Events > Overview > Events Setup > Location and Rooms Tab

Location and Rooms Tab

Modules > Event > Overview > Events Setup > Location/Rooms Tab

Locations and Room are the places that the Event or function will occur in.

This topic covers the Setup tasks available on the Location/Rooms Tab which includes the following child forms:

location types
room types
location contact roles
room setup categories

Once you expand the child forms under the Location/Rooms Tab, you can see icons that allow you to perform the following actions on the page:

Use the		goto record icon to view that record's profile page.
Use the		edit icon to edit a record on the child form.
Use the		linked headings to sort the records.

Location Types

Location Type: The type of place where an event will be held.

Example: Examples of Location Types: conference center, convention center, meeting room, hotel, or restaurant.

To Add a Location Type:

Go to Modules > Event > Overview > Events Setup > Location/Rooms Tab
On the location types child form, click the Add icon.
In the Add - Location Type window, enter a location type code. Each location type appears in the location type drop-down lists in the Event Profile pages.
Enter a location type description.
Click Save. The new location type appears in the list under the location types child form.

Room Types

Room Type: A description of the type of room where an event or function will be held, or the type of housing offered.

Examples:

Meeting Room Type Examples: auditorium, ballroom, convention hall, conference room, banquet room, meeting room
Housing Room Type Examples: single bed, double bed, queen bed, king bed, suite, complimentary.

To Add an Event Room Type:

Go to Modules > Event > Overview > Events Setup > Location/Rooms Tab.
On the room types child form, click the Add icon.
In the Add - Room Type window, enter the room type code. Each room type appears in the room type drop-down lists in the Event Profile pages.
Enter the room description.
Select the room category (housing or meeting).
To allow room sharing, select the allow sharing? check box.
Click Save. The new room type appears in the list under the room types child form.

Note: The room category drop-down list is hard coded with "housing" or "meeting" being the only available options.

Location Contact Roles

Location Contact Role: The job title of an important contact person at the hotel or other location for the event.

Example: Examples of a Contact Roles include: hotel meeting planner, hotel room reservation contact person, hotel catering contact person, restaurant contact person.

To Add a Location Contact Role:

Go to Modules > Event > Overview > Events Setup > Location/Rooms Tab.
On the location contact role child form, click the Add icon.
In the Add - Location Contact Role window, enter a role type. Each role type appears in the role type drop-down lists in the Event Profile pages.
Enter a role type description.
Click Save. The new location contact role appears in the list under the location contact roles child form.

Room Setup Categories

Room Setup Category: How a room should be set up for a meeting e.g. lecture setup requires that chairs face the front of the room; roundtable discussion setup would require a different layout.

Example: Example of Room Setup Category: lecture setup, roundtable setup, exhibit setup, lunch setup, dinner setup, banquet setup.

To Add a Room Setup Category:

Go to Modules > Event > Overview > Events Setup > Location/Rooms Tab.
On the room setup categories child form, click the Add icon.
In the Add - Room Setup Category window, enter a setup category. Each setup category appears in the setup category drop-down lists in the Event Profile pages.
Enter a category description.
Click Save. The new setup category appears in the list under the setup category child form.

Room Setup Items

Room Setup Item: An item that needs to be available during a meeting.

Example: Examples of Room Setup Items: chairs, tables, microphone, white board, overhead projector, lectern.

To Add a Room Setup Item:

Go to Modules > Event > Overview > Events Setup > Location/Rooms Tab.
On the room setup categories child form, open the folder beside the setup category you would like to edit.
On the Setup Item grandchild form, click the [add room setup items] link. The Add - Room Setup Items window opens.

Fill in the fields as described in the table below.

Fields	Required	Description
setup category	Required	Select the category the item falls under.
setup code	Required	Enter the name of the item.
setup description	Optional	Enter a description for the item.
estimated unit cost	Optional	Estimate the cost per item.

Click Save.