth or with a booth representative:
    • The system will auto-select the associated location by default.

Default Behavior:

  • When a new booth is created:
    • A standalone location is automatically created and linked to that booth.

2. Associate Location with Users

  • You can manually link locations to specific users.

Behavior:

  • When booking a meeting with that user:
    • The system will auto-select the associated location.

Best Practices

  • Use Parent + Child locations for large venues with multiple rooms.
  • Use Standalone locations for simple setups or booth-specific meetings.
  • Configure capacity and duration to avoid scheduling conflicts.
  • Use Private locations for internal or VIP meetings.