The Rooms menu in Cadence allows you to customize the information displayed about each meeting space at your event. Through the Rooms Menu › Settings section, you can configure room names, descriptions, and features to help attendees and organizers quickly identify appropriate spaces for their needs.
When to use
When setting up new rooms for your event
When updating room information to reflect changes in facilities
When adding details about room amenities and equipment
When standardizing room naming conventions across your event
Before you start
You must have System Administrator or Event Manager permissions to configure room details. 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.
Enter a name for your room in the "Room Name" field.
Use a consistent naming convention such as "Building | Room Number" or "Floor | Room Name" to help attendees locate rooms easily.
Add a description that highlights key features of the room.
Descriptions appear when users hover over room names in the appointment booking interface.
Enter the room capacity to indicate how many people it can accommodate.
Upload a photo of the room if available (optional).
Clear photos help attendees recognize the room and understand its layout before arriving.
Configure room features by selecting available options:
Resources (projector, whiteboard, etc.)
Food & beverage options
Accessibility features
Enter a custom name in the "Name on Invites" field if you want the room to appear differently on calendar invitations.
If the text is too long, it will display with an ellipsis (...) in some views. Hover over the text to see the full content.
Select a location from the dropdown if you want to associate this room with a specific venue area.
Click "Save" to apply your changes.
Troubleshooting
If room details aren't displaying correctly in the appointment booking interface:
Verify that you've saved your changes after editing room details
Check that the room has appointment configurations enabled if it should be available for booking
Ensure the room name doesn't contain special characters that might cause display issues