Locations (in Speaker and Session Management)

(event) > Manage >  Speakers and Sessions > Locations

Jump to:  ||  Quick Tips  || Background  || 
||  Add  ||  Edit  ||

||  Location List  ||  Location Types  ||

||  Import  ||  Export  ||  See Also  ||

Quick Tips

• To add a new location, click Add New (at the end of the "Location List" heading).

• To edit an existing location, click  under Actions in the Location List.

Those actions open an Add Location or Edit Location pop-up window.

• To delete a location, click  under Actions in the Location List.

• To add, edit or delete custom Location Types, see Location Type List below.

 Video: Locations

Background

On this page you add and edit the locations (rooms and halls) used for sessions in Speaker and Session Management.

(That module must be enabled for the event in Plan > Configure > Options > Functional Areas Needed by the Event.)

Once you have added locations here, you can allocate sessions to them when scheduling sessions in the grid view on the  Speakers and Sessions Sessions" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Sessions page, or when editing session instances.

This Page

Buttons

Three buttons in the upper right corner:

• Add New – Add a new location, in the Add Location pop-up window. (See that topic for details.)

• Import – Import locations from an Excel or CSV file. See Import below.

• Export – Export all listed locations to an Excel or CSV file.
  You could, for example, then make changes and additions, and Import the amended file.

  • Note: If you have applied a filter to the list, then the same filter applies to the export.

• • Notes about using Google Drive to view exports that include non-standard characters.
    Especially important if you will be editing and re-importing the data.

Location List

Search / Filter – By default, all locations are listed. To filter the list, enter values in the search fields (upper left corner) and click the magnifying glass. (Click the X to clear any filters applied.)

• Search Name or Code – Type any part of a Location Name or Location Code.

• LocationTypes – Select one or more of the Location Types defined below. Default: All.

• Min Capacity – Minimum capacity

• Max Capacity – Maximum capacity

List – All locations are listed with the following columns. (The data columns are explained in the Add/Edit Location help topic.)

• Location Name

• Location Code

• Location Type

• Capacity

• Venue

• Actions, with these icons:

 – Edit the location in the Edit Location pop-up window.

 – Delete the location. (Not possible if the location is assigned to any sessions in the schedule.)

 

Location Type List

The three standard location types are: Meeting Room, Meeting Hall, and Conference Hall.

Here you can also add custom types for this event. (For example, "Classroom" or "Exhibition Hall".)

• Location Type – To add a location type, enter a new Location Type name in the text box, and click Save.
  (Name must be unique in the event.)

All Location Types, both standard  and custom, are listed, with these two columns:

• Location Type  – To change the name of a custom location type, click (edit) in the Actions column.
    Note: You cannot edit any of the standard "built-in" location types.

• Actions – Two icons, for custom location types only::

 – Edit the Location Type Name, and click  to save your changes. (You can click  to cancel unsaved changes.)

 – Delete the location type. (You are prompted to confirm.)
• Note: This makes it unavailable for any locations in this event, so you can't delete one currently assigned to any location(s).

Import

To import locations, click the Import button (at top right).

• Import file must be an Excel file (.xls or .xlsx) or a CSV file (.csv).

• It must include a column for each of the five fields.

• The first row must be column names. You will use these when mapping the fields.

• Location Code must be unique.

• Location Type must be one of the values listed above, or a custom value already added.

• Capacity must be a number.

Steps to follow to import locations:

1. In the first step of the wizard you can click a link to download a template Excel file to populate.

• If you're updating existing locations, you can choose to download a list of all locations for you to edit, save, and upload back.

• Once you have a file ready to import, click Next in the first step.

2. Drop a file into step 2, or click Choose File and select the file to upload.

3. In the Location Import step, map the columns in your import file to the Location Field in Certain

4. Click Complete Import to start or schedule the import process.

5. You receive an email advising that the import is complete, and details of any rows that failed to import (for example, because they didn't match the validation rules mentioned above).

See Also

• List of Speaker and Session Management documents, videos, and help topics