The Rooms menu in Cadence allows you to organize meeting spaces by associating them with specific locations at your event venue. Through the Rooms Menu › Settings section, you can assign rooms to designated locations, making it easier for attendees to find their way and for organizers to manage spaces across multiple buildings or areas.
When to use
When organizing rooms across multiple buildings or venues
When you need to group rooms by physical location
When creating floor plans with multiple meeting spaces
When helping attendees navigate to the correct meeting areas
Before you start
You must have System Administrator or Event Manager permissions to assign rooms to locations. Required fields are marked with an asterisk (*).
How to do it
Log in to your Cadence Admin account.
Navigate to your event dashboard.
Click on "Event Setup" in the left sidebar menu.
Select "Rooms" from the dropdown menu.
Click on an existing room or create a new one using the "+" button.
Locate the "Location" field in the room details form.
If you haven't created locations yet, you'll need to set them up first in the Locations section of your event.
Click the dropdown menu to view available locations.
Select the appropriate location for this room.
Locations can represent buildings, floors, or areas within your venue.
Add a room number or identifier if needed for more specific location details.
Upload a photo of the room to help attendees recognize it (optional).
Select a map from the dropdown if you have floor plans uploaded.
Click "Mark on Map" if you selected a map.
Use the "Add Area Highlight Box" option to clearly indicate the room's location on larger floor plans.
Position the pin or highlight box precisely where the room is located on the map.
Click "Save" to apply your changes.
Repeat for other rooms, assigning each to its appropriate location.
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Troubleshooting
If locations don't appear in the dropdown menu:
Verify that locations have been created in your event
Check that you have the necessary permissions to view and assign locations