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Venue Management

This guide explains how to set up and manage venues for your conventions, including creating floor plans and assigning spaces for events.

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Adding a New Venue

  1. From your admin dashboard, navigate to Venues under the Conventions section
  2. Click Add New Venue
  3. Fill in the required information:
    • Venue name
    • Address
    • Contact information
    • Website (if applicable)
    • Capacity limits

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Venue Details

Provide comprehensive information about your venue:
  • Description: General information about the venue
  • Amenities: List available amenities (WiFi, food options, etc.)
  • Accessibility: Detail accessibility features
  • Parking Information: Provide parking details and costs
  • Photos: Upload venue photos to help attendees navigate

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Creating Floor Plans

Visual floor plans help organizers and attendees navigate your venue:
  1. Go to the Floor Plans tab in your venue settings
  2. Select Create New Floor Plan
  3. Choose a method:
    • Upload an image of the floor plan
    • Use the built-in floor plan designer
  4. Add labels for rooms and spaces
  5. Save your floor plan

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Managing Spaces

Define specific spaces within your venue for different activities:
  1. Navigate to the Spaces tab
  2. Click Add Space
  3. Configure space details:
    • Name (Main Hall, Room 101, etc.)
    • Type (Tournament Area, Panel Room, Vendor Hall, etc.)
    • Capacity
    • Setup options (Theater style, Classroom, Open play, etc.)
    • Equipment available
    • Floor/location within the venue

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Space Scheduling

Manage the availability and scheduling of each space:
  1. Select a space from your venue list
  2. Navigate to the Schedule tab
  3. Block off times when the space is:
    • Available for events
    • Reserved for setup/teardown
    • Unavailable
  4. View conflicts and overlaps in the scheduling calendar

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Assigning Spaces to Events

When creating convention events, assign them to specific spaces:
  1. During event creation, select the appropriate venue
  2. Choose the specific space from the dropdown
  3. Verify availability for your selected time
  4. Confirm space assignment

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Managing Multiple Venues

For conventions that span multiple locations:
  1. Add each venue separately
  2. Use the Venue Groups feature to associate related venues
  3. Create transportation information between venues
  4. Ensure schedules account for travel time between venues

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Venue Access Control

Configure access permissions for different spaces:
  1. Go to the Access Control section of venue settings
  2. Set access levels for different areas:
    • Public access
    • Badge-holders only
    • VIP/Staff only
    • Custom access groups
  3. Configure any access code requirements

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Equipment Management

Track equipment available at each venue:
  1. Navigate to the Equipment tab
  2. Add items available (projectors, tables, chairs, etc.)
  3. Specify quantities and conditions
  4. Track equipment assignments to specific events