Defining Meeting/Session Room Inventory

Note.pngThis task is only available if the Predefine Conference Room Inventory checkbox on the General Setup screen is selected.

Prior to allocating facilities or rooms for the active session, an inventory of available facilities and rooms must be defined. Once defined, session locations are validated against availability from the master schedule. Only define the rooms that are needed.

Note.pngBreak-out sessions can only be assigned to defined rooms.

To define meeting room inventory:

1.    Click Meeting Room Inventory from the Define the Product task category.
The Meeting Room Inventory screen displays, as shown below.
meeting_room.bmp

2.    Click Add Facility.
The Facility Chooser displays.

3.    Search for and select a facility.

4.    Enter the Location, if necessary.

5.    If This is the Primary Facility check the checkbox.

6.    Click Add Room to add a room within the facility.

7.    Select the Room from the drop-down.

8.    Select the Start Date and End Date the room will be in use.

9.    Click Save.

Screen Element Description

Meeting Room Inventory
Add Facility Button. When clicked, a row is added to the Facility Label Name table and the corresponding fields are enabled to add a facility detail. The Facility Chooser displays where you can search for a facility.
Delete Facility Button. When clicked, the highlighted row from the table and the information entered in the Facility Detail fields are deleted.
Facility Link. When clicked, the Facility Chooser displays where you can change the facility you added when you clicked Add Facility.
Location Text box. A free-form field where you can define more information for the facility. This field is not used for a room name and is not required.
This is the Primary Facility Checkbox. When checked, indicates the facility is a primary facility for the meeting since you can have multiple facilities for one meeting. If you selected a facility on the General Setup screen, then that facility is considered the primary facility and this field is read-only.

Rooms Within this Facility
Add Room Button. When clicked, a row is added to the Rooms Within this Facility table and the corresponding fields are enabled to add a room detail.
Delete Room Button. When clicked, the highlighted row from the table and the information entered in the Room Detail fields are deleted.
Room

Drop-down. Select a defined meeting room, e.g., Banquet Hall, Conference Room, Ballroom, Classroom. The options available depend on the room types selected on the Facility Setup screen.

Note.pngIn order for a session floor map to display on the mobile device, the room selected must correspond with the defined floor map. See Linking Exhibitor Floor Mappings.
Start Date Drop-down. The begin date and time the room will be used.
End Date Drop-down. The date and time the room is no longer needed.