How to determine the right room information to display to attendees

How to Determine the Right Room Information to Display to AttendeesThe Rooms menu in Cadence allows you to control what information about meeting spaces is visible to your event attendees. Through the Rooms Menu › Settings section, you can customize room details, visibility settings, and resource information to ensure attendees can easily find appropriate spaces while maintaining necessary access controls for specialized rooms.
When to useWhen configuring room information for different attendee groups
When deciding which room details are most important for your event type
When balancing between providing complete information and avoiding overwhelm
When setting up specialized rooms with restricted visibility
You must have System Administrator or Event Manager permissions to configure room information display settings.
How to do itLog 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.
Review your current room list to identify information gaps or inconsistencies.
Consider your event type when determining what information is most valuable to attendees. For conferences, location details are critical, while for training sessions, equipment information may be more important.
Click on a room to edit its details.
Prioritize essential information in the room name and description:
For conferences: Building, floor, and room number
For training: Capacity and available technology
For networking: Seating arrangement and ambiance
Add descriptive details that help attendees understand the room's purpose and features.
Room descriptions appear when users hover over room names in the appointment booking interface.
Upload clear photos of each room to help attendees recognize the space.
Photos showing different angles and seating arrangements help attendees visualize the space before arriving.
Configure visibility settings based on who needs access to each room.
Rooms set to "None" visibility will not appear in any room selection interfaces, including appointments and schedule items.
Mark rooms on maps to help attendees locate them within your venue.
Include capacity information to help attendees choose appropriately sized spaces.
List available resources such as projectors, whiteboards, or video conferencing equipment.
Return to the Rooms list and repeat for other rooms.
Click the "Settings" tab at the top of the Rooms page.
Select your preferred sort order from the "Sort By" dropdown:
Alphabetical Order (default)
Custom Order
Use Custom Order if you want to organize rooms by location or importance rather than alphabetically.
Custom ordering is particularly useful when you want to prioritize certain rooms or group them by location.
Click "Save" to apply your settings changes.
TroubleshootingIf attendees report difficulty finding rooms, check that your room naming conventions are consistent and that you've provided sufficient location details in the room descriptions.