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Creating Meeting Locations
Creating Meeting Locations

Learn how to create and manage multiple meeting locations for your event, including physical venues, exhibitor booths, and virtual spaces.

Updated over a week ago

As an Organizer, you can create multiple Meeting Locations to host the different Meetings that will take place during your Event. This feature allows you to manage and allocate spaces efficiently, ensuring that all meetings run smoothly.

Locations are used to define meeting rooms and exhibitor booths (which can also host meetings). Locations can also be virtual to host video meeting calls if applicable to your Event.

How to create Locations for your Meetings or Exhibitor Booths

  1. Log into the Studio.

  2. Navigate to Meetings then Locations.

    Under the Locations tab, you'll see a list of available locations for your audience to hold their meetings. This list includes both manually created locations and the automatically displayed locations of different Exhibitors (also named "booth"which are simply locations linked to exhibitors).

  3. Click on the Add Locations button.

  4. In the next view, choose a Name, Category, Meeting capacity, and whether it is a virtual or physical space.

  • Categories help group rooms, making it easier to find them when requesting Meetings. Categories can be based on nearby venues or halls, floor, or zone.

  • The Name helps to quickly identify the meeting space, like a Booth number or room name.

  • The Meeting capacity determines the maximum number of Meetings that can occur simultaneously at a location.

  • The Virtual toggle allows you to choose between creating virtual meeting spaces, to get a video call rooms, or physical spaces. For hybrid Events, it is ideal to have both types of spaces available.

You will be able to edit this information at any time from the detail tab of any Location, and also delete any one of them.

How to define the Default Meeting Location Capacity

You can set a default capacity for the number of meetings a location can handle per slot. This capacity applies to all new locations created after the setup. For example, a capacity set to '1' means the location can only hold one meeting at a time.

  • To adjust the capacity of locations created before setting up this limit, modify them manually.

  • Use the checkboxes in the Locations table to edit the capacity of multiple locations in bulk.

How to Use the Location Meeting Capacity to Define Meeting Limits for Exhibitors

According to your monetization strategy, you can set limits on the number of meetings exhibitors can have, also named "exhibitor meetings quota", by using Meeting Capacity of exhibitor locations.

Exhibitor meetings quota = Meeting capacity of the exhibitor location x number of slots.

Step by step guide to implement exhibitor meetings quota

  1. Create a meeting request rule where Exhibitors group (or any custom group including your exhibitors) is requester and/or invitee. Please note that you will need to get the Exhibitor Meetings add-on enabled.

  2. In the request rule, select in Meeting locations "Exhibitor's Booths" only.

  3. From the "Booth" field in an exhibitor edition page or from the Locations table, define for each location linked to an exhibitor the meeting capacity which will impact the number of meetings the exhibitor can have.

Example: if there are 5 time slots enabled for Exhibitor's Booth in your meeting request rule (as the screenshot above) and:

  • '1' is set as meeting capacity of the Booth X which the unique location linked to the Exhibitor X, then Exhibitor X will be able to have up to 5 meetings (1 x 5 slots = 5 meetings).

  • '3' is set as meeting capacity of the Booth Y which the unique location linked to Exhibitor Y, then Exhibitor Y will be able to have up to 15 meetings (3 x 5 slots = 15 meetings).

  • '0' is set as meeting capacity of Booth Z which the unique location linked to Exhibitor Z, then Exhibitor Z cannot have any meetings (0 x 5 slots = 0 meetings).

Why and how to add an external URL to a location

If you're not using MapsPeople or ExpoFP as map provider for your event, you might want your attendees to be redirected to another interactive map provider when they click on a location to see where it is.

Adding an external URL on a location allows attendees to open a webview directly from the app and access an external map.

  1. Log into your Studio account and go to "Meetings" and then the"Location" section.

  2. Select an existing meeting location or create a new one.

  3. Under the "Location details" tab, simply paste the URL in the "Location URL" section. The URL will be automatically saved.

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