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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